Maintenance Agreement Builder

The maintenance agreement builder lets you offer customers recurring service plans with discounted per-visit pricing. Instead of quoting each visit as a standalone job, you bundle multiple visits into an annual plan at a reduced rate. This creates predictable revenue for your business and gives customers a reason to commit long-term.

What Is a Maintenance Plan

A maintenance plan is a recurring service agreement between your company and a customer. It includes:

• A defined number of visits per year.
• Specific services performed at each visit.
• A discounted rate compared to one-time pricing.
• An annual or monthly total the customer commits to paying.
• Optional auto-renewal terms for subsequent years.

Maintenance plans are attached to residential estimates. The customer receives the maintenance proposal as a separate document from their one-time estimate, and they can accept one, both, or neither independently.

Creating a Maintenance Plan

Maintenance plans are built inside the residential estimate builder during Step 2 (Services and Pricing).

Step-by-Step Process

1. Open the residential estimate builder and complete Step 1 (Client and Property).
2. On Step 2, configure the one-time services as you normally would.
3. Scroll below the main services section.
4. Click + Add Maintenance Plan.

The maintenance plan builder opens as an expanded section within the estimate. It does not replace the one-time estimate -- it supplements it.

Configuring the Plan

The plan builder has several configuration sections that control the structure and pricing of the agreement.

Number of Visits

Set how many visits the plan includes per year. The visit count determines the overall plan value and the per-visit pricing.

Choose a visit count that matches the customer's property needs and your service capacity. Biannual plans are the easiest entry point for customers who are new to recurring service agreements.

Services Per Visit

Select which services are included in each scheduled visit. You can choose any combination of your configured services. The builder lists all available services with checkboxes.

Common service combinations for maintenance plans:

Each visit in the plan receives the same service mix by default. If you need different services on different visits (for example, roof treatment only on the spring visit), note this in the plan terms.

Discount Percentages

Two discount types apply to maintenance plans, and they can be used independently or together.

The all-visit discount is the primary incentive. It should be large enough to make the plan clearly cheaper than booking each visit individually, but not so large that it erodes your margin below acceptable levels.

The multi-year discount is a retention tool. Even a small additional discount (3-5%) significantly increases the likelihood that a customer renews for a second or third year.

How Pricing Works

The plan builder calculates pricing in a specific order:

1. Start with the one-time price for each selected service. These are the same base prices used in the standard estimate.
2. Apply the all-visit discount to get the discounted per-visit price.
3. Multiply the per-visit price by the number of visits to get the annual total.
4. If a multi-year discount applies, reduce the annual total by that percentage for Year 2 and beyond.

Example Calculation

Assume the following one-time service prices:

• House wash: $350
• Gutter cleaning: $200
• Window cleaning: $250
• Total per visit (one-time rates): $800

With a 4-visit plan and a 15% all-visit discount:

• Discounted per-visit price: $800 x 0.85 = $680
• Annual total: $680 x 4 = $2,720
• Customer saves: ($800 x 4) - $2,720 = $480 per year

With an additional 5% multi-year discount in Year 2:

• Year 2 annual total: $2,720 x 0.95 = $2,584
• Year 2 savings vs. one-time: ($800 x 4) - $2,584 = $616 per year

The builder shows both the per-visit price and the annual total so the customer can compare against one-time pricing. The savings amount is highlighted to make the value proposition clear.

Sending Maintenance Proposals

When you send an estimate that includes a maintenance plan, the system generates two separate deliverables.

What the Customer Receives

1. The standard estimate -- Showing the one-time pricing for immediate services. This is the regular proposal the customer views and accepts.
2. A separate maintenance proposal -- Showing the plan details, visit schedule, per-visit breakdown, savings summary, and total annual cost.

The maintenance proposal is sent as its own email with a distinct subject line and body. This keeps the two offers clearly separated so the customer can evaluate each one on its own merits.

Maintenance Proposal Email

The maintenance proposal email includes:

• A summary of the plan (number of visits, services per visit, pricing).
• The total savings compared to booking each visit individually.
• A direct link to view and sign the maintenance agreement online.

Signing the Agreement

The customer signs the maintenance agreement at a dedicated URL. This page displays:

• The full plan details (visits, services, pricing, terms).
• The savings summary.
• An e-signature capture pad.

