Recurring Block Agreement

A recurring block agreement is one of the five ConnectWise agreement types. It gives a client a set allotment of hours, dollars, or incidents per billing cycle. The invoice goes out at the start of the period so the client pre-pays. Any overage is billed at the end.

Create the Agreement Type

Before creating the agreement itself, define a reusable agreement type in Setup Tables.

1. Go to System > Setup Tables > Agreement Type.
2. Select the New Item icon.
3. Enter a Name — something like Block Time - Recurring.
4. In the Application Parameters section, configure carryover and overrun behavior as needed:
   • Carryover: allows unused time, incidents, or dollars to roll into the next cycle.
   • Overruns: allows the client to exceed their allotment; you can apply a discount to the overage rate.
5. Select Save And Close.

Note: Do not select Agreement expires when available is zero on a recurring block agreement type. That setting is for agreements that should close when the balance runs out — a recurring agreement should keep renewing.

Create the Agreement

1. Go to Finance > Agreements.
2. Select the New Item icon.
3. Enter an Agreement Name.
4. In the Agreement Type field, select the type you just created. Its Application Parameters apply automatically.
5. Select the Company the agreement belongs to.
6. Fill out the remaining fields on the Agreement tab as needed.
7. If the agreement auto-renews indefinitely, select No End Date.
8. Select Save.

Set Up a Workflow Rule for Low Balance

Use a workflow rule to get notified before a client’s block runs out, so you can sell them another block before they hit zero.

Set up the header

1. Go to System > Setup Tables > Workflow Rules.
2. Select the New Item icon.
3. Enter a Description for the rule.
4. In the Table Reference drop-down, select Agreements.
5. Select Save.

Set up the events

1. Select Events +. The Workflow event dialog appears.
2. In the Set trigger drop-down, select Agreement is of type {value}.
3. In the Set value drop-down, select your block time agreement type.
4. Select Save next to the workflow event.
5. Select the New Item icon to add a second condition.
6. In the Set operator drop-down, select AND.
7. In the Set trigger drop-down, select {value}% or less agreement amount remaining.
8. In the Set value field, enter a percentage threshold — for example, enter 10 to trigger when 10% or less of the allocation remains.
9. Select Save next to the workflow event.
10. Select Save.

Set up the run schedule

1. Select the run schedule (defaults to Just Once).
2. In the Frequency drop-down, select Continuously.
3. In the Check Every field, enter 1.
4. In the Period drop-down, select Days.
5. Select Save.

Note: Set Check Every to 30 if you want to scan daily but only receive one notification per month about low balances.

Set up the action

1. Select Actions +.
2. In the Action Type drop-down, select Create Activity.
3. Select Next.
4. In the Create for drop-down, select Territory Manager.
5. In the Member from drop-down, select the member the activity should come from.
6. Select an Activity Type and an Activity Status.
7. Enter a Subject line. Use Available Variables to include agreement-specific details.
8. Enter a message body. Use Available Variables as needed.
9. Select Save & Close.

Activate the rule

1. Select Activate now.
2. Set Run Every to 1.
3. In the Period drop-down, select Days.
4. In the During drop-down, select 24 Hours.
5. Select Save.