How to set up a client contract
TL;DR: Client contracts are the basis for automated billing in Uku. Create a contract under a client's Billing tab, configure the billing period and products, then adjust contract settings to match customer-specific terms.
Who can do this
Users with billing or admin permissions
Products must be created before setting up contracts (configured under the Billing app in Settings & Apps)
Creating a new client contract
Select Clients from the main menu.
Select the client to whom you want to add a contract.
Select Billing from the client header.
Select the Contracts tab.
Click the + Add Contract button.
A new contract creation view opens.
Choosing the billing period
Billing can be done on a monthly, quarterly, or yearly basis. You can choose the invoice date yourself -- by default it is the last day of the billing month, but you can also choose the date of the contract or a freely chosen calendar day.
Enter the start date of the period from which invoices should be generated.
If the end date is not selected, the contract is open-ended.
Adding products
Choose the products that are part of the customer contract. The selection includes all products entered under the company's Billing app. If needed, you can also create and add a new product directly from the contract view.
Client contract settings
In addition to creating the contract, you must also configure its terms. Navigate to the Settings tab within the client's billing section.
Most fields default to Company default, meaning the choices configured under the Billing app settings apply. You can override these with customer-specific agreements as needed.
Available settings
Invoice description -- text that is added to each invoice for this customer.
Summarize invoice rows -- combines multiple invoice lines into one and consolidates them under a specified name.
Invoice to the parent company -- if the customer has a parent company, the invoice can be sent to that company instead.
Invoice from the same period -- if the customer has several active contracts, one combined invoice can be created instead of separate invoices. For example, if a quarterly and a monthly contract both exist, one invoice is created in the month when the quarterly invoice is also due.
Default Resource/Project/Cost Center -- if set, this resource applies to all products in the customer contract.
Troubleshooting
No products available when creating a contract -- Products must be added under the Billing app in Settings & Apps before they appear in the contract product selection.
Invoices are not being generated -- Verify that the contract start date has passed and that the contract does not have an end date that has already elapsed.
Invoice goes to the wrong company -- Check the Invoice to the parent company setting in the contract's Settings tab to ensure it is configured correctly.
Multiple invoices created instead of one -- Enable the Invoice from the same period option to consolidate invoices from multiple active contracts into a single invoice.