Creating a Contract

After a request has been reviewed, updated (if necessary) and approved, the next step is to create a contract. If edits are made to the paid duty request, you can create another contact containing the updated information by repeating these steps.

The text of the contract is the same across all requests. It can be edited under the "Contract" option in the Messages section of the tool.

Create a contract

To create a contract, you need to:

  1. Login to the application and locate the request using the search tools
  2. In the search results, select either the request number at the left of the entry or the "View" button at the right.


Search result with request number and view button highlighted

The request will open for review. From the "Requests" menu, select the “Create Contract” button.

The request menu with the create contract button highlighted

You will move to the Create Contract screen where you can review the contract. Note that the text of the contract is standardized and only the section at the bottom will be customized to show the selected dates and resources needed.

Customizing the contract

You will be given the option to require payment up front. This will create an invoice for the paid duty event. In some cases this checkbox may be selected by default and you will not be able to deselect it. This is because the client account has been marked to require upfront payment. This setting can be changed in the accounts section of the tool.

If the “Yes, create an invoice for upfront payment” checkbox is selected, you may be asked to provide an amount. This will allow for a partial initial charge and the payment of the balance at a later date. Your organization's policies may determine your options here.

Select either “Request Payment Upfront By Credit Card” or “Request Payment Upfront By Cheque” as required. Selecting the credit card option will require that the client pay via credit card upon approval of the contract.

Finalize the contract

Select the “Create” button at the bottom of the screen to complete the process. You will be taken to the "Contracts" screen where you can send the contract to the client for approval.