FleetHire - Contracts

 

You can convert a quote to a contract or start your process from Contract stage. Contracts allows you build pricing for your Clients, using pre-populated set Rates, whilst also allowing you to customise contracts to specific projects. 

You can email your Client the completed contracts, allowing them to Sign & Accept at a touch of a button.  Keeping the process seamless & paper free.

Please Note: It is only possible in the Contract stage to assign individual available assets. In the Quote stage, assets remain general Type and Subtypes only.

 

Click the button to skip ahead to: 

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Enter Contract Details

  • Click on + Add Contract

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  • The Contract Details page will appear.

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  • Contract No: Will be autogenerated
  • PO No: (Optional)
  • Status: The Status of the Contract will change as you take contract through the process
  • Division: (Optional)
  • *Start Date: Start date of Hire
  • *End Date: End Date of Hire Period. If you do not know the expected end date, you can push date out as required
  • Salesperson: Add from Dropdown
  • Notes: Entries into Notes appear on the Hire Calendar. A great place to add information handy to see at a glance, for example the Clients Job Name & Number
  • Discount: If a discount has been applied to a client it will appear here.  You can override the Discount for each Contract
  • Damage Waiver: Select whether you would like to include a Damage Waiver. The damage waiver percentage can be customised on a contract-by-contract basis
  • *Client: Select from dropdown - Clicking on +Add Client allows you to quickly add a company name, you will need to go back into Clients and complete the full set up
  • *Contact: Select from Dropdown - Clicking on +Add Contact allows you to add all contact details for new contact, linking them to this Client
  • Site Address: Enter in site details - Find address is available for ease of entry
  • Time Zone - This will default to the company set timezone, use dropdown to change. Ensure that the timezone is selected in line with the site address.  This will effect stand downs & tracked hours if incorrect. 
  •  Save contract!

Please Note: Fields with a are required to fill. 

Add Assets to Contract

Once the contract details have been saved, you will now have the option to add assets, labour & other, effectively building onto the total of the contract.

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  • Click on add asset
  • Choose the asset type & select specific Asset - If this asset is not available for hire during this selected period, a red warning box will pop up and the system will not allow you to choose it when already booked.
  • The start & end dates will come across from the detail page
  • These can be manipulated to suit the dates the individual asset is required.  You will not be able to add an asset outside of the dates on contract detail page
  • Ticking attachments allows you to link an attachment to the asset
  • Rates will come into contract as per your rate setup. (You can override these if required)
  • Select type of unit rate & required information
  • If Wet Hire, tick the box, this will bring up related field boxes
  • All the pricing for this asset will collate at the bottom of the page
  • Click Save
  • Click on add asset to continue adding assets to build your contract

Bulk Actions

Use Bulk Actions to make changes to all or selected contract items.

  • Select the contract items, or clicking on the top square will select all
  • Select the required bulk action from the dropdown options
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Approve Will bulk approve all unapproved contract items
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Un-approve Will un-approved selected contracts items
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Edit Hire Period

Make changes to the contracts item dates. 

Please note: Changes cannot be made outside of the dates on the main details page.

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Adding Labour to Contract

  • Click on the labour tab
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  • Here you have the option to use existing or custom
  • Use exisiting, will drop down options built in rate setup
  • Selecting custom allows you to add in a labour item for this particular contract.  This labour item will not be saved into rate database for future selection
  • Manipulate the dates, rates and the number of items as required

Use bulk actions as per above to make changes to more than one item at a time

Adding Other Items to Contract

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  • Here you have the option to use existing or custom
  • Use exisiting, will drop down options built in rate setup
  • Selecting custom allows you to add in an other item for this particular contract.  This other item will not be saved into rate database for future selection
  • Manipulate the dates, rates and the number of items as required
  • Save as you go

Use bulk actions as per above to make changes to more than one item at a time

Once you have added all assets, labour & other items to contract, the contract details tab will give you the total price of the contract.

View / Email Contract Individually

When you are happy with your contract, you can now view & send the contract to your client for approval

  • Click on View/Send Contract
  • Go to View / Email Contract below

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Email Multiple Contracts

It is possible to email multiple contracts at once. 

Please Note: This is only possible when sending to the one client.

  • Tick required contracts
  • Click on email
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View / Email Contract

  • Select required email template from the dropdown
  • Enter email address - It is possible to add static emails into Email Templates
  • Ensure you hit enter or tab - The email address will need to be boxed in purple

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Adding Attachments to Emails

  • Click on attachments
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  • Select the required contract template from the dropdown options
  • If you have selected multiple contracts, select a template for each
  • Once templates have been selected you can view PDF. 
  • Additional files - Attached required
  • Once files are attached you can View PDF
  • Click 'back'
  • Click 'send to email'
  • The status will automatically change to 'sent to client'

Client Acceptance & Convert to Contract

  • The client will receive the email with the option to click to accept

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  • This will take them to FleetHire client portal to accept hire contract.
  • They can then sign & accept

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  • The status on your contract will automatically change to accepted, once your client pushes the button.

On Hire

Please Note: Once accepted, the contract needs to be manually changed to On Hire. This phase is not automated  - giving you the opportunity to oversee and double-check the correct assets are allocated to Contract

Stand Downs

Once contract becomes On Hire, the stand downs tab becomes available.

  • Click + Stand Down

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  • Choose a start and end date (24 hour date range)
  • Select a reason from the drop down - This will populate into the hire calendar
  • Add any necessary notes
  • Select asset to be stood down
  • Use pro rata or add your own reduction price.
  • Tick approved (only users with administration access can approve stand downs)

Please Note: Stand downs are set in Company/Hire Settings -  Monthly stand downs allowed

Condition Reports - On/Off Hire Records

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View/Send Condition Report Individually

  • Go to condition report
  • Click on send/view condition report
Screen
  • Go to email condition report

View/Send Multiple Condition Reports 

It is possible to email multiple condition reports at once. 

  • Tick required condition reports
  • Click on email
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View / Email Condition Reports

  • Select required email template from the dropdown
  • Enter email address - It is possible to add static emails into Email Templates
  • Ensure you hit enter or tab - The email address will need to be boxed in purple

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Adding Attachments to Emails

  • Click on attachments
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  • Select the required condition report template from the dropdown options
  • If you have selected multiple condition reports, select a template for each
  • Once templates have been selected you can View PDF
  • Additional files - Attached required
  • Once files are attached you can View PDF
  • Click 'back'
  • Click 'send to email'
 

 

Next Step - Stand Downs

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