The maintenance agreement signature is independent of the one-time estimate acceptance. A customer can accept the one-time estimate without signing the maintenance plan, sign the maintenance plan without accepting the one-time estimate, accept both, or decline both.

Auto-Renewal

Maintenance plans support automatic renewal at the end of each contract period.

How Auto-Renewal Works

When auto-renewal is enabled on a plan:

1. The agreement terms specify that the plan renews automatically at the end of each year unless the customer cancels.
2. Before the renewal date, the system can trigger a notification to the customer reminding them of the upcoming renewal.
3. If the customer does not cancel, the plan rolls into the next year at the agreed-upon rate (with the multi-year discount applied, if configured).

Configuring Auto-Renewal

In the plan builder, toggle the Auto-Renewal option. When enabled, the plan terms automatically include renewal language in the agreement the customer signs.

You can also set:

• Renewal notice period -- How many days before the renewal date the customer is notified (e.g., 30 days).
• Price adjustment cap -- An optional maximum percentage by which you can increase pricing at renewal (e.g., 5% annual increase cap).

Cancellation

Customers can cancel a maintenance plan by contacting your office before the renewal date. When a customer cancels, update the plan status in the client profile to stop future renewal notifications.

Managing Active Plans

After a customer signs a maintenance agreement, the plan appears on their client profile under the Maintenance Plans section.

Client Profile View

The client profile shows:

• Plan status -- Active, Pending Renewal, Expired, or Cancelled.
• Visits completed -- How many of the scheduled visits have been performed this year.
• Visits remaining -- How many visits are left in the current period.
• Next scheduled visit -- The date of the next planned visit, if scheduled.
• Annual revenue -- The total annual value of the agreement.

Scheduling Plan Visits

Maintenance plan visits should be scheduled through the regular scheduling system. When creating a job for a plan visit, link it to the maintenance agreement so the visit count updates automatically.

Pricing Maintenance Contracts Effectively

Setting the right discount level is critical. Too small and customers see no reason to commit. Too large and you erode your margins.

Guidelines for Discount Levels

Margin Check

Always review the margin calculator after adding a maintenance plan to an estimate. The discounted pricing affects your overall margin. If the maintenance plan pushes the margin below your target, adjust the discount percentage or the per-visit service mix.

Tips

• Lead with the savings. Customers respond to concrete dollar amounts. "Save $480 per year" is more compelling than "15% off per visit."
• Start with biannual plans. Two visits per year is an easy commitment for homeowners who are new to recurring service agreements. You can always upgrade them to quarterly in the second year.
• Offer multi-year discounts to lock in long-term customers. Even a small additional discount (3-5%) increases retention significantly.
• Send the maintenance proposal as a follow-up. If the customer accepts the one-time estimate but does not respond to the maintenance plan, follow up with a separate email or phone call focused on the plan's value.
• Track renewal rates. The percentage of maintenance plans that renew each year is one of the most important metrics for recurring revenue health. Aim for 75% or higher.
• Bundle the plan into the initial conversation. Presenting the maintenance plan alongside the one-time estimate during the first interaction is more effective than introducing it later.

Troubleshooting

Maintenance plan option is not available

The maintenance plan builder is only available in the residential estimate builder during Step 2. It is not available in the generic quote builder or the commercial proposal builder. Make sure you are creating a residential estimate.

Discount is not applying correctly

Verify the discount percentages in the plan builder. The all-visit discount applies to the base price of each service. If the base service price is incorrect, the discount will produce unexpected results. Check your service pricing at Settings > Pricing.

Customer received the estimate but not the maintenance proposal

The maintenance proposal is sent as a separate email with its own subject line. Check the message log on the estimate detail page to confirm whether the maintenance proposal email was sent. If it was not delivered, resend it from the estimate detail page.

Auto-renewal notification did not send

Verify that the auto-renewal toggle is enabled on the maintenance plan and that the renewal notice period is set. Check the customer's email address for accuracy. Review the message log for delivery errors.

Plan visits are not decrementing

Scheduled jobs must be linked to the maintenance agreement for the visit count to update automatically. When creating a job for a plan visit, select the associated maintenance plan in the job creation form.