Contracts & Compliance Documents
A service contract fixes, for one customer, the rate schedule, discount, payment terms, where invoices are submitted and which documents the customer expects at each stage — so every bid, deployment and invoice under it inherits the same rules. Compliance documents are your own certificate of insurance, workers' compensation clearance, SAM registration, business licence, CAGE code, tax registration and bonds, kept with expiry alerts so a contract requirement is satisfied automatically and the right papers ride along in the invoice packet.
Business Ops add-on with Invoicing.ContractorBilling. Menu: Workforce & Business Ops → Contracts (administrators and holders of Manage contracts).
Contracts
New contract:
| Field | Use |
|---|---|
| Customer | The contact (its billing profile receives the invoices). |
| Name, Contract number, Contract type | Standing arrangement (call-when-needed / VIPR-style), Project, Master services, Other. |
| Start / End | The contract window; a contract past its end is swept to Expired and Contract Expiring fires 30 days before. |
| Rate schedule | Fixed for every bid and deployment under the contract, or Use the default schedule (contact profile default → first active). |
| Discount %, Terms (net days) | Override the billing profile for contract invoices. |
| Invoice submission e-mail | Where deployment invoices and their packet are sent by default (an agency's AP mailbox or portal address). |
| Max deployment days, Response time (minutes), Point of hire | Commercial terms copied onto deployments created under the contract. |
| Document template | A free-text key naming the document layout the customer expects (leave empty for Generic); stored with the contract for your own reference and for integrations — the built-in bid and invoice PDFs use one layout in this release. |
| Activate now | Save as Active instead of Draft. |
Document requirements (bottom of the form): one row per document the customer expects, with the stage (Bid submission, Deployment start, Daily time report, Invoice submission), the document type and Mandatory. A compliance-document type is satisfied by a current department document; any other type is checked per deployment as an attachment.
Contract statuses
Draft → Active → Suspended / Expired / Terminated. Change them from the contract page; only Active contracts can be picked for bids and deployments. Contract Status Changed and Contract Expiring are workflow triggers.
The contract page
Shows the terms, the document requirements with their live state (Satisfied with expiry, Missing, or checked per deployment), and the linked bids, deployments and invoices. New bid starts a bid under the contract.
Compliance documents
Contracts → Compliance documents.
| Field | Use |
|---|---|
| Document type | Insurance certificate, Workers' comp clearance, SAM registration, Business licence, CAGE code, Tax registration, Bond, Other. |
| Name, Document number, Issuer | Printed on the compliance checklist and in packets. |
| Effective on / Expires | Only a current document satisfies a requirement. |
| Alert lead (days) | Department administrators are notified when the document enters the window and again when it lapses (daily sweep). |
| File | PDF or image up to 30 MB; leave empty on edit to keep the stored file. |
The contracts list shows a banner when any document is expiring or expired. Documents are attached to the invoice packet when the contract requires them at Invoice submission.
Setup examples
| Organization | Contracts | Compliance documents |
|---|---|---|
| Wildland contractor | One Standing arrangement per agency (BCWS, USFS VIPR region, state forestry) with the season schedule, agency AP mailbox, max 14 deployment days, response time 120 min; requirements: COI + WCB at Deployment start, signed DTR at Daily time report, invoice packet at Invoice submission. | COI (annual, 30-day alert), WCB clearance (quarterly), SAM registration, CAGE code. |
| Fire protection company | Master services per municipality, 5-year window, net 45, discount 0. | COI, business licence, state fire-protection licence (as Other). |
| Security company | Project per event and Standing arrangement per client site; requirement guard-licence roster at Deployment start. | Security company licence, COI, bond. |
| Private ambulance | Standing arrangement per hospital group with PO required on the billing profile. | State ambulance service licence, COI. |
| Municipal fire (cost recovery) | Usually none — MARS and mutual-aid claims use agreements, not contracts. | COI where a neighbouring jurisdiction requires it. |
Technical reference
| Item | Value |
|---|---|
| Routes | /User/Contracts/{Index,New,Edit,View,Compliance}; POST Save, SetStatus, Delete, SaveComplianceDocument, DeleteComplianceDocument; ComplianceFile download |
| Model | ServiceContract (type, status, schedule, terms, submission e-mail, DocumentTemplateKey, requirements JSON), ServiceContractDocumentRequirement, DepartmentComplianceDocument |
| Enums | ServiceContractTypes, ServiceContractStatuses, DocumentRequirementStages, ComplianceDocumentTypes |
| Permission | Manage contracts (117) — grants view and edit; department administrators always |
| Worker | 33 compliance expiry (daily): lapsed contracts → Expired, Contract Expiring ≤ 30 days once per day, compliance-document lead-window digest to administrators |
| Workflow triggers | 79 Contract Status Changed, 80 Contract Expiring |
| API | api/v4/ServiceContracts/* |