Contracts and billing for IT service providers
You set up the recurring services as a contract in weclapp, and the contract processing creates sales orders or invoices from it every night from 3 a.m. Flat fees and licenses are contract items, hour allowances arise via sales orders; that the contract creates them monthly is our practice. The prerequisite is the Contract Management add-on: €55 per person per month (weclapp list price, as of October 2026).
This is a subpage of ERP and helpdesk for IT service providers.
Walk through the contract setup for your IT service provider
A recurring invoice creates invoices for fixed items at a fixed rhythm. You set it up under Sales, it is a pro forma invoice by default, and you can configure its automatic processing. According to the docs, weclapp creates it every night from 2 a.m., the contracts from 3 a.m.
On term, renewal and reminders, we found something in the weclapp documentation only for the contract. That's why we use the contract for maintenance contracts. This is our practice, not a weclapp requirement.
Processing starts every night from 3 a.m. If it fails for a contract, weclapp tries again the following night. You trigger the manual run via “Bill all contracts”. Only active contracts with items of the category Revenue, a customer as contract partner and a selected billing type are billed. Don't change billing-relevant fields such as contract start or end during the run.
In the contract, you define:
An invoice generally has to state the time or period of the service (Germany: § 14 UStG, Austria: § 11 UStG 1994). Clarify with your tax advisor how your form takes the service period from the contract and how you handle invoices in advance. This is not a substitute for tax advice.
A fictional IT service provider has 40 customer contracts: 25 flat fees, 10 license contracts and 5 contracts with an hour allowance. All run monthly (fictional example, no customer data).
| Vertragstyp | Positionen | Rhythmus und Abrechnungstyp | Monatsanfang | Monatsende |
|---|---|---|---|---|
| Pauschale (25) | Managed-Service-Pauschale je Kunde | monatlich, Rechnung vor der Abrechnungsperiode | Rechnung am Abrechnungstag, erzeugt vom Nachtlauf | Zeiten fĂĽrs Controlling gebucht, bei Bedarf Leistungsnachweis |
| Lizenzvertrag (10) | je Lizenzprodukt eine Position, Menge Ă— Preis | monatlich, Rechnung vor der Abrechnungsperiode | Rechnung mit der Menge, die im Vertrag steht | Menge fĂĽr den Folgemonat prĂĽfen und anpassen |
| Pauschale mit Kontingent (5) | Pauschale und Kontingentartikel (angenommen 10 Stunden) | monatlich, Abrechnungstyp Auftrag | Auftrag mit Kontingentartikel; Kontingent entsteht mit der Auftragsbestätigung, Rechnung aus dem Auftrag | Zeiten aufs Kontingent nicht einzeln abrechenbar; Mehrstunden nach Regel (siehe Text) |
On paper, the nightly run at the start of the month creates 35 invoices and 5 sales orders from the 40 contracts, fewer invoices with collective billing. By hand, the quantities of the 10 license contracts, the 5 sales orders (confirm, bill) and the rule for extra hours at the end of the month are likely to remain.
weclapp combines several contracts of one customer on one invoice via collective billing. You activate it in the customer record. The contracts must match, among other things, in contract partner, payment terms, payment method, billing day and desired status. “Invoice before” and “after the billing period” can be mixed, a sales-order contract not with an invoice contract. In the example, the flat fee and the license contract can be combined; the flat fee with an allowance stays separate.
A service allowance arises via an allowance item on a sales order as soon as you create the order confirmation. Technicians book via the field “Service allowance” in the booking report. Only bookings that are not on a sales order are counted. The allowance can be overbooked, extra effort is to be billed separately according to the docs, and unused hours expire in weclapp. Whether hours may expire toward your customer is governed by your contract. This is not a substitute for legal advice.
Time you book on a sales order therefore doesn't count toward the allowance. For customers with an allowance, the ticket stays without a project order in our practice; time-and-materials customers book against tasks of their order.
Bookings on an allowance are not individually billable because the allowance is billed separately. For extra hours you therefore need a rule per customer: either you book beyond the allowance (overbooking), or you close the full allowance, because according to the docs only open allowances accept bookings, and book further time on the sales order. Never both for the same booking. How an overbooking gets onto the invoice is not described in the docs. In a test via the API (sandbox, as of 11.10.2026), bookings on the allowance appeared in the service report but not on the invoice, and an overbooking was possible without a warning. So expect to bill extra hours yourself, for example via the sales order. Check your rule on a test tenant.
