How to Create a Maintenance Agreement - FieldPulse Help Center

Who uses this: Admins have full access. Team Managers and Service Agents can view, create, or edit maintenance agreements based on the Maintenance Agreement permissions on their profile. Limited Agents cannot access maintenance agreements. Availability: All regions · included in the FieldPulse subscription.

A maintenance agreement is the record that holds recurring service for one customer: the routines that define the work, the jobs, the billing, the reminders, and the signed contract. You set the agreement up once, and FieldPulse tracks each occurrence from there.

Overview

Using Maintenance Agreements before October 17, 2026? Click here to learn how your existing Maintenance Agreements migrated to the new structure with the revamp.

Every agreement has four levels.

Level	What it is
Maintenance Agreement	The agreement-level record: the customer, title, dates, and status.
Routine	One service the agreement covers, such as an AC tune-up, with its own frequency or visit allowance.
Occurrence	One instance of a routine, such as the June 2026 tune-up.
Linked Job	The field job is connected to an occurrence, once one exists.

Each agreement has one plan type, and every routine on the agreement follows it. A Scheduled agreement generates occurrences on a calendar frequency, such as every six months. An On-Demand agreement gives the customer a set number of included visits per period, and your team claims a visit when the customer calls. An agreement cannot mix both plan types. A routine is a recurring service only on a Scheduled agreement. On an On-Demand agreement, a routine is a pool of included visits, not a recurring schedule. Your company can rename Maintenance Agreements (for example, to Memberships or Protection Plans) and Routines (for example, to Schedules or Programs) in Company Settings > Maintenance Agreements > General. This article uses the default names. Two setup guides support this article:

To create agreements automatically when you sell a line item, see Setting Up Maintenance Agreement Automation.
To build your own agreement statuses, see Custom Status Workflows.

Video walkthrough

Before you begin

Enable Maintenance Agreements. Go to Company Settings, select Features & Plugins from the top menu, find Maintenance Agreements, and select Enable.
Create a job template for each routine that should generate jobs. See Setting Up Job Templates.
Decide how you bill the customer: link an existing recurring billing, create a new recurring billing, or create a manual billing schedule.

On web

Start a new agreement

Select Agreements in the left menu, then select Create Maintenance Agreement. You can also select the + menu at the top right, then Maintenance Agreement.
(Optional) Select Import Template at the top of the form to fill in the agreement from a saved template.

The All Maintenance Agreements tab with Agreements selected under Work in the left menu and the Create Maintenance Agreement button highlighted

The form has two layouts. Single Page View is the default and shows every field on one scrolling page. Easy Flow View walks you through the agreement in five steps. You can switch layouts at any time without losing your entries, and FieldPulse remembers your choice. The steps below follow Easy Flow View, and Single Page View has the same fields.

Step 1: General

Enter a title for the agreement.
Link the customer and select the customer location.
Select the status workflow and the agreement’s status. Admins must activate a custom workflow before agreements can use it. See Custom Status Workflows.
Review the contact. The contact defaults to the location contact, and every agreement communication goes to this contact. Select the contact book icon to choose a different contact from the customer record.
(Optional) Assign a team and add tags.
Set the start date. The start date defaults to today, and you can select a future date to prepare an upcoming agreement.
Turn on End Date and set a date if the agreement has an end. Leave End Date off for an agreement that runs indefinitely. Every routine on the agreement follows these dates.
Add Maintenance Agreement Notes for internal context. Your customer does not see agreement notes.
Add Job Notes to insert that text into every job the agreement generates.
Fill in any custom fields.
Select Save As Maintenance Agreement Template only if you are building a template. This option hides the customer, location, contact, and status so the template stays generic.

The General step of the New Maintenance Agreement form with the Title, Status Workflow, Customer Name, Location, Contact, Start Date, End Date, Maintenance Agreement Notes, and Job Notes fields

Step 2: Routines

Every agreement needs at least one routine and can hold up to 5. Routines inherit the agreement’s start and end dates, so each routine sets only its own frequency.

Select the plan type: Scheduled or On-Demand. This choice applies to every routine on the agreement.
Select Add Routine for each additional service the agreement covers.

The Routines step with the Scheduled plan type selected and a routine form showing Title, Repeat Every, Frequency, Assets, Job Template, Job Generation Rule, and Automatically create jobs for the next

Scheduled routines

Select the routine’s frequency. Choose Custom to repeat every set number of days, weeks, months, or years. For a weekly custom frequency, also choose the day of the week.
Link the assets this routine covers. In Assets, choose from the customer’s existing assets, or select Create New Asset to create and link a new one.
Select a job template. The template supplies the job’s layout, line items, and details.
Select a job generation rule. The table below describes each rule.
Choose how far ahead FieldPulse creates jobs in Automatically create jobs for the next.

