Monthly Recurrent Service Contracts in Jira


If your company uses Jira and deals with services, you probably have some of them handled recurrently, such as on a monthly basis. Manually tracking issues and worklogs every month to consolidate the amount of executed services to invoice your customer is not the best way to do it, right?

And if you have contracts to establish these agreements, they are probably outside of Jira, so you need to somehow link them to the issues to keep the status and consumption of these services. But how to do it since Jira does not create contracts or group accounts to allow this tracking?

First, let’s understand what a service contract is:

So what if you have a way to create a contract, set up a recurrence for it, define accounts and teams to execute the services, and follow up on the progress on a monthly basis using smart reports?

MindPro Service Contract Management was designed after hearing many Jira users like us that were facing the same issues dealing with recurring contracts. We start grouping services in accounts but we noticed we had an opportunity to expand this functionality to really bring value to the process.

The starting point, before managing the recurrence, was to add contracts to Jira, taking the concept we explained above. In MindPro Service Contract Management the contract is the main entity that groups the information related to the contracted services, such as the responsible for that contract, start and end dates, recurrence, amount of contracted hours, accounts, etc.

The recurrence is set on the contract creation. You can keep a contract with a defined duration, or set it as a monthly recurrence to distribute service hours equally along the months, respecting the contract dates.

Then you add accounts to the contract (previously set as billable or non-billable), define service types, and distribute the hours among different teams:

Now let's check some practical examples:

Example 1:  A contract with no recurrence and 500 contracted hours: In this case, the total contracted hours will be 500 for the period the contract is active (end-date).

Example 2:  A contract with monthly recurrence and 40 contracted hours: In this case, the system will consider an amount of 40 hours/month until the last month informed on the end date. If your contract starts in January and ends in October, 10 monthly buckets of 40 hours each will be generated and the progress will be tracked monthly as per the issues or worklogs entered.  The system will also display a total of 400 hours for the contract, with a total duration of 10 months.

Done! Now you just need to create the issues with the respective contracts/accounts informed and having the teams logging hours on it. As the time is entered, the system will consume the amount defined on the related accounts inside the contract, and you can see all the progress using the Delivery Report:

A Service Contract defines the service agreement with your customers. It helps in managing how customers are charged for services you execute. The contract is also responsible for tracking the status of the agreement.

Sounds good, right? This feature enhances the power of service managers since it gives them more predictability on the services to be executed and also improves the forecasting accuracy. We also developed a cost tracking module that allows better allocation for teams and costs and offers a financial overview of activities. See here!

You can also explore additional features such as smart notifications and timesheets by trying MindPro - Service Contract Manage for free. 

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