Creating Service Agreements and Contracts

What Is a Service Agreement?

A service agreement (also called a maintenance contract or service plan) is a formal commitment between you and a customer to perform a defined set of services over a period of time, usually at a set price.

Examples:

• Annual HVAC maintenance plan — two tune-ups per year for $299.
• Quarterly plumbing inspection for a commercial building — 4 visits per year at $600.
• Monthly landscaping contract — ongoing, billed monthly at $250.

Service agreements provide predictable recurring revenue for your business and peace of mind for your customers.

Creating a Service Agreement

1. Go to Billing → Service Agreements → tap + New Agreement.
2. Select the customer the agreement is for.
3. Fill in:

• Agreement name (e.g. "Annual HVAC Comfort Plan").
• Services included — select from your service catalog. Describe what each visit covers.
• Number of visits — how many service calls are included.
• Agreement term — start date and end date (or ongoing / auto-renewing).
• Billing model:
• Upfront — customer pays the full amount when the agreement starts.
• Monthly — divided into equal monthly instalments.
• Per visit — invoiced each time a visit is completed.
• Total price — the agreed amount for the full term.

1. Tap Save Agreement.

Sending the Agreement to the Customer

After saving, tap Send to Customer. The customer receives a professional agreement document with a digital signature field. Once they sign, the agreement status changes to Active and the billing schedule begins.

Scheduling Visits Under an Agreement

When a customer has an active agreement, a Schedule Visit button appears on the agreement detail screen:

1. Tap Schedule Visit.
2. Select the service visit type (e.g. "Spring Tune-Up" visit 1 of 2).
3. Choose the date, time, and technician.
4. Save — the job is created and linked to the agreement.

Completed visits are tracked against the agreement so you and the customer always know how many visits remain.

Renewals

Before an agreement expires, CrewBrix sends you a renewal alert (configurable lead time in Settings → Service Agreements → Renewal Alerts). From the alert:

1. Tap Renew Agreement.
2. Review and update the terms (price, services, term length).
3. Send the renewal to the customer for re-signing.

If the customer doesn't respond, the agreement lapses. If they sign, the new term begins on the day after the previous one expires.

Agreement Billing

For monthly billing agreements, invoices are generated automatically on the billing date each month. No manual action needed.

For per-visit agreements, an invoice is generated automatically when each scheduled visit is marked complete.

Reporting on Agreements

In Billing → Service Agreements → Analytics, see:

• Total active agreements and their combined recurring value (Monthly Recurring Revenue / MRR).
• Agreements expiring in the next 30/60/90 days.
• Renewal rate.