Asset links belong to the routine and carry down to every job created from it, whether FieldPulse generates the job or your team creates it manually. To remove an asset, open the routine’s Asset tab and select unlink. FieldPulse asks whether to remove the asset from all occurrences, past and future, or from future occurrences only. Without a job template, Do not generate jobs is the only available rule. Every other rule requires a job template.

Job generation rule	What happens
Do not generate jobs	FieldPulse creates no jobs. Your team creates or links a job for each occurrence.
Generate job, keep unscheduled	FieldPulse creates each job without a date or time. Your team schedules the job later.
Generate job, auto-schedule at earliest availability	FieldPulse completes the Find Availability fields you set, then books the job in the first open slot of the occurrence’s due period. If no slot fits, FieldPulse creates the job unscheduled and flags the occurrence as Auto Schedule Failed. FieldPulse never books a job outside the due period. These settings override the job template’s availability settings.
Generate job, fixed day and time rule	You pick Weekday Pattern (for example, the first Monday of each month) or Day of Month (for example, the 15th), plus a start and end time. FieldPulse books every job in that exact slot without checking for conflicts. A day of month of 29, 30, or 31 uses the last day of shorter months. Weekly frequencies support only Weekday Pattern.

The job generation window works on a rolling basis. If you widen the window on a live agreement, FieldPulse creates the jobs that now fall inside it. If you narrow the window, FieldPulse removes only the future jobs that nobody has changed, and keeps every job a team member has edited.

Combine overlapping occurrences

When occurrences from two or more routines on a Scheduled agreement land on the same day, FieldPulse can generate one job instead of two, so one team completes both occurrences in a single trip.

Select Configure on the Overlapping Routines Detected banner.
In Configure Combined Visits, select the routines to combine.
Select the job template for the combined job.
Select the job generation logic and the job generation window.
Select Save.

An agreement can hold one combined configuration. When two or more selected occurrences fall on the same day, FieldPulse creates a single job and links it to every overlapping occurrence. Select Dismiss and Save to let the unselected overlaps generate separate jobs.

On-Demand routines

Enter or review the routine title.
Select a job template. FieldPulse uses the template when your team creates a job for a claimed visit.
Link the assets this routine covers.
Enter the number of visits the customer can claim in Visit Allowance.
Select the Allowance Period: Monthly, Quarterly, or Yearly. The period starts on the agreement’s start date.
Choose the Unused Visit Policy: Expires at end of allowance period wipes unused visits at the end of the period, and Bank unused visits carries them into the next period.

On-Demand agreements do not generate jobs automatically. Open the agreement’s Jobs tab to see each included visit, and use the icons on a visit that has no job. Select + to create a job with the job template and linked assets filled in, or select the link icon to connect an existing job. The tab header shows the total available, claimed, and expired visits.

The On-Demand plan type selected with a routine form showing Title, Assets, Job Template, Visit Allowance, Automatically create visits for the next, Allowance Period, and Unused Visit Policy

Occurrence statuses

Each occurrence shows a status so your team can see where the work stands.

Plan type	Statuses
Scheduled	No Job, Unscheduled Job, Scheduled Job, and Completed Job. Auto Schedule Failed also appears when auto-scheduling found no open slot.
On-Demand	Available (the visit has no job and is still in its period), Claimed (the visit has a linked job), and Expired (the period ended with no job and unused visits do not roll over).

Step 3: Billing

The billing selector at the top of the step offers three options.

Billing option	What it does
Link existing Recurring Billing (Webapp only)	Search for and select a recurring billing record. The agreement links to that record.
Create new Recurring Billing (Webapp only)	Opens the recurring billing pop-up, and FieldPulse fills in the title with the agreement title, the agreement number, and the customer name. You can also add tags, invoice notes, internal notes, files, and contracts. This option is selected by default.
Create Manual Billing Schedule	Tracks when invoices are due without creating them. FieldPulse does not generate invoices for a manual schedule, and the amounts you enter are for planning only. You create or link each invoice from the Invoices tab when it is due.

The Billing step with the Billing Type selector showing Link existing Recurring Billing, Create new Recurring Billing, and Create Manual Billing Schedule

When a recurring billing is created or linked to a maintenance agreement, the recurring billing ends on the agreement’s end date. This overrides any end date on a recurring billing you created earlier.

Step 4: Communications

Occurrence reminders send before an occurrence, and renewal reminders send before the agreement ends.

