How should digital contract templates for house maintenance services be designed to be able to enter into contracts completely digitally with customers?
House maintenance services is a very wide concept. It can include everything from gardening, crafts in apartments and villas or service on properties in tenant-owner associations. The industry provides services to individuals, companies, the state and the municipality.
The contracts you enter into with your customers should list what you agree on:
• WHAT to do? That is, which activities are to be performed. This also often includes an estimate of material consumption. An example is that an electrician installs a new socket in an apartment.
• WHEN should the work be performed? Sometimes the work has to be done on several different occasions. Are there conditions for the job to be performed? For example, the customer must remove furniture in their apartment.
• HOW much does it cost? Here you should also list any ROT / RUT deductions that the customer wants to use.
• WHAT conditions apply. For example, payment terms, guarantees and standard clauses.
What, when and how is different for each assignment and is of course essential information for your company to be able to plan and carry out the assignment. A contract system that supports industry-specific contract templates gives you the opportunity to easily extract relevant information from the contract completely automatically. For example, resource planning, work orders and invoicing documents. If you work in a larger business, you may have an IT system for just this. In that case, look at how a contract solution can exchange data with surrounding systems.
You will probably come a long way with the contract system's own reporting functions. Examples are invoicing reports, work orders and inspection protocols.
Below are some points to go through for those who work in the house maintenance service industry and who are considering using digital contracts.
You are probably already working with templates today. And of course, they are adapted for house maintenance services. Maybe the templates are spreadsheets or documents in the word processor. There may also be several different documents that need to be used together to be able to produce a contract document.
Another alternative is that you use a contract service where you can both create contract drafts based on templates and fill them in. If there are ready-made templates in the contract service that are adapted for house maintenance services, a lot is gained. We will touch on this later in the text.
It is also not uncommon for companies to combine the above so that contract drafts are produced in word processors or spreadsheets which are then handled further in a contract service.
All of these solutions use "digital contract templates".
Then compare your services with the templates the provider offers.
The details are important! Map the services you deliver via conversations with your employees and document. Go through the digital contract template in detail yourself - or get help from a supplier. How is information provided about the house maintenance services that the customer chooses?
A typical assignment in house maintenance services includes both time and materials. By "time" is simply meant here how long a certain activity takes. An easy way is to enter this a number of hours. The "material" here refers to a cost for material that the customer must pay for.
Flexible and at the same time correct handling of ROT and RUT deductions is important to have support for in the digital contract templates. This minimizes the risk of errors and misunderstandings that are cumbersome and time-consuming to rectify afterwards for both customer and supplier.
In the contract document, you often want to distinguish between the content of one-off assignments and recurring assignments. That is, the customer may want different activities to be carried out as one-time assignments and recurring assignments, respectively. It is also not uncommon for the customer to change while the contract is being reviewed and carved out.
A customer company may want to buy a variety of different types of services, all of which may have different terms. For example, the purchase of gardening services has different conditions than the purchase of caretaker services. Many times the contracts are very extensive. It then also becomes more important to be able to document and keep track of a lot of details in the template.
Many companies have a company-wide spreadsheet where the actual calculation is done. How often is this document updated? Who updates the document and how do you ensure that the correct version is used when selling? If the contract template supports calculation, then verify how the template is linked to the price calculation. You want to be able to change prices and formulas in the calculation independent from the template, but at the same time regulate when the template will use the updated calculation.
It happens that templates also contain general terms and conditions. You should clarify to yourself which different general terms and conditions apply to the different services your company offers.
Many companies have business rules that must be followed before contracts can be sent to customers. These may be mandatory, internal audits that must be performed if a transaction exceeds a certain amount or that an approved credit report must have been carried out for the customer in question.
Regardless of which contract is handled, it is of course an advantage - almost a requirement today - that a completed contract document, preferably in PDF format, can be sent to the customer for e-signing after all checks have been completed. However, do not forget that signing on paper is still common.
Being able to handle the contract after the customer has accepted it is an essential part of making the business work efficiently. We do not go through in this article what effective contract management should look like, but leave it to a later article. However, we list below some parts that are important.
With a walkthrough of the above points, you are well equipped to understand what is important to be able to use the right digital contract templates to improve your house maintenance service.
And maybe we have also contributed ideas on how you can develop the sales process with the right contract support?
Good luck - the next step is yours.