Maintenance contracts that never lapse unnoticed.

Two billing models, like the real world

Not every contract charges the same way, and the system respects that.

• Per work order — the contract carries the agreed price list, and the billing close charges the services, fees and parts of each work order done under it.
• Fixed fee — a retainer: an amount charged every period — weekly, monthly, quarterly, semiannual or annual — from the first billing date. The contract's line items describe the scope the fee covers, and work outside that scope is still billed per work order.

A contract term the system tracks for you

Every contract has a start and an end date and can be set to renew automatically. Its status follows the commercial cycle: draft, active, suspended and finished.

An active contract past its end date without automatic renewal is flagged as expired without renewal — and can be filtered in the list. That is the loose end somebody has to tie: renew or close it, before the crew keeps serving a contract that no longer stands.

Price adjustments on a schedule

The contract records how its price is adjusted — by a fixed percentage or a manually set amount — with its own periodicity and the date of the next adjustment.

Adjustment and billing are configured separately, because they move at different paces: a monthly retainer with an annual adjustment is the most common arrangement.

The scope in writing, inside the system

Everything agreed lives on the contract, within reach of whoever needs it:

• Covered assets — the equipment under the contract.
• Services, fees and parts — the agreed price list, or the scope covered by the fixed fee.
• Checklists — the checks the contract requires on every visit.
• Attachments — the signed contract, amendments and supporting documents.

Every work order knows its contract

A retainer contract, start to finish

Picture a residential building paying a monthly fee for pump and HVAC maintenance. The contract is set up as a fixed fee, billed monthly from the first billing date, with a twelve-month term, an annual fixed-percentage adjustment and the covered assets listed in its scope.

The monthly visits come from a preventive plan tied to the same assets, with twelve occurrences. When a pump burns out and its replacement is outside the scope, the corrective work order is linked to the contract and billed separately in the close, on top of the fee.

At the end of the term, if automatic renewal is off, the contract shows as expired without renewal — and the renewal conversation happens before the technician serves a thirteenth month for free.