Occurrence reminders

Occurrence reminders work only for Scheduled routines. On-Demand routines do not support them.

Select Email or SMS.
If the agreement has more than one routine, select the Routine Scope: all routines, several routines, or a single routine.
Enter how many days before the occurrence date FieldPulse sends the message.
Choose which occurrence statuses receive the reminder. FieldPulse skips the message at send time if the occurrence does not match your selection.
Choose the recipients: internal team members, the customer by checking Send to Customer, or both.
Write the message. For email, enter the Subject and Body, or select Import Template. For SMS, enter the message body, or select Insert Template. Customer fields fill in automatically, and job fields fill in when the occurrence has a linked job.
Select Add Communication to stack more rules on the same agreement. For example, send an SMS 7 days before and an email 1 day before.

Renewal reminders

The Renewal Reminders section appears only when the agreement has End Date turned on with a date set. Renewal reminders work at the agreement level, so they do not depend on any routine.

Select Email or SMS.
Enter how many days before the agreement’s end date FieldPulse sends the reminder.
Choose the internal recipients, and check Send to Customer to include the customer.
Write the message. For email, enter the Subject and Body, or select Import Template. For SMS, enter the message body, or select Insert Template.
Select Add Communication to add more reminders, each with its own timing, channel, and recipients. For example, email your account owner 5 months out, email the customer a renewal template 1 month out, and text the customer 14 days out.

The Communications step with the Occurrence Reminders and Renewal Reminders sections, each with an Add Communication button

Step 5: Review and activate

The review screen summarizes everything you entered in Steps 1 through 4.

Review the summary.
Select Save as Draft to hold the agreement without starting it, or select Save and Activate to start it immediately.

To activate a draft later, open the draft in edit mode and select Save and Activate, or change its status from the agreement view. After you select Save and Activate, a loading page appears while FieldPulse creates the agreement’s initial jobs and invoices. This can take up to several minutes. Wait for the loading page to finish before you create jobs or invoices manually, so you do not create duplicates.

Other ways to create an agreement

From a job

Open the job and use the Actions menu to create the agreement from it. When you save the agreement, FieldPulse asks whether to link the job as the first occurrence.

In the Link Job to Maintenance Agreement Occurrences pop-up, select the routines the job completed. If the agreement has several routines, you can select one, some, or all of them.
Select Yes, Link Job to link the job to the first occurrence of each selected routine. Select No, Keep Job Separate to keep the job as the sales origin only.

When you select Yes, Link Job, FieldPulse skips the first occurrence for those routines and calculates the next occurrence from today’s date and the routine’s frequency. FieldPulse does not create a duplicate job for the first occurrence. If the job has an invoice, a second pop-up named Avoid a Duplicate Invoice asks whether the invoice covers the first billing sequence. The pop-up shows the invoice number and title as a link. If the job has several invoices, the pop-up lists them, and you choose one.

Select Yes, Link as Billing Sequence 1 to count the invoice as the first billing. FieldPulse skips the first automatic invoice, and the agreement’s end date does not change.
Select No, Keep Invoice Separate to treat the invoice as a standalone bill. Recurring billing then creates its own invoice for the first billing sequence.

From an asset

Open the asset record and select Create Maintenance Agreement.

From an estimate or invoice

Open an estimate or invoice that has a line item linked to a maintenance agreement template.
Select Actions, then Create Maintenance Agreement.
Select Yes to generate the agreement from the linked template and set the estimate or invoice as the agreement’s Sales Source. Select No, create from scratch to open a blank agreement instead.

If the record has several template-linked line items, FieldPulse asks which ones to generate, and each selection creates its own agreement. An estimate can start an agreement, but an estimate cannot represent an agreement’s first billing. Payment is collected on an invoice, so only an invoice can serve as the first billing occurrence. To create agreements automatically when you sell a line item, see Setting Up Maintenance Agreement Automation.

Use templates

There are three kinds of templates. Maintenance Agreement Templates hold a full agreement setup. Scheduled Routine Templates and On-Demand Routine Templates each hold one routine that you can reuse across agreements. Scheduled Routine Templates and On-Demand Routine Templates can only be created on the Webapp, but can be used in the Mobile app. To create a maintenance agreement template:

Select Agreements, then select Create Maintenance Agreement.
Select Save As Maintenance Agreement Template before you enter any details. FieldPulse hides the customer, location, contact, and status so the template stays generic.
Complete the agreement steps, then save. FieldPulse opens the template record, which has Contracts, Forms, and Files tabs. Anything you add there copies into every agreement created from the template.

