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Maintenance Agreements
Maintenance Agreements
Updated over a week ago

FieldPulse Maintenance Agreements allow you to easily attach maintenance agreements, as well as create/schedule reminders for when the next service is needed.


Enabling Maintenance Agreements

To begin using Maintenance Agreements, you'll first need to enable it. Start by clicking on Company Settings and selecting Features & Plugins. Navigate to Maintenance Agreements and select Enable. Now you're ready to begin creating and attaching maintenance agreements!

Click on Enable


Creating a Maintenance Agreement

To create a maintenance agreement, begin by selecting Agreements on the left-side of the screen.

Click on Agreements

Once in Maintenance Agreements, you can view your maintenance agreements sorted into various categories at the top of the screen. Click Create Agreement to build a new maintenance agreement.

Click on Create Agreement

Add a title and link a customer to the maintenance agreement. You can also change the status of the agreement. If you expect to use a similar maintenance agreement many times, toggle on Save As Agreement Template to make creating future agreements more efficient! (Note: To use a template in the future, select Import Template).

Click on General…

Next, you'll select the job frequency, as well as when you want the service to begin. If the agreement has an end date, toggle on End Date and identify the ending month and year. The calendar at the bottom will automatically indicate which months will have services.

Click on Service Frequency…

If you'd like to attach recurring billing to the agreement, toggle it on here. To learn more about recurring billing, click here.

Click on Recurring Billing…

You can also set the billing frequency and enter the price per bill. The annual price will automatically be calculated!

Click on Billing Frequency…

Automatic email service reminders can be sent to customers and team members. Simply select your preference from the dropdown menu here.

Click on Automatic Reminder…

Lastly, add notes here. Agreement Notes will be internal records only -- your customers will not see them. Job Notes will be automatically inserted into new job records -- your customers will see them.

Click on Notes

Be sure to press Save after completing your maintenance agreement!


Templates

When creating a new maintenance agreement, users can effortlessly insert pre-built templates. These templates act as a solid foundation, which users can easily modify details to ensure accuracy and relevance.

To create a maintenance agreement template, begin by navigating to Maintenance Agreements in the left-side menu then clicking Create Agreement.

Click on highlight

Before adding any information, toggle on Save As Agreement Template.

Click on highlight

You can now title your template.

Click on highlight


Enter all pertinent details, including scheduling, billing, automatic reminders, and notes. When you've customized your template, press Save.

Click on General…

To insert an agreement template, begin by navigating to Maintenance Agreements in the left-side menu then clicking Create Agreement.

Before entering any details, click Import Template then select the applicable template.

Click on Test Agreement

All of the details you entered in the template will now auto-populate, but you can easily modify as needed. Be sure to press Save after fine-tuning your maintenance agreement.


Attaching to Assets

You can attach a maintenance agreement to an asset record. Select Assets from the left-side menu. Then press Create Asset.

Click on Assets
Click on Create Asset

After entering an Asset Title and linked a customer, you will have the option to attach an existing maintenance agreement. Search for it under Maintenance Agreement.

Click on Maintenance Agreement…

If you want to attach a new maintenance agreement, complete and save your asset without adding a maintenance agreement, then press Create Maintenance Agreement on the asset record.

Click on Create Maintenance Agreement

Contracts

To create a contract in relation to your maintenance agreement, begin by creating the maintenance agreement. Then, navigate to Contracts in the top menu. Once here, you can create a contract, send a contract already attached to the maintenance agreement, as well as view the status of already-attached contracts.

Click on Contracts

After creating a contract, press Send to email it to the customer for acceptance.

Click on Send

Your customer will receive an email with your customized message, logo, and name.

They can then view the contract and accept it by providing their e-signature.

Once your customer has accepted the contract, you'll receive an email, as well as view the attached contract. The status of the contract will also be updated on the maintenance agreement's Contract page.


Scheduling

To schedule a visit for a maintenance agreement, begin by using the tabs at the top of the Maintenance Agreements page to sort them. These include This Month, Next Month, Custom, All, Canceled, and Templates. Once you've identified the agreement you'd like to schedule a visit for, hover over it and select the plus icon.

Click on May…

You'll then be able to select which upcoming occurrence you'd like to schedule a job for.

Click on May Occurrence

A job record will now be auto-populated with your customer's name and details. Fill in any additional information including date/time and notes, then press Save Job.

Click on General…

Video Tutorial


Have additional questions?

Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.

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