Service agreements: visits made for you, assets and renewals

Service agreements is an add-on, included in Pro and Enterprise, that an owner switches on in Settings, then Integrations & Add-ons. It is for businesses that look after their customers’ equipment on a schedule: fire, air conditioning, pools, pest, electrical and more.

A service agreement belongs to a client and one of their sites. It never changes a job’s status: each visit it makes is an ordinary job, scheduled like any other.

Once it is on, the menu has Service agreements, with Agreements and Assets, and each client’s page has a Service agreements section and an Assets section.

Add your customers’ assets

If your business moved across from ServiceM8, the assets it held are already in Assets, with the details ServiceM8 kept for each one. A change you make here stays when ServiceM8 is checked again.

An asset is archived, never deleted, so its history stays. Archive and Restore are on the asset’s page, and Show archived lists archived assets.

1. 1.Open the client and click Add asset in their Assets section, or open Assets and click Add asset.
2. 2.Give it a name, and if you like a type, where it is, an asset code, a serial number, the make and model, and when it was installed.
3. 3.Click Add asset.

Set up an agreement

Every 3 months, every 6 months and every year count from the first visit, on the same day of the month. A month without that day uses its last day, so the 31st is 30 April.

Owners, and anyone whose role has Service agreements at Edit, can set up and change agreements and assets.

1. 1.Open the client and click New agreement in their Service agreements section, or open Agreements and click New agreement.
2. 2.Choose the site, give the agreement a name and say what is covered.
3. 3.Under Assets covered, tick the assets each visit looks after.
4. 4.Under Visits, choose How often (Every week, Every 2 weeks, Every month, Every 3 months, Every 6 months or Every year), the First visit, the Visit time and the Visit length (minutes), and the crew.
5. 5.Choose when it Ends, or leave it empty for no end date.
6. 6.Under Price, choose how it is Billed: Each visit, or A fixed price per period (monthly, quarterly or yearly). Prices are ex GST.
7. 7.Click Create agreement.

How the visits are made

Each visit is made as a job a number of days before its date: Book visits ahead (days), 14 unless you change it. The job has the client, the site, the crew, the time, what is covered and the assets to service, so you can confirm it with the customer and the crew see it on their day. Visits are made every night, in your business’s time zone, and saving an agreement makes the ones already due straight away.

A visit is never made twice for the same day, and a visit job you delete is not made again. Visits are never made for a day that has passed.

The calendar shows the visits still to come before their jobs are made. The Recurring tab on the Operations board lists each agreement’s schedule with a Service agreement label; it opens the agreement, where the schedule is changed.

Changing an agreement changes the visits still to be made. Visits already made stay as they are: move or change them like any job.

Visits are made by the same switch as recurring jobs. If Create recurring jobs is switched off in Settings, then Automations, no visits are made.

On the visit

A visit job has a Service visit section after the Checklist. It lists the assets to service, and for each one the crew mark Serviced, Needs attention or Not serviced, with a note (Add a note). Anyone who can work on the job’s activity can mark them. The section’s heading says how the visit is going, for example 3 of 5 serviced, 1 needs attention.

In VexOp Field the crew see the same list on the job, mark each asset and add notes and photos for each one.

Each asset’s history

An asset’s page shows its details, the service agreements that cover it, and its History: every visit, with how the asset fared, the note and who marked it, and the forms filled in on that visit.

Invoicing

Billed Each visit: every visit job carries the agreement’s price. Create invoice on the visit starts one line, the visit and its date, at that price. An automation that creates an invoice from a job’s lines uses it too.

Billed A fixed price per period: the agreement’s Billing section lists each period, To invoice from its first day. Click Create invoice to raise that period’s invoice at the agreement’s price; you check it before it is saved, and the period then reads Invoiced. An agreement billed by the period runs in whole periods, so it ends on the last day of one.

VexOp never raises or sends an invoice for an agreement by itself.

Renewals

Before an agreement ends you, and anyone whose role has Service agreements at View, are told in the bell: Service agreement ending. It comes once, the number of days before the end set in Renewal reminder (days before the end), 30 unless you change it. The agreement reads Renewal due in the list.

To renew, open the agreement, click the three dots, then Renew, and choose the new end date. The visits carry on to it. An agreement that is not renewed ends on its end date and makes no more visits.

Pause, cancel or delete

Pause visits stops new visits until you Resume visits; visits that fell while it was paused are not made. Cancel agreement stops it for good and keeps it as a record. Visits already made stay on the schedule either way.

Delete is only for an agