Sell maintenance agreements

In the app: Field → Service Agreements9 stepsOpen it in the app →

1. 1Step 1: Load the starters for your trades

   Open Field → Service Agreements and go to Templates. Click Load starters for my trades. You get agreements worded for the trades you do, like a two-visit Comfort Club for HVAC or Plumbing Care with a yearly water heater flush. Each comes with a visit checklist, the systems it can include, perks and prices.

2. 2Step 2: Make them yours

   Click Edit on a template to change the name, monthly and yearly price, visits a year, what’s included, the checklist, perks such as priority service or a repair discount, and exclusions. A maintenance agreement can’t promise to pay for repairs or parts. Offer a member repair discount instead.

3. 3Step 3: Bill at each visit: % of a contract or per system

   On a template, How it bills can be the yearly or monthly price, % of the contract, each visit (for example a quarterly plan billed 25% of the contract value at each visit), or Price per system, each visit (for example $150 per system, so 3 systems bill $450 at each visit). When you sell a per-visit plan you enter the contract value or the number of systems instead of a price. Each visit gets its own bill on its date as a draft invoice for you to review. Nothing is sent or charged by itself, and the plan’s checklist goes on every visit job.

   Pick the Service location when the customer has more than one address. The visit jobs and bills go to that address, so a customer with three properties gets one agreement for each. No visit date yet? Tick To be scheduled. The agreement is saved with no bills or visits, and a Gold plan can wait for its contract value too. When you know the date, open the agreement, enter the first visit (and the contract value if it’s missing) and click Schedule. The year’s visits and draft bills are laid out from that date.

4. 4Step 4: Sell one

   Go to Sell, or click ＋ Add agreement on a customer’s page or ＋ Agreement in the estimate builder. Pick the customer and the agreement, choose monthly or yearly billing, and either send an invoice with a pay link or record a cash or check payment. When you send an invoice, it’s emailed to the customer right away with a pay link (untick Email the invoice to skip that). Customers can also sign up on your online plan page (the link is under Settings), and the agreement starts once the first invoice is paid.

5. 5Step 5: Tell the books what a payment covers

   When an agreement is paid, you’re asked once: Does this payment cover future visits? Answer it on the Sell screen, or open the agreement later (the office gets a notice when a paid agreement hasn’t been answered).

   • Yes, it pays ahead for visits. Enter how many visits it covers this term and how many are already done. The share for visits already done counts as earned now, and the rest is held as unearned until each visit is done. Example: 2 visits a year paid up front, 1 done, so half is earned and half is held.
   • No, it covers this period only (month-to-month). Each payment counts as earned when it’s billed, and nothing is held for future visits.

   The agreement shows the result in one line, like $200.00 earned, $200.00 still owed in visits. The answer is remembered for every bill after that, and Change lets you update it. Maintenance contracts billed one visit at a time don’t ask.

6. 6Step 6: Visits become jobs

   The visits are laid out across the year and each one becomes a job tagged with the agreement and its visit number, like Comfort Club visit 1/2. Jobs are created 60 days ahead (you can change that). When the tech completes the job, the visit counts as delivered. To remind customers before a visit, turn on Maintenance / tune-up due in Settings → Automatic Messages. It’s off until you turn it on.

7. 7Step 7: Perks show up where your team works

   The customer page and the tech’s ticket show the membership and its perks, for example Comfort Club member: priority service, 15% off repairs.

8. 8Step 8: Renewals and cancellations

   Agreements renew automatically unless you turn that off, and the office gets a notice before each renewal. To cancel, open the agreement and click Cancel. Under Settings you choose the refund rule: prorated for paid visits not yet delivered (less any cancellation fee), no refund, or a full refund.

9. 9Step 9: Watch the numbers

   Reports shows active agreements, monthly and yearly recurring revenue, visits owed vs delivered, renewals due, cancellations and the unearned balance. A card on your dashboard shows the same at a glance.

Your ticks are saved in this browser only. Updated October 2026.