HaloPSA Contract Management

Overview

Contracts in HaloPSA define the service relationship with clients - what services you provide, how you bill for them, and what service levels apply. Contracts control how time, expenses, and recurring charges flow to invoices and are critical for MSP financial management.

Key Concepts

Contract Types

Type	Description	Billing Method
Recurring	Monthly/annual managed services	Fixed recurring fee
Prepaid Hours	Block hours/time bank	Deduct from balance
Ad-Hoc	Pay as you go (T&M)	Bill actual time
Project	Fixed-price project	Milestone billing
Warranty	Coverage period	No direct billing

Contract Fields

Field	Type	Required	Description
`id`	int	System	Unique identifier
`ref`	string	Yes	Contract reference/name
`client_id`	int	Yes	Associated client
`startdate`	date	Yes	Contract start
`enddate`	date	No	Contract end
`status`	string	Yes	Contract status
`type`	string	Yes	Contract type

Billing Fields

Field	Type	Required	Description
`billingfrequency`	string	No	Monthly, Quarterly, Annual
`invoiceday`	int	No	Day of month to invoice
`taxcode`	string	No	Tax code for invoicing
`currency_code`	string	No	Billing currency
`poref`	string	No	Purchase order reference

Coverage Fields

Field	Type	Required	Description
`sla_id`	int	No	Associated SLA
`priority_id`	int	No	Default ticket priority
`includesallsites`	bool	No	Covers all client sites
`includesallassets`	bool	No	Covers all assets

Financial Fields

Field	Type	Required	Description
`value`	decimal	No	Contract value
`setupfee`	decimal	No	One-time setup fee
`renewalvalue`	decimal	No	Renewal amount
`marginpercent`	decimal	No	Target margin

Contract Status

Status	Description	Billing
Active	In effect	Billable
Pending	Not yet started	Not billable
Expired	Past end date	Not billable
Cancelled	Terminated early	Not billable
On Hold	Temporarily paused	Not billable

API Patterns

Creating a Contract

POST /api/ClientContract
Authorization: Bearer {token}
Content-Type: application/json

[
  {
    "ref": "Acme Corp - Managed Services 2024",
    "client_id": 123,
    "type": "Recurring",
    "status": "Active",
    "startdate": "2024-01-01",
    "enddate": "2024-12-31",
    "billingfrequency": "Monthly",
    "invoiceday": 1,
    "value": 2500.00,
    "sla_id": 1,
    "includesallsites": true,
    "includesallassets": true,
    "notes": "Premium support tier, includes unlimited remote support"
  }
]

Response

{
  "contracts": [
    {
      "id": 5001,
      "ref": "Acme Corp - Managed Services 2024",
      "client_id": 123,
      "client_name": "Acme Corporation",
      "status": "Active",
      "startdate": "2024-01-01",
      "enddate": "2024-12-31"
    }
  ]
}

Searching Contracts

By client:

GET /api/ClientContract?client_id=123

Active contracts:

GET /api/ClientContract?status=Active

Expiring soon:

GET /api/ClientContract?enddate_before=2024-03-31&enddate_after=2024-01-01&status=Active

By type:

GET /api/ClientContract?type=Recurring

Getting a Single Contract

GET /api/ClientContract/5001

With recurring items:

GET /api/ClientContract/5001?includerecurringinvoiceitems=true

Updating a Contract

POST /api/ClientContract
Authorization: Bearer {token}
Content-Type: application/json

[
  {
    "id": 5001,
    "status": "On Hold",
    "notes": "Client requested temporary pause - resume Feb 2024"
  }
]

Recurring Items

Recurring items are the line items that generate recurring invoices.

Recurring Item Fields

Field	Type	Required	Description
`id`	int	System	Unique identifier
`contract_id`	int	Yes	Parent contract
`description`	string	Yes	Line item description
`quantity`	decimal	Yes	Quantity
`unitprice`	decimal	Yes	Price per unit
`billingfrequency`	string	No	Override contract frequency
`startdate`	date	No	Item start date
`enddate`	date	No	Item end date

Creating Recurring Items

POST /api/RecurringInvoiceItem
Authorization: Bearer {token}
Content-Type: application/json

[
  {
    "contract_id": 5001,
    "description": "Managed Workstation Support",
    "quantity": 25,
    "unitprice": 50.00,
    "startdate": "2024-01-01"
  },
  {
    "contract_id": 5001,
    "description": "Server Management",
    "quantity": 3,
    "unitprice": 200.00,
    "startdate": "2024-01-01"
  },
  {
    "contract_id": 5001,
    "description": "M365 Business Premium Licenses",
    "quantity": 25,
    "unitprice": 25.00,
    "startdate": "2024-01-01"
  }
]

Updating Recurring Items

[
  {
    "id": 10001,
    "quantity": 30,
    "notes": "Added 5 workstations in March"
  }
]

Prepaid Hours (Block Hours)

Prepaid Contract Fields

Field	Type	Description
`prepaid_hours`	decimal	Total hours purchased
`prepaid_hours_used`	decimal	Hours consumed
`prepaid_hours_remaining`	decimal	Available balance
`hourlyrate`	decimal	Rate per hour

Creating Prepaid Contract

[
  {
    "ref": "Acme Corp - Prepaid Hours Q1 2024",
    "client_id": 123,
    "type": "Prepaid Hours",
    "status": "Active",
    "startdate": "2024-01-01",
    "enddate": "2024-03-31",
    "prepaid_hours": 40,
    "hourlyrate": 150.00,
    "value": 6000.00
  }
]

Checking Hours Balance

GET /api/ClientContract/5002?includehoursummary=true

Response includes:

{
  "prepaid_hours": 40,
  "prepaid_hours_used": 12.5,
  "prepaid_hours_remaining": 27.5
}

Hours Deduction

Time entries against tickets linked to prepaid contracts automatically deduct hours:

{
  "ticket_id": 54321,
  "timetaken": 60,
  "contract_id": 5002
}

Contract-SLA Association

Link contracts to Service Level Agreements:

[
  {
    "id": 5001,
    "sla_id": 1
  }
]

SLA Enforcement

Tickets under contract inherit SLA settings:

Response time targets
Resolution time targets
Business hours definitions
Escalation rules

Common Workflows

Contract Setup

Create contract
- Set type, dates, status
- Associate SLA
- Configure billing
Add recurring items
- Define services included
- Set pricing and quantities
Link to assets (optional)
- Covered devices
- License tracking
Configure billing
- Invoice frequency
- Payment terms
- Tax settings

Contract Renewal

Identify expiring contracts

GET /api/ClientContract?enddate_before=2024-03-31&status=Active

Review performance

async function reviewContractPerformance(contractId) {
  const contract = await getContract(contractId);
  const tickets = await getContractTickets(contractId);

  return {
    totalTickets: tickets.length,
    slaCompliance: calculateSLACompliance(tickets),
    hoursUsed: calculateHoursUsed(tickets),
    profitability: calculateProfitability(contract, tickets)
  };
}

Generate renewal

[
  {
    "ref": "Acme Corp - Managed Services 2025",
    "client_id": 123,
    "type": "Recurring",
    "status": "Pending",
    "startda

HaloPSA Contracts

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