How to Create Maintenance Agreement Reports

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

Maintenance agreement reports are built in raw data reporting. The Maintenance Agreement report lists your recurring service contracts, with total annual fee, price per bill, service frequency, billing frequency, status, and the last and next job occurrences, in one table. The Occurrences Raw Data report lists every visit on every agreement, one row each, whether or not a job exists for it yet. Together they show the recurring revenue your agreements carry and which visits are due.

Overview

A maintenance agreement report answers one question about your recurring work: which agreements match the conditions you care about. Use it to total the annual fees you are carrying, group agreements by how often you service them or how often you bill them, and see everything one customer is signed up for. Use the Occurrences Raw Data report when you need to check agreement visits against the jobs created for them, for example to find occurrences that still have no job. Building a maintenance agreement report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Reporting on maintenance agreements is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a report in raw data reporting

Before you begin

Create the maintenance agreements you want to report on, and confirm maintenance agreements are enabled in your account. See How to Create a Maintenance Agreement.
Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

Select Reporting under the Management tab in the left-side menu.
Select the Maintenance Agreements tab, then select Raw Data.
Choose a date type. Start Date returns agreements whose start date falls inside the date range you pick. The other date types work as they do today.
Select the calendar icon and choose the date range you want to report on.
Select Load Data.

The Start Date Range field in raw data reporting, with preset ranges from Today through Last 30 Days listed beside two month calendars

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which maintenance agreement fields appear in the report table and the order they appear in.

The Columns panel open in raw data reporting, with the Columns button highlighted in the toolbar and a checkbox for each report field

The maintenance agreement report includes these columns by default:

Column	What it holds
#ID	The maintenance agreement number
Title	The maintenance agreement title
Status	Maintenance agreement status
Customer	Customer linked to the agreement
Location	Service location for the agreement
Created At	Date and time the agreement was created
Created By	Author of the agreement
Job Notes	Notes on related job records
Agreement Notes	Notes on the agreement
Start Date	Maintenance agreement start date
Price per Bill	Price per agreement bill
Total Annual Fee	Total agreement price per year
Frequency Display Name	Frequency of the maintenance agreement
Last Job Occurrence Month	Last maintenance agreement job occurrence
Next Occurrence — Next Occurrence Month	The month and year of the next scheduled occurrence (for example, May 2026). If a job has already been created for that occurrence, the cell links directly to the job record
Next Occurrence — Next Occurrence Record	Blank if no job has been created yet. If a job exists, displays the job title with a hyperlink to the job record
Next Occurrence — Next Occurrence Schedule Status	Blank if no job exists or if the job is unscheduled. If the job has been scheduled, displays the date and time it is booked for
Next Occurrence — Next Occurrence Job Status	Blank if no job exists. If a job has been created, displays its current status
Billing Frequency Display Name	Frequency of billing
Custom Fields	User-created fields related to the maintenance agreement
Customer — Custom Fields	User-created fields related to the customer record
Customer — Customer Phone	Customer’s primary phone number
Customer — Customer Email	Customer’s primary email address
Customer — Customer Phone 2	Customer’s secondary phone number
Customer — Customer Email 2	Customer’s secondary email address
Customer — Customer Assigned To	User assigned to the customer record
Customer — Customer Lead Source	Lead source on the customer record
Customer — Customer Pipeline Status	The customer’s custom sales pipeline status
Customer — Customer Next Steps	Next steps listed on the custom sales pipeline
Customer — Customer Notes	Notes on the customer record
Customer — Customer Job Notes	Job notes on the customer record, automatically inserted onto job records
Customer — Customer Created Date	Date and time the customer was added to FieldPulse
Customer — Customer Tags	Tags attached to the customer record

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

The Filters panel open in raw data reporting, with the Filters button highlighted in the toolbar and an expandable list of report fields

Most fields filter by contents — you choose an operator and enter a value. The Filters panel offers these fields:

Field	How you filter
#ID	Filter by contents
Title	Filter by contents
Status	Select the status
Customer	Filter by contents
Location	Filter by contents
Created At	Filter by date
Created By	Filter by contents
Job Notes	Filter by contents
Agreement Notes	Filter by contents
Start Date	Filter by date
Frequency Display Name	Filter by contents
Last Job Occurrence Month	Filter by contents
Billing Frequency Display Name	Filter by contents
Custom Fields	Select the custom field
Customer — Customer Phone	Select the phone number
Customer — Customer Email	Select the email address
Customer — Customer Phone 2	Select the phone number
Customer — Customer Email 2	Select the email address
Customer — Customer Assigned To	Filter by contents
Customer — Customer Pipeline Status	Select the status
Customer — Customer Next Steps	Filter by contents
Customer — Customer Notes	Filter by contents
Customer — Customer Job Notes	Filter by contents
Customer — Customer Created Date	Filter by contents
Customer — Customer Tags	Filter by contents

