Planned Maintenance Contracts and Automatic Work Orders
A contract defines scope, interval (monthly, quarterly, half-yearly, annual) and the equipment covered. When an interval falls due, work orders are generated by a background job — the possibility of forgetting a maintenance visit disappears.
What problem does it solve?
A maintenance schedule tracked by hand slips. A late visit breaches the contract and invites a failure that could have been prevented.
Maintenance contracts are part of the field service module, included in the Pro and Enterprise plans.
What you can do
Contract definition
Contracts are created with customer, scope, start and end dates and value.
Interval definition
Monthly, quarterly, half-yearly or annual intervals, each generating its own work orders.
Covered equipment
Which equipment the contract covers is defined, and maintenance work orders are linked to it.
Automatic work order generation
Work orders are created by a scheduled background job when each interval falls due.
Contract revenue
Revenue tied to contracts is tracked, making the shift from breakdown-driven turnover to steady income visible.
Contract expiry tracking
Contracts approaching their end become visible so the renewal conversation happens in time.
How contract maintenance changes the business model
Revenue in a breakdown-driven service business cannot be forecast: some months are busy, others empty. That swing makes both cash flow and team planning difficult.
Maintenance contracts change the equation. A portfolio of contract customers means a revenue base that exists even without breakdowns, and a workload known in advance.
The second benefit is retention: a customer you visit regularly does not go elsewhere when something does break.
How automatic generation works
Once an interval is defined on a contract, the system creates the work order for each period itself. Generation is handled by a background job running on a schedule, so nobody has to watch a list and remember.
The resulting work orders follow the normal flow: assigned to a technician, visit scheduled, checklist completed and closed.
This removes the possibility of a missed visit entirely — which matters most in portfolios of hundreds of assets where manual tracking was never realistic.
Clear scope prevents disputes
The most common disagreement in maintenance contracts is about scope: if it is unclear which work is included and which parts are chargeable, an argument follows.
Scope and covered equipment are defined in the contract, and maintenance work orders link to that equipment. Work falling outside scope gets its own quote.
Past maintenance records accumulate on the asset too. Showing how much work was done is the strongest argument you have in a renewal negotiation.
How to get started
Define customer and equipment
Create asset records for the equipment the contract will cover.
Create the contract
Enter scope, start and end dates and value.
Set the interval and scope
Define how often maintenance is due and which equipment is covered.
Let generation run
Work orders appear on their own when each interval falls due; you assign them to your team.
Frequently Asked Questions
Are maintenance work orders created automatically?
Yes. When the interval defined on the contract falls due, a background job generates them.
Which intervals can I define?
Monthly, quarterly, half-yearly and annual.
Can I define which equipment a contract covers?
Yes. Covered equipment is defined on the contract and maintenance work orders link to it.
Can I track contract expiry?
Yes. Contracts nearing their end become visible so renewals can be planned in time.
How do I price work outside the contract scope?
Prepare a separate quote for out-of-scope work and send it for the customer's approval.
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