To create a routine template:

Select Agreements, then the Templates tab.
Select the Scheduled Routine Templates or On-Demand Routine Templates sub-tab.
Select Create New Scheduled Routine or Create New On-Demand Routine.
Complete the routine fields in the slide-out, then save.

To use a template:

To start an agreement from a maintenance agreement template, select Import Template on the create form, or open the template and select Create Maintenance Agreement from Template.
To add a routine template to an agreement, select Insert Template in the Routines step. FieldPulse lists only the routine templates that match the agreement’s plan type.
To start an agreement from one routine, select the + icon on a routine template’s row.

When you edit and save a template, agreements created afterward use the updated version. Existing agreements stay as they are.

Connect a job to an occurrence

You can manually connect an existing job to an agreement’s occurrence. The connection rules depend on the plan type.

Plan type	Occurrence to job	Job to occurrence
Scheduled	An occurrence connects to only one job.	A job can connect to multiple occurrences.
On-Demand	A visit connects to only one job.	A job connects to only one visit.

Choose the place that fits where you are working:

Occurrences tab: Select the link icon on an occurrence that has no job, search by job title or job number, and select the job. The list shows jobs for the agreement’s customer in any status, including past and completed jobs, limited to the jobs you have permission to open.
Agreement record: Open the Jobs tab, find the occurrence or visit without a job, and select Link Existing Job.
Job record: Select Link Maintenance Agreement while you create or edit the job, or select Actions, then Connect to Maintenance Agreement. Choose the agreement, then the routine if the agreement has more than one, then an occurrence without a linked job. The job then shows the agreement title, the routine, and the occurrence, with an unlink icon.

Automatic job generation skips an occurrence that already has a linked job. If you unlink or delete the job on a past-due occurrence, FieldPulse does not generate a replacement. The occurrence shows No Job until you link or create a job.

Schedule jobs for occurrences

Scheduling an occurrence means assigning a date, time, and technician to its job, whether the job was generated automatically or created manually. To create and schedule a job manually:

Select Agreements, then the Occurrences tab.
Find the occurrence that shows No Job and select +.
Review the job. FieldPulse fills in the customer details and the routine’s job template.
Enter the date, time, and any notes, then select Save Job.

To schedule jobs FieldPulse created unscheduled:

Open the Schedule tab and select the hourglass icon.
Select the filter icon, then filter for jobs associated with maintenance agreements.
Select a job and assign it a date, time, and technician.

Every job created from an agreement links back to the agreement and routine, so you can trace a scheduled job to where it came from.

Find agreements and occurrences

The Agreements tab lists every maintenance agreement, and the Occurrences tab lists every occurrence across all agreements. Select the expand arrow on an agreement row to see each routine’s next occurrence, its due date, and its linked job. The Templates tab holds your saved templates. Select the filter button on the Agreements or Occurrences tab to open the filter panel on the right. Select Save as View to keep a set of filters as its own tab, and select Manage Views to reorder your saved views or choose the one that opens first. To export data, use the maintenance agreement reports under Management > Reporting.

Edit an agreement

Open the agreement and select Edit. When you select Save, the Scope of Change pop-up asks how to apply your edits.

Option	What it changes
Only future jobs (default)	Occurrences and jobs dated today or later, and everything FieldPulse generates afterward.
All jobs (past and future)	Every occurrence and job, regardless of date.
Only past jobs	Occurrences and jobs dated before today, as a one-time correction. The routine’s standing setup does not change.

Three changes always apply to the future only, whichever option you choose. A routine frequency change updates occurrences from the next one forward. A recurring billing amount or frequency change updates only future invoices that are still in Draft status. A change to the job template linked to a routine updates the jobs created from that routine, but keeps the existing schedule assignees the same, so your technician assignments aren’t overwritten. FieldPulse never changes a job in Completed, Canceled, Dispatched, In Progress, or Closed status, and it skips those jobs when you save.

Send a contract

Send a maintenance agreement to your customer as a contract they can review and accept.

Open the maintenance agreement, then select Contracts in the top menu.
Select Create Contract to build a new contract, or open an attached contract to review or resend it.
Select Send to email the contract to the customer.

Your customer receives an email with your customized message, logo, and business name. The customer opens the contract and accepts it with an e-signature. When the customer accepts, you receive a confirmation email, and the agreement’s Contracts page shows the new status.

On mobile

Create and manage agreements

Create an agreement from the + menu, where Maintenance Agreement appears at the bottom of the list.
Open the Work tab to view, create, and edit agreements. The mobile tabs match the tabs on web, and you can import a template.
Open a customer record and select Maintenance Agreements at the top to view, edit, or create an agreement for that customer.
Open a job or invoice to see its linked agreement at the top of the record.
Claim or link an On-Demand visit from the field.