We solve the monthly reset like this: the contract creates a sales order with an allowance item every month. That is wals.pro practice, not a weclapp standard. Rebuild it on a test tenant beforehand: the order must be confirmed and carry a service period, otherwise no allowance is created. How time arises on the ticket is covered in How do I connect helpdesk, time booking and invoice at an IT service provider?.
According to the weclapp product page, Contract Management offers contract templates, automatic renewal and email reminders to the responsible person. You set the deadline, for example a number of days, weeks or months before contract end or at the end of the month, quarter or calendar year. Create a test contract and check renewal and reminders before you take over existing contracts.
The Contract Management add-on costs €55 per person per month. It requires ERP Services or ERP Trade; ERP Starter cannot be combined. ERP Services costs €86 per user per month with annual billing (weclapp list price, as of October 2026).
You book the add-on for the people who work with the contracts. Example (fictional): two people in the office work with the contracts, that is 2 × €55 = €110 per month plus the ERP package. The calculation scheme for 5, 10 and 20 employees is on ERP and helpdesk for IT service providers.
wals.pro AI 4 weclapp reads and analyzes contracts, for example: which contracts end in the next 90 days? It presents changes to items, prices, quantities, periods or billing mode as a preview, and you approve each one individually. The AI never writes unasked: preview, approval, log. Every approval is a payload-bound one-time approval via SHA-256. The AI changes contracts one by one. We don't promise changing many contracts in one go or starting the billing run (feature scope as of October 2026); you trigger the run yourself.
Source: weclapp documentation and weclapp price list (list price, as of October 2026). The example with 40 contracts is fictional, no customer data.
If you want term, renewal and reminders, set up a contract rather than a recurring invoice.
For license contracts, the invoice is only right if the quantity in the contract is up to date before the billing day, and not during the run.
weclapp processes the contracts every night from 3 a.m. and bills only active contracts. If a run fails, a new attempt follows the next night. You can also trigger the run manually via “Bill all contracts”. You set the day per contract via the billing day; the next billing date is shown in the contract. Recurring invoices run from 2 a.m.
Yes, you need the Contract Management add-on. It costs €55 per person per month (weclapp list price, as of October 2026) and requires ERP Services or ERP Trade. You book it for the people who work with it.
Flat fee and license are normal contract items. The hour allowance arises via an allowance item on a sales order that you confirm. For it to renew monthly, the contract creates a new sales order every month. This is wals.pro's practice, not a weclapp feature of its own, and belongs on a test tenant beforehand. On consumption and time booking, see the page “How do I connect helpdesk, time booking and invoice at an IT service provider?”.
The allowance can be overbooked. Bookings on an allowance are not individually billable because the allowance is billed separately. According to the docs, only open allowances accept bookings; you can close a full allowance and book further time on the sales order, never both for the same booking. How an overbooking gets onto the invoice is not described in the docs. In a test via the API (sandbox, as of 11.10.2026), allowance bookings appeared in the service report but not on the invoice; so expect to bill extra hours yourself, for example via the sales order. Confirm your rule on a test tenant.
Yes, via collective billing. You activate it in the customer record. The contracts must match, among other things, in contract partner, payment terms, payment method, billing day and desired status; “Invoice before” and “after the billing period” can be mixed. You don't combine a sales-order contract with an invoice contract. The full list is in the weclapp documentation.
Yes, one by one. wals.pro AI reads and analyzes contracts and presents every change as a preview: items, prices, quantities, periods or billing mode. Only after your approval is anything written, and every action is logged. We don't promise changing many contracts in one go or starting the billing run.
Bring your contract types: flat fees, licenses, allowances. We'll walk through the setup with you, from billing type to month end.
Briefly describe what it's about.
Figures checked on 12.10.2026. The example with 40 contracts and the add-on costs are our own calculation examples under the stated assumptions and not quotes. The statements on the monthly reset and on the setup with a project order are wals.pro's practice from rollouts at IT service providers and not weclapp documentation.
