Maintenance plan agreement template

A maintenance plan agreement is the written promise behind a recurring contract. It says which equipment gets which checks, at which Location, and how many times a year. It also gives the price for each period, how long the plan runs and how either side ends it. It is one page because the customer signs it once and reads it again only when something goes wrong.

The PDF downloads from this page, with an example filled in.

What goes on a maintenance plan agreement?

1. The parties and the Location. The customer's name and company, the Billing address, and the Location where the visits happen. A plan for three gates at two Locations names all three.
2. The plan. A name the customer recognises ("Gate maintenance"), the start date and the length, such as 12 months.
3. What each visit includes. Written as checks with outcomes, not as "service": "photo eyes and edge sensors tested; the gate reverses on contact". Each line is something a technician can do and a customer can see was done.
4. Visits each year, and when. "Four scheduled visits each year, one in each quarter." The count and the rhythm together.
5. The price and the billing. The price for each period and how it is invoiced, such as by email on the 1st of each month. Then the payment terms.
6. What is not included. Parts and repairs. Say how they are handled: quoted first, done only after acceptance.
7. Renewal and price change. What happens at the end of the length: the plan continues month to month, or it ends. Then how much notice a new price needs.
8. Cancellation. Who can cancel, with how much written notice, and what happens to invoices already sent.
9. Acceptance. A name, a signature and a date for each side.

Why write each visit as a checklist?

Because "quarterly maintenance" means a different thing to the technician, the office and the customer. A technician with a checklist does the same work every visit. A customer who reads the same list on the agreement knows what was paid for. When a gate fails between visits, the first question is whether the last visit tested it. A checklist on the agreement and stamped photos from the visit answer that question in one minute.

What makes renewal and cancellation hold up?

Plain dates and plain notice periods. "After 12 months the plan continues month to month" is a sentence nobody can read two ways. "Either side can cancel with 30 days' written notice" tells both sides what to do and how long it takes. Say what happens to an invoice already sent: it stays due. A price change needs notice before it starts, so the customer is never billed a new price they did not see.

How does it work in Combdex?

The agreement is a quote. The visit and its checks are the lines. The renewal and cancellation text goes in the quote's terms. The quote goes to the contact as a link, and the contact accepts and signs it on a phone. The accepted version is archived with its time. Sending, acceptance and signature covers each step.

Each visit is a session on the calendar, assigned to the technician, with the contact and the Location on it. Add the checklist as tasks on the session. Save it once as a task template on the phone, and every visit has the same steps. Photos taken on the visit are stamped with time and place when the shutter fires, and file to the session. Job-site photos covers the stamp.

Each period is an invoice, sent with its link, and the contact pays it online when your payment account is connected.

A worked example (invented details)

An owners association has one slide gate at its main entrance. The plan has four visits each year, one in each quarter. Each visit covers the operator, the safety devices, the vehicle loop, the battery backup and the keypad. One price each month, invoiced by email on the 1st, net 15. Parts and repairs are quoted first. After 12 months the plan continues month to month, and either side can cancel with 30 days' written notice.

On the second visit the technician finds the photo eyes reused and near the end of their life. He photographs them, writes it in the session notes, and the office sends a quote for the replacement. The plan pays for the visit; the quote pays for the photo eyes. The site photo report template is the record of that visit, and the gate and access-control trade page has the lines this example uses.

What this page does not have yet

There is no editable version of the PDF. Recurring billing from a service plan in Combdex is switched on company by company and is not open to every account yet. This page describes the quote, session and invoice path that every account has today.