The mobile Maintenance Agreements list with the All Maintenance Agreements, Occurrences, and Templates tabs and the Create Maintenance Agreement button

The mobile New Maintenance Agreement form on the General step, with the Easy Flow and Single Page toggle and the Title, Status Workflow, Customer Name, and Location fields

A maintenance agreement record on mobile with the Info, Comments, Jobs, Invoices, Payments, and Forms tabs, the Actions and Edit buttons, and the agreement status bar

What stays on web

Recurring billing setup is not available on mobile. Create and manage recurring billings on web. You can view invoices created from a recurring billing on mobile. Filters, saved views, custom status workflows, and Company Settings also stay on web.

FAQs

Can I mix Scheduled and On-Demand routines on the same agreement? No. All routines on one agreement share a single plan type. Choose Scheduled or On-Demand for the whole agreement. Can a customer claim an On-Demand visit through the customer portal? No. Your team claims On-Demand visits. Customer portal self-service for maintenance agreements is not available. How is an On-Demand routine different from a Scheduled routine that I leave unscheduled? A Scheduled routine creates dated occurrences on a calendar, even when their jobs are unscheduled. An On-Demand routine creates no recurring schedule and instead tracks an included-visit allowance, and each visit is Available, Claimed, or Expired. Can I link an estimate as the first billing occurrence? No. Payment is collected on an invoice, so only an invoice can serve as the first billing occurrence. An estimate can start an agreement, and you can link the agreement’s invoice as the first billing. Can I delete one routine without losing its job history? Yes. FieldPulse asks you to choose between deleting the routine and all of its jobs, or stopping future occurrences while keeping the routine’s past jobs. If I delete an agreement, do I lose the jobs and invoices it created? No. When you archive a maintenance agreement, FieldPulse asks whether you also want to archive its linked jobs. If you choose yes, the agreement and its linked jobs are archived. If you choose no, only the agreement is archived, and the jobs stay as standalone records, unlinked from the agreement. Invoices are never affected. Invoices from recurring billing or the billing plan stay as they are. Archiving does stop all future job generation and recurring billing, so no new jobs or invoices are created after that point. What does it take to mark an agreement Completed? The end date must be today or earlier, every job must be Completed or Canceled, and every invoice must be Fully Paid or Void. Completing the agreement stops future job generation and recurring billing. I activated my agreement. Why can’t I see its jobs and invoices yet? FieldPulse creates the initial jobs and invoices after you activate the agreement, and this can take up to several minutes. Wait for the loading page to finish before you create anything manually, so you do not create duplicates. How does occurrence and job generation work for routines? Two settings on each routine work together. Automatically create jobs for the next X months sets how far ahead occurrences are created (FieldPulse checks nightly and adds new ones as months come into range), and Job generation rule decides whether each new occurrence gets a job: Do not generate jobs creates none, while Generate job, keep unscheduled creates an unscheduled job for each. On-Demand routines use the same window to create visits on a rolling basis, but jobs are never created automatically. Your team creates or links the job when a visit is claimed. A job is only created automatically at the moment its occurrence is created. Existing occurrences are left alone.

Your maintenance agreement is working when it shows the status you chose, its occurrences appear on the Occurrences tab, and its initial jobs and invoices appear once the loading page finishes.

​Overview

​Video walkthrough

​Before you begin

​On web

​Start a new agreement

​Step 1: General

​Step 2: Routines

​Scheduled routines

​Combine overlapping occurrences

​On-Demand routines

​Occurrence statuses

​Step 3: Billing

​Step 4: Communications

​Occurrence reminders

​Renewal reminders

​Step 5: Review and activate

​Other ways to create an agreement

​From a job

​From an asset

​From an estimate or invoice

​Use templates

​Connect a job to an occurrence

​Schedule jobs for occurrences

​Find agreements and occurrences

​Edit an agreement

​Send a contract

​On mobile

​Create and manage agreements

​What stays on web

​FAQs

​Related articles

Overview

Video walkthrough

Before you begin

On web

Start a new agreement

Step 1: General

Step 2: Routines

Scheduled routines

Combine overlapping occurrences

On-Demand routines

Occurrence statuses

Step 3: Billing

Step 4: Communications

Occurrence reminders

Renewal reminders

Step 5: Review and activate

Other ways to create an agreement

From a job

From an asset

From an estimate or invoice

Use templates

Connect a job to an occurrence

Schedule jobs for occurrences

Find agreements and occurrences

Edit an agreement

Send a contract

On mobile

Create and manage agreements

What stays on web

FAQs

Related articles