Service contracts and recurring invoicing

Customers

Customers

Service contracts and recurring invoicing

Agree once, deliver and bill on schedule.

The problemStanding agreements live in a PDF, so nobody tracks the visits owed and the monthly invoice depends on someone remembering.

The resultA contract records what was agreed, shows the visits used and left, and can issue each invoice on schedule.

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Example with sample data. Nothing here is real.

What you can do

  • Record an agreement with its cadence, start and end dates and customer
  • Set yearly quotas, such as 22 cleaning visits and 3 carpet washes, and watch them fill
  • Write down the scope: zones covered, exclusions and standing conditions
  • Preview the year of visits the contract implies, then book them with one tap
  • Price existing visits as contract work, so the customer is billed the contract fee and not a second time per visit
  • Issue each invoice automatically, as a draft or posted and emailed

Who can use it

Owners, Admins, Managers, Staff and Accountants can use this.

You need permission to view bookings to see contracts. Creating contracts and booking their visits needs permission to create bookings; changing them or pricing visits needs permission to edit bookings. The recurring invoices page also needs permission to view invoices, and invoicing to be available in your country.

Ask Heyva AI

  • Which contracts are overdue?

  • How many visits are left on this contract?

  • Plan this contract's visits for the year

Questions

What is the difference between a service contract and a billing contract?
A service contract records the agreement and its visits. A billing contract is the schedule that issues invoices. A service contract with automatic invoicing keeps its billing contract for you, and you can also create a billing contract on its own on the recurring invoices page.
Does a contract bill by itself?
Not until you switch it on. The fee and terms are only a record until you choose Invoice automatically. A recurring fee and a start date are needed before anything can be billed.
Will switching it on invoice the months already gone?
No. Automatic invoicing starts at the first period dated today or later. Earlier periods count as already dealt with, because they were billed by hand or deliberately not billed. The same applies when you switch a contract back on.
Is every invoice sent to the customer without me looking?
Only if you also choose Send to the customer. Then each invoice is created, posted and emailed with nobody reviewing it first. Without it, each invoice is a draft you post and send yourself.
Can I plan the visits for the whole year?
Yes. Preview the year the contract implies, then book it. Only what is missing is booked, so running it twice does not duplicate visits. You can assign every visit to one team member.
Where does VAT come from?
A contract has no VAT rate of its own. The invoices follow the issuing business's VAT registration and the legal rate for each period.

In more detail

Record first, bill on purpose. Filling in a fee describes the agreement. Switching on automatic invoicing is what starts billing a real customer.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_manage_recurring_contract
  • heyva_plan_contract_visits
  • heyva_adopt_contract_visits
  • heyva_create_invoice_contract
  • heyva_update_invoice_contract
  • heyva_deactivate_invoice_contract
  • heyva_list_invoice_contracts

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Last reviewed 31 October 2026