Overview
Non-Contracted Servicing is not a single module but a collection of workflows for managing one-off, ad-hoc, and reactive work that falls outside of a recurring maintenance contract. This includes callout tasks, repair tasks generated from defect quotes, and major servicing (e.g., 5-yearly replacements) quoted via the Non-Contracted Servicing dashboard. A correct setup is crucial for quoting, scheduling, and invoicing this type of work, ensuring that all billable activities are captured and processed accurately.
SETUP TIME ESTIMATE: 1-2 hours
COMPLEXITY LEVEL: Medium
DEPENDENCIES: Clients, Properties, Billing Cards, Products & Pricing
Related modules
High impact:
Clients & Properties
Tasks (Callout, Repair)
Invoicing & Billing Cards
Defect Quoting
Products & Pricing
Medium impact:
Scheduling
Cost Centres
Reporting (Task Profitability, Client Profitability)
Permissions & Security Groups
Low impact/Optional enhancers:
Service Groups
Inventory & Purchase Orders
Recommended configuration sequence
Clients, Properties & Assets — Rationale: Foundational data is required before any work can be initiated. All tasks must be associated with a Client and a physical Property where the work occurs. Assets must exist with correct base dates for major servicing workflows.
Billing & Pricing Foundation — Rationale: To ensure work can be invoiced, the billing structure must be in place. This includes creating Products for labour and materials, setting up callout fees, defining Price Books/Tiers, and ensuring Billing Cards exist for customers.
Workflow & Access Control — Rationale: To control how work is categorised and who can perform it, you must configure Service Groups, Cost Centres, and user Permissions. This ensures tasks are assigned to the correct technicians and financial data is tracked properly.
This module depends on
Client & Property
Placement:
People > Clients;Customer Data > PropertiesImpact: High
If missing: Callout or Repair tasks cannot be created, as there is no customer or location to assign the work to.
Prerequisites: None for Clients. A Client must exist before a Property can be created.
Billing Card
Placement:
Billing > Billing CardsImpact: High
If missing: Invoices cannot be created or pushed to an accounting system. The "Create Invoice" button will be disabled on tasks without an inherited billing card.
Prerequisites: The Billing module must be enabled. The card must be linked to a Client/Property and synced with an accounting partner (e.g., Xero, MYOB) to be active.
Products & Pricing (including Callout Fees)
Placement:
Billing > Product CatalogueImpact: High
If missing: You cannot bill for labour, materials, or set standard callout fees. Quotes and invoices will lack billable line items, leading to lost revenue.
Prerequisites: The Billing module must be enabled. For the Non-Contracted Servicing dashboard, products must be configured against asset-based levels.
User Permissions
Placement:
Control Panel > Security GroupsImpact: Medium
If missing: Users will be unable to create quotes, tasks, or view necessary modules. Key permissions include
Can view defect quotes,Can see all tasks, andTasks > Can service adhocfor technicians.Prerequisites: Security Groups must be configured for different user roles.
Cost Centres
Placement:
Control Panel > Cost CentresImpact: Medium
If missing: If the Cost Centres extension is enabled, users will be blocked from creating tasks as the field becomes mandatory. At least one Cost Centre must be created.
Prerequisites: The Cost Centres extension must be enabled by Uptick support.
Modules that depend on this module
Tasks (Callout & Repair)
Impact: High
If misconfigured: If a Client/Property is not selected, a task cannot be created. If a Billing Card is not correctly inherited, the task cannot be invoiced.
Recovery: Ensure the Client and Property are assigned. Go to the Client or Property's billing settings to add or correct the Billing Card assignment.
Invoicing
Impact: High
If misconfigured: Invoices will fail to generate or sync if the associated Billing Card is missing or not linked to your accounting partner. Work performed will not be converted into revenue.
Recovery: Use the
Billing > Billing Cardspage and filter for "No accounting organisation" to find and sync unlinked cards. Ensure the card is active and assigned correctly.
Defect Quoting
Impact: High
If misconfigured: The Non-Contracted Servicing dashboard workflow generates Defect Quotes. If products are not configured on the dashboard, quotes will be created without line items.
Recovery: Navigate to
Tools > Non-contracted Servicingand use Configure Products to map products to the appropriate asset service levels.
Reporting (Task Profitability)
Impact: Medium
If misconfigured: If Cost Centres are not used or Products lack cost prices, profitability reports will be inaccurate as costs will not be captured against the revenue from non-contracted tasks.
Recovery: Audit your Product Catalogue to ensure buy prices are entered. Apply the correct Cost Centres to tasks to enable accurate financial analysis.