Manage each annual maintenance contract with its visits, renewals and billing.
Annual maintenance contract (AMC) management holds each contract with what it covers, the visits it owes, the amount and the end date. Visits are laid out from the start date, so the schedule does not need counting back at year end. Nothing waits for audit. Renewals appear while the contract is still active, which is when a renewal is easiest to close. Timing matters.
Contracts are often kept as one file per customer in a cupboard, with renewal dates copied from last year’s diary. The technician and the customer remember the number of visits differently, and the signed agreement sits in a box above the office. Nobody trusts the diary.
Each contract carries its services, frequency, value and period. From the start date, the visits it owes appear on the schedule. Done, pending and missed visits are recorded separately, and what the customer has paid sits beside them. Nothing is counted by hand.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- The cupboard file kept for each customer
- A diary with renewal dates copied across each year
- A separate sheet of contract bills
The problems this is meant to ease.
What AMC and service contracts does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Read the contracts
Send a handful of signed contracts and the sheet where visits are ticked. A note follows. It lists the terms to capture and the visit patterns spotted.
Fix the contract layout
Confirm the services, frequencies and billing styles you really sell. Try it on a trial screen. Enter a contract and watch its visit schedule form.
Trial import
Hand over the current contract list, untidy as it is. Planners review the load. Failed contracts are listed, each with its cause.
Train by role
Coordinator, accounts assistant and technicians each name someone for a session. Real contracts are used. The screens feel familiar.
Daily use
Live contracts are keyed in from now on. The old sheet turns read only. Questions from the first renewal cycle get written replies.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Visits completed against visits owed, by contract
- Contracts renewed against contracts that reached their end date
- Chargeable extras that reached an invoice
- Unpaid contract value, by customer
- Visits rescheduled, with the reason recorded
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Technician scheduling
- Job cards
- Service reports
- Invoice management
- WhatsApp reminders
Products that include it.
How we would put it in.
Questions owners ask about AMC and service contracts.
Is this already working in one of your products?
Yes. Our Pest Control Business Management System lays out each contract’s visits from its start date and lists renewals before contracts lapse. The same structure fits lifts, air conditioning and security systems. Only the visit list differs.
Is Excel enough for thirty contracts?
For thirty contracts, often yes, while one person owns the sheet. Problems start when visits are added mid-term, a customer has four sites, or two quarterly visits are missed without notice.
Can it invoice the AMC automatically?
It raises the bill on the schedule you set and leaves the sending to a person. Nothing goes out unseen. Owners usually review a contract bill first, especially the first one after a renewal.
What happens to visits that were not done?
They stay on the contract as missed, with the date they were due. That is visible in July and not only at renewal. Gaps surface early.
How is an AMC module priced?
By its parts. Sites per contract, billing styles and the reminders you want all count. A plain yearly contract needs less than a contract with equipment lists and instalments. After your scope is read, the quotation gives every part its own amount, and the WhatsApp reminders can be removed.
What decides when technicians can open their first schedule?
Mostly the contract data you can hand over. The first usable release holds contract entry, generated visits and a renewal list, and billing joins afterwards. Once the data has been looked at, the proposal sets a date against every stage.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle AMC and service contracts today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements