Preventive Maintenance Plans
Schedule recurring maintenance visits for contracted customers.
Within a service agreement, set up preventive maintenance (PM) plans. These define recurring maintenance schedules for the equipment covered under the agreement.
Preventive maintenance
Add one PM plan per service class (for example Refrigeration and Ice). Whole-agreement plans create one job per site, not one job at HQ. Jobs appear in a lead window (default 14 days before the visit) so Open jobs are not buried. Generate uses that lead window; type generate to materialize the rest of the cycle. Ice vs Refrigeration at the same store is offset by the agreement same-site minimum days.
PM checklists and reports
Point a plan at a shop form template (hybrid preferred). The checklist starts when the PM job is created or first opened. Techs complete it on the work order. Send report emails the completed snapshot — it is never sent automatically when the job is created. A shop setting can require the checklist before closeout; by default techs are only warned.
Billing steps and rate sets
Year 1/2/3 pricing lives on a rate-step ledger, not a compounding percent. A helper can generate annual percent steps that you then edit to match the paper. Invoices use the step in effect on the bill date and never rewrite sent invoices. Price book rate sets override catalog prices for an agreement or customer (agreement wins). NTE on the agreement is the extra-work cap for repairs found during a PM visit, not the annual fee.
Tracking PM Plans
The Contracts dashboard shows summary stats including total agreements, sites and assets, active PM plans, and any plans that are due or overdue. This ensures no scheduled maintenance is missed.
Agreement documents
On each service agreement, open Agreement documents to upload PDFs or images (signed contracts, permits, inspections). Files are stored per agreement and linked to the customer. You can also add external links. View uploaded files with View file; documents expire when you set an expiry date.
Company equipment
Use Company equipment in the shop menu to register serialized units your shop owns (asset tag required). Deploy or remove units from a job page to record who used them. The registry shows reuse count (deployments after the first) and full usage history by technician and job.