Service Agreements

The Service Agreements screen is where you set up recurring service contracts — the standing work you bill on a schedule, like a monthly maintenance plan or a seasonal service. It shows every agreement for your workspace, where each one stands, and what’s coming due. This guide walks through reading the list, filtering by status, opening an agreement, how invoicing works, generating an invoice on demand, and pausing or cancelling.

The recurring picture at a glance

The top of the screen is a short summary of where your recurring revenue stands:

Monthly recurring revenue — the combined monthly value of your active agreements.
Active agreements — how many agreements are currently billing.
Due this month — how many are scheduled to bill before the month ends.

Read them together to see how much recurring work you have and what’s about to run.

Filtering by status

Below the summary is a row of status pills — All, Active, Paused, Cancelled — each showing a count. Choose a pill to filter the list to just those agreements. The status of every agreement is shown as a labelled badge, so it reads the same whether or not you can tell the colors apart.

The agreement list

The table is one row per agreement with:

Customer — who the agreement is for, linking through to the full agreement.
Service — what the recurring service is.
Amount — what each billing cycle charges.
Frequency — how often it bills: Monthly, Quarterly, Semi-annual, or Annual.
Next run — the date the next invoice is scheduled.
Status — Active, Paused, or Cancelled, shown as a labelled badge.

Reading an agreement

Open an agreement from its row. The detail screen shows the recurring schedule (its billing frequency and next run), the amount, the start date, the linked job if one is attached, and the current status. From here you can generate an invoice on demand or pause or cancel the agreement.

How invoicing works

QELM bills your service agreements automatically on their schedule — when an agreement reaches its next run date, QELM generates that cycle’s invoice for you in the background. You do not have to open this screen or click anything for the scheduled invoices to be created; opening the list never triggers billing. The screen is there to show you what’s set up and what’s coming, not to run the billing itself.

Generating an invoice on demand

Alongside the automatic schedule, the agreement detail has a Generate invoice action for when you need this cycle’s invoice right now — for example, to bill ahead of the scheduled date. It creates one invoice for this agreement. It is safe to use: if that cycle has already been invoiced (whether by you or by the automatic schedule), generating again won’t create a duplicate. Only active agreements can generate an invoice.

Creating an agreement

Choose + New Agreement to set one up. An agreement carries the customer, the service name, the amount, the billing frequency (Monthly, Quarterly, Semi-annual, or Annual), the start date, the next billing date, and an optional linked job. Choose Save Agreement to record it; it begins billing on its schedule from the next billing date.

Pausing and cancelling

From the agreement detail you can Pause an agreement — recurring invoicing stops until you resume it, and no invoices are generated while it’s paused. Pausing is reversible. Cancel agreement ends the agreement for good: recurring invoicing stops and this can’t be undone. Both actions ask you to confirm first, and cancelling is clearly marked as the permanent choice.

A note on what you see

The Service Agreements screen shows only your own workspace’s agreements, and the figures reflect what your team has entered. If the list looks empty, it usually just means no recurring agreements have been set up yet. For how recurring billing reaches your invoices, see the Invoices guide and the Guides overview.