This article shows you how to set up a maintenance contract for recurring work such as lawn mowing, water feature maintenance, etc.

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Before you begin building your maintenance contracts, it is important to determine how you will invoice the customer for this work. The options are Quoted Price, Time & Materials, and Flat Rate.

Quoted price means you are setting the price per cut, and can bill in advance of the service being completed, or after the service has been completed. Either way.

Example:

You create a maintenance contract, and a recurring task, and set the Final Price in that recurring task to be $50 per lawn cut. You mark those tasks as approved, and you can now bill for them in advance, or after, or whenever you want. (This is the most common scenario, and the one we recommend)

Time & Materials means you will bill the customer for whatever time and materials you provide.

Example:

You logged 3.71 hrs of time, and replaced a few sprinkler heads, and added a service fee for the Irrigation System Spring Opening.

The customer will get billed for the 3.71 hrs at your labor rate, for each of the sprinkler heads, and the Irrigation System Spring Opening fee.

Flat Rate means you will bill the customer on a flat rate basis. By "flat rate" we mean that if your provide a service for a fixed fee, such as $50 per lawn cut, then regardless if it took you 15 min or 40 min to cut that lawn, the customer will get billed $50. It's just like T&M except labor is ignored. It assumes you have the cost of your labor already figured into your fees, such as that $50 Lawn Cut Fee item in your Item Catalog. Only Fees, Material, and Equipment items are applied to the bill.

Note:

To create a fee, simply create a new item in your item catalog, name it, and make sure you class it as a "Material" item. Then add that fee item to each recurring task, and your guys can "+1", or "check off" that they completed that service when they clock out of that task, and that will automatically add the fee to the billable total for the next time you invoice that customer.

Example:

You logged 3.71 hrs of time, and replaced a few sprinkler heads, and added a service fee for the Irrigation System Spring Opening.

The customer will get billed for each of the sprinkler heads and the Irrigation System Spring Opening fee. The 3.71 hrs of labor will have no effect on the bill.

Flat Rate assumes you built the cost of the labor into, in this example, your Irrigation System Spring Opening fee, for which you are charging the customer.

Click on the +New button on the main sidebar on the left and select Maintenance Contract

Search for and select the customer that you're creating a contract for, then select their property and click the blue Create button.

Name the contract.

You are now ready to add Tasks to this Contract. Click the Create New Task button.

Enter the Task Name, Cost Code, Division, and the number of Scheduled Visits. Then hit the blue Add Task button.

Now you're ready to add items that you'll need to complete the task. Click the green Open Catalog Browser button.

Search and double-click the items you want to add to the task and adjust the quantity.

You can add as many tasks to the contract as you like. Repeat steps 4-7 for each task.

After you have added all the items necessary to complete the task hit the green Save icon.

That's it! You've completed creating a Maintenance Contract. Now you are ready to go schedule it. You can follow the tutorial to do so here in this article.

Let me know if you have any questions! Just use the chatbox to ask your question.

-Weston