📄 Saflio Collect — Existing-customer agreements

Bill a customer you already have — monthly, from one shared agreement, and billed from the agreement date.

What an existing-customer agreement is

It is the agreement you use when you start billing a customer you already work with. There is one shared agreement document, and you generate a separate copy of it for each customer — every customer gets their own agreement, not a shared record.

One shared agreement, one copy per customer

• The shared agreement lives under Branding → Templates as “Existing Customer Agreement”. Edit it there once and it applies to every new agreement you generate.
• Open + New Subscription and choose “Contract — Existing Customer”, pick the customer and the agreement date, and Collect generates that customer's own copy.

It stays unsigned — and says so

An existing-customer agreement is issued in an unsigned state, so it is never mistaken for a signed contract. This is deliberate: it is what lets billing start straight away while the paperwork follows.

• The agreement shows a clear “Unsigned” badge in Collect and in your customer's portal.
• The customer can still sign it later from the portal — signing does not change the fee or the schedule.

Billing follows the agreement date

Invoices are created on the same day each month, starting on the agreement date, and numbered with the same invoice numbers you already use.

• Your customer pulls each invoice from their portal — they are not emailed a new one every month.
• Each invoice is linked to the agreement, so you can always see which agreement it came from.
• If a month is ever missed (downtime or a failed job), Collect catches up and issues the missing invoices — no month is quietly skipped.
• Runs repeat safely — one invoice per agreement per month, so catching up can never double-bill

What the agreement covers — the breakdown

An agreement can carry its own breakdown — the maintenance lines, the subscription lines, and the support rates — instead of one lumped monthly fee. The monthly total is the sum of those lines, so the figure on the invoice always matches the agreement it came from.

• Maintenance hours are a bundled monthly allowance, not a meter. They are not tracked against a limit, and there is no overage to chase.
• Maintenance and subscriptions bill monthly in advance; support time bills monthly in arrears, based on the hours used.
• The terms — Net days, cancellation notice, annual rate review, support hours — are stored with the agreement and printed on every invoice, so the customer can see them without opening the agreement.

To bill the coming cycle early — as an editable draft that still issues on its normal date — see Invoices & estimates.

At the 12-month mark

When the agreement reaches 12 months, both you and the customer are notified. The notice does not stop billing: the agreement continues month-to-month until you cancel it.

Who can do what

• Company owners and admins can create, run, and cancel agreements.
• Teammates can see the agreements in their company, but cannot create, change, or cancel them.

Cancelling

• Cancelling stops future invoices; the next billing date is cleared.
• Invoices already issued are kept and stay payable — cancelling never deletes them.