In Wello Solutions, a Contract is a formal service agreement between your company and a customer. It outlines the services to be provided (service model), such as corrective or preventive maintenance, the equipment and locations covered, and how billing or invoicing will occur over a set period. Each contract includes key details such as the contract type, start and end dates, recurrence, renewal options, pricing, service parts, and labor hours.

Contracts help automate recurring work orders, ensure consistent service delivery, accurate billing, and streamlined management of long-term service agreements.

To create a contract, navigate to Services in the left navigation panel and click on Contracts. On the Contracts page, click the + menu or select Create New Contract to open the contract creation interface.

The contract creation process is divided into three steps:

The first step is Properties, start by selecting the Account. Once selected, the system will automatically populate the top section with the account details, including Requested By and Bill To information. Below that, you'll find the Contract Information and Renewal Information sections.

In the Contract Information section, choose a Contract Type. Once you do the system will automatically applies all the pre-configured Contract information, renewal, financial information, contract price and settings associated with that contract type.

As a contract type in Wello is a predefined contract template used to create new contracts efficiently and accurately. It allows your organizations to pre-configure important contract details, such as the service model type (Corrective, Preventive, or None), financial information, and other relevant fields, making the contract creation process more efficient and less error-prone. Learn more on service contract here.

You can customize or override any of the pre-filled fields as needed. Ensure all key fields are properly configured.

In the Contract Information section, ensure all key fields are accurately configured, including the contract type, service model type, start and end dates, contract name, service manager, account manager, price list, and discount group.

Likewise, in the Renewal Information section, confirm that settings such as terms end action, notice period, renewal terms, renewal notice period, invoice recurrence, invoice generation timing, invoice email, and PO number requirements.

Once all required fields are completed, click Save and Start Configurations to proceed to Step 2: Contract Price.

The Contract Price section defines the amount a customer pays to receive services under the contract. This section allows you to add one or more service parts (not stock parts) that make up the contract price, which will be invoiced to the selected company in exchange for services such as corrective or preventive maintenance.

The predefined contract pricing set on the contract type selected will automatically appear in the grid. However, you can modify, remove, or add new service parts as needed.

To add a new service part:

Learn more about Managing contract prices

Once complete, click Next to proceed to the third and final step: Service Parts and Hours.

The Service parts and hours section defines how service parts and service hours are billed or included for the customer. By default, the system applies the configuration set in the selected contract type, but you can modify the strategy to suit specific contract needs.

You can choose between several strategies:

You can also set up exceptions to these rules, specifying different discounts for certain parts or periods. This section ensures clarity on what is covered under the contract and what will be charged extra, supporting flexible and transparent pricing models for different contract types.

Learn more about Managing contract work order prices.

Once you've configured this section, click Done to finalize the contract creation. Alternatively, click Configure Service Model to finalize the contract creation and immediately begin setting up your Preventive or Corrective service model.

Learn more on How to schedule all your preventive maintenance automatically and also learn How to implement your Service Level Agreements easily? (corrective)

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To begin your search, navigate to Services in the left navigation panel and click on Contracts. This will open the Contracts page. At the top of the page, you'll find a set of contract filters that allow you to narrow down your search using various criteria, including:

You can apply one or more of these filters to locate the contract you need. For example, selecting Contract Status: Active and clicking Apply Filters will display all active contracts.

To edit a contract, navigate to the Contracts page by selecting Services from the left-navigation panel. Search for the contract, Once found you can either: Click directly on the Contract Number in the grid, or click the three-dot menu icon on the contract and select Edit

This opens the contract page, displaying the Contract Overview by default.

Here’s what you’ll find on the contract and its main tabs:

In the contract overview tab, you will find information such as the company Location, requested by information, bill to information, general information, contract price, invoice information, and the feed sections.

Let’s you see and edit the pricing strategy for service parts and hours, and add other rules or exceptions as needed.

Allows you to add new service model and modify existing service models associated with the contract.

This tab is to display all the invoices created under the contract.

The Contract Progression tab is a feature available in contracts with a preventive service model. It provides a comprehensive overview of the progression of the contract. It lists all work orders (WOs) from the preventive service models associated with the contract.

Contracts can be terminated in two primary ways:

From the Contracts page, locate the desired contract using the search filters. Click the three-dot menu icon on to the contract and select Edit. This will open the contract. In the contract overview tab, the contract status is located inside the company location section.

The status is displayed in colors button, and the available status options depend on whether the contract is a draft or active.

To change the status, click the contract status button in the Contract Overview tab, select the desired status from the list based on the contract's current workflow, and confirm your selection. The contract status will update accordingly.

A new contract can be created by duplicating an existing one. This is useful when you want to reuse the same setup, contract type, pricing, or service model for the same or different customer without starting from scratch.

Note: You must have contract creation rights to duplicate a contract.

When you duplicate a contract, the system copies all the information from the original contract — including parts, contract type, SLA settings, pricing, and service model.

The Contract Type and Service Model Type are also copied. These two cannot be edited later, so if changes are needed, make them during the creation process before saving. After creation, the new contract enters a pending status, allowing edits before it becomes active.

Contracts progress through different statuses depending on where they are in the process

Here's a breakdown of each one:

Getting Ready

This is the first status assigned to a contract when it's created. At this stage, the contract is still being prepared and has not yet been sent for review or approval.

Ready for Review

Contract is prepared and ready for a review in-case it needs to be approved before becoming active.

Waiting for Customer

The contract has been finalized internally and is sent to the customer via email using the communication template. It’s waiting for the customer's agreement.

Agreed

Contract has been agreed and confirmed by both sides parties, and ready for activation on the start date.

Active

Contract is active, apply the SLAs or generate preventive maintenance work orders.

Signed

Contract is active, will generate invoices, apply the SLAs or generate preventive maintenance work orders.

Closed

The contract has reached its end date and was closed naturally. No further actions can be taken.

Cancelled

Contract has been cancelled manually, for some reason.

Set to Retire

Contract is active at the moment, set to be replaced with/upgraded by another contract.

Upgrade – Getting Ready

Contract is under preparation to replace/upgrade a contract that is active at the moment.

Upgrade – Agreed

The new contract that will replace or upgrade a contract that is active at the moment has already been agreed upon but is not yet active.

Each status controls what you’re allowed to edit in a contract. Below are the rules grouped by behavior:

Statuses: Open (Pending, Ready for Review, Waiting for Customer, Upgrade in Preparation)

At these stages, you can:

Everything in the contract and service model is fully editable during this phase.

Status: Active, Signed, Set to Retire

When a contract reaches one of these statuses, some fields in the Contract Overview become read-only and cannot be change. Field such as:

Most sections of the contract remain fully editable. Work order can be generated manually or it is done automatically by the system based on the lead time configuration. SLA’s are applied automatically.

Status: Closed, Cancelled

No changes are allowed in these statuses. The contract is locked for reference only.