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all agreements created by Tom Gause only
Not Equal	Different from a specified value	Frequency Display Name - Not Equal to Every month	For all agreements except those serviced every month
Less Than	Lower than a specified value	#ID - Less than 1144	For all agreements below #1144
Less Than or Equal To	Lower than or equal to a specified value	#ID - Less than or equal to 1144	For all agreements numbered #1144 or lower
Greater Than	Greater than a specified value	#ID - Greater than 1144	For all agreements numbered above #1144
Greater Than or Equal To	Greater than or equal to a specified value	#ID - Greater than or equal to 1144	For all agreements numbered #1144 or higher
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all agreements with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all agreements whose title begins with Annual
Ends With	Ends with a specified value	Location - TX	For all agreements whose location ends with TX
Blank	No values are in the field	Agreement Notes	For all agreements with no agreement notes
Not Blank	Values in the field	Agreement Notes	For all agreements with agreement notes

Common maintenance agreement reports

Three reports cover most of what teams pull from the Maintenance Agreement tab. Each one keeps whichever columns you want, plus the one column it groups on — drag that column into the grouping bar above the table.

Report	What it shows	Column it must include	Group by
Maintenance agreements by frequency	Your maintenance agreements sorted by frequency of services	Frequency Display Name	Frequency Display Name
Maintenance agreements by billing frequency	Your maintenance agreements sorted by billing frequency	Billing Frequency Display Name	Billing Frequency Display Name
Maintenance agreements by customer	Your maintenance agreements sorted by customer	Customer	Customer

Video walkthrough: Building the by-frequency, by-billing-frequency, and by-customer reports

Build an Occurrences Raw Data report

The Occurrences Raw Data report shows each maintenance agreement occurrence as its own row. A row appears for every occurrence, even when no job has been generated for it. Use it to audit agreement visits against the jobs that were created or scheduled for them.

Select Reporting under the Management tab, then select the Maintenance Agreements tab.
Select Occurrences Raw Data.
Choose the date range, then select Apply.
Select Columns and Filters to shape the report, the same way you do for the agreement report. You can also group, save, and export it as described in How to Use Raw Data Reporting.

The Occurrences Raw Data sub-tab under the Maintenance Agreements tab in Reporting, with the Occurrence Date Range field, the Apply button, and the Occurrence column group in the report table

The columns are grouped by what they describe.

Group	Column	What it holds
Occurrence	Occurrence Month & Year	The month and year of the occurrence, for example May 2026. If a job exists for it, the cell links to the job.
Occurrence	Occurrence Record	Blank if no job has been created. If a job exists, the job title linked to the job record.
Occurrence	Occurrence Schedule Status	Unscheduled if there is no job or the job is not scheduled yet. If the job is scheduled, the date and time it is booked for.
Routine	Routine Title	The name of the routine the occurrence belongs to.
Routine	Routine Plan Type	Scheduled or On-Demand.
Routine	Routine Assets	The assets on the routine.
Scheduled routines	Frequency	How often the routine repeats.
Scheduled routines	Job Generation Rule	The rule FieldPulse uses to create jobs for the routine.
Scheduled routines	Automatically Create for the next	The job generation window for the routine.
On-Demand routines	On-Demand Visit Allowance	The number of included visits.
On-Demand routines	Allowance per	The period the allowance covers: month, quarter, or year.
On-Demand routines	Expire at end of timeframe	Whether unused visits expire at the end of the period.
On-Demand routines	Bank Unused Visits	Whether unused visits roll over to the next period.
Maintenance agreement	Related Maintenance Agreement #ID, Title, Status, Customer, and End Date	The agreement the occurrence belongs to.

The report also includes related job and customer columns, so you can review the agreement, its job, and the customer in one place.

Tips

Total Annual Fee is the column to add up when you want the recurring revenue your agreements represent.
Add the Next Occurrence columns when you want to see which upcoming services already have a job created, what that job’s status is, and when it is booked.
Use the Occurrences Raw Data report to find occurrences with no job. Filter Occurrence Record to blank.

FAQs

Can I save a maintenance agreement report to use again? Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow. Can I export a maintenance agreement report to a spreadsheet? Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Your maintenance agreement report is working when the table returns the agreements you expected for the date range, shows the fee and frequency columns you selected, and rolls the rows up under the column you grouped by.

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How to Create Maintenance Agreement Reports

Overview

Video walkthrough

Before you begin

Set the date range

Choose your columns

Set your filters

Filter operators

Common maintenance agreement reports

Build an Occurrences Raw Data report

Tips

FAQs

​Overview

​Video walkthrough

​Before you begin

​Set the date range

​Choose your columns

​Set your filters

​Filter operators

​Common maintenance agreement reports

​Build an Occurrences Raw Data report

​Tips

​FAQs

​Related articles

Overview

Video walkthrough

Before you begin

Set the date range

Choose your columns

Set your filters

Filter operators

Common maintenance agreement reports

Build an Occurrences Raw Data report

Tips

FAQs

Related articles