For Office team · Sales reps
Service contracts
Set up recurring service agreements with a visit schedule and payment plan, and let the visits generate themselves.
A contract is a recurring agreement with a customer — monthly pest control, quarterly HVAC servicing, and so on. Instead of booking each visit by hand, you set the frequency and payment plan once, and Overden Field keeps track of when each visit and each payment is due.
Creating a contract
- 1
Basic details
Pick the customer (and address), frequency (e.g. monthly), number of visits, start date, and contract value.
- 2
Set the payment plan
Choose how the total value is split into installments, and when each one is billed — at the start of each visit period, the end, or manually assigned yourself.
- 3
Save
Overden Field generates the full visit schedule (called occurrences) and the installment plan automatically.
Note — If your workspace has the HVAC industry pack on, a contract can also carry optional response/resolve-hours targets (an SLA) — jobs created from it inherit those deadlines automatically, and a status badge on the job shows whether it's on track.
Importing contracts from a spreadsheet
The same import tool used for jobs also understands a typical "contract register" spreadsheet — the kind an office already keeps in Excel — so switching over doesn't mean retyping every existing contract by hand.
- A visit count like "24 TIMES" is read automatically and turned into a cadence — 24 visits over a year becomes monthly, 12 becomes monthly over a shorter term, 4 becomes quarterly — and you can adjust it in the preview before confirming.
- A payment plan written as "150+100+100+100" is split into that many separate installments, each dated and lined up against a visit.
- Tax is assumed to already be included in the register's numbers unless you say otherwise, since a contract register usually states what the client actually pays.
Migrating an existing contract register
You've been tracking 40 recurring pest control contracts in an Excel sheet, one row per customer with a "24 TIMES" visit column and a "150+100+100+100" payment column. You upload the sheet to the import tool, it reads those into a monthly cadence with four quarterly installments per contract, you check the preview for anything that looks off, and confirm — 40 contracts are now live in Overden Field with their full visit and billing schedule, instead of being rebuilt one at a time.
Running a contract day-to-day
- Each occurrence is a planned visit — you turn it into an actual job on the dispatch board when it's due (or a day or two ahead).
- Mark a visit complete directly from the contract, optionally recording payment at the same time — this creates the linked invoice for you.
- Skip or reschedule an occurrence if a visit needs to move.
- Record installment payments from the contract's Payments tab — these automatically apply to the right visit and update linked jobs.
Turning on Auto Schedule (optional)
By default, someone in the office creates each visit's job manually when it's due. If you'd rather it happened automatically, turn on Auto Schedule (Configuration → Contracts) — every day, at a time you choose, it creates an unassigned job for any visit that's now due, so your dispatch board fills itself and all you have to do is assign a technician.
Contract agreements (optional)
If you want a signed agreement PDF for each contract, turn on Contract Agreements (Configuration → Contracts). Build a reusable template once (your terms, pricing table, and branding), then attach it to a contract — the customer's details fill in automatically, and you can download a print-ready PDF.
Renewing and ending a contract
When a contract is nearing its end, renew it to start a new linked term (so you keep a history of the relationship) instead of creating a brand-new, disconnected contract. When a contract ends for good, use bulk collect to bring back any on-site equipment installed at the customer's premises in one step.
Example: a monthly pest control contract
12 visits, billed quarterly
You sign a customer up for monthly general pest control, 12 visits over a year, billed in 4 quarterly installments at the start of each quarter. Overden Field generates all 12 planned visits and 4 installments up front. Each month, you (or Auto Schedule) create that visit's job, a technician completes it, and every third visit the linked installment is billed and collected — with no manual recalculating.
Related docs
Dispatch
Create, assign, track, and close out field jobs from the dispatch board — the operational heart of the app.
Customers
Your customer list — the hub for every job, contract, quote, and invoice tied to that account.
Invoices
Bill customers, record payments, and handle proforma invoices, credit notes, and B2B statements.
Approvals
A second pair of eyes on sensitive actions — cancellations, deletions, and stock write-offs.