Questions about the Contract

Question 1: How can I filter customers with expired contracts within a specific time frame on Getfly?

To find customers with expired contracts, go to Getfly → Sales → Sales Contracts → Filter → select the relevant search criteria → click Apply to filter.

Search criteria include:

• Contract Expiry Date: Day 1, Day 2, Day 3, etc.

• Contract End Month: Month 1, Month 2, Month 3, etc.

• Contract End Year: manually enter the year.

Note: You can filter using multiple conditions at the same time.

Question 2: When I update a customer’s information, will the related orders and contracts automatically update?

To maintain data accuracy and transparency, Getfly CRM does not automatically update customer information in orders, quotes, and contracts that were created earlier. The customer details in these documents will remain as they were when created. You will need to go into each individual order, quote, or contract to manually update customer information.

Note: When searching for customer information, the system will search using the most recent edited details.

Question 3: If I have a standard contract template, how do I upload it to Getfly?

[This question requires more information about the specific process for uploading templates in Getfly, which can vary depending on the system configuration.]

Question 4: What is the contract expiration date and is it mandatory to fill in this information?

The contract expiration date is the point at which the contract is no longer legally binding or effective. After this date, parties involved are no longer bound by the terms of the contract unless renewed or a new contract is signed.

Currently, on Getfly, the "Expiration Date" field is a default field when creating a contract and cannot be left blank.

Question 5: How does the automatic contract renewal feature work in Getfly?

1. Permissions:

To set up automatic processes for contracts, you need to have permission to Create and Edit Sales Orders.

2. Automatic Contract Setup Options:

Getfly offers 5 types of automation processes for contracts, including:

2.1. Automatic Contract Renewal:

The system will automatically adjust the start and end dates of the contract upon expiration, with options such as:

• Renewal method: Keep the same contract or create a new contract with adjusted start and end dates.

• New contract duration: Keep the same (e.g., from 19/04/2024 to 21/04/2024, the new contract will run from 22/04/2024 to 25/04/2024), or extend for 1 to 12 months (e.g., from 01/06/2024 to 30/06/2024, the new contract will be from 01/07/2024 to 31/07/2024).

• Use original contract's settings: When checked, the renewal contract will inherit the same settings from the original contract.

• Contract value: Can either reuse the previous value or set a new value.

• Contract name: Enter the new contract name.

  

2.2. Automatically Create Orders:

This feature creates orders automatically upon contract approval or expiration.

2.3. Automatic Expiry Alerts:

The system will automatically send an email to customers notifying them that their contract is about to expire. You can set the time to send emails (e.g., 1 month, 1 week, or 1 day before expiration).

2.4. Automatically Send SMS Notifications:

The system will send SMS notifications to customers about the upcoming contract expiration. You can configure when to send SMS messages (e.g., 1 month, 1 week, 1 day before, or after the expiration).

2.5. Automatically Send New Contract Emails:

This feature automatically sends an email to customers with the new contract when it is created.

Note: For these automated processes to apply, the original contract must be approved. To view detailed information about the process, click See Details.

Question 6: How can I automate contract expiration reminders for customers and staff on Getfly?

To automate reminders for customers and staff about contract expiration, you can use Getfly’s Automation feature. Follow these steps to create an automation task that reminds staff about customers whose contracts will expire in the next 30 days.

Step 1: Go to Getfly → Marketing → Marketing Automation → Add New → Start from Scratch.

Step 2: Name the automation.

Step 3: Select the Contract Expiry Date action block and link it to the Create New Task consequence block to remind staff.

Step 4: Set conditions for the Contract Expiry Date block, such as expiration time, contract type, and contract status.

Example: To remind about contracts expiring in 30 days, set the expiration time condition to 30 days.

Step 5: Set conditions for the Create New Task block, including task name, start/end time, project, task description, assigned staff, and more.

Step 6: Click Activate to save and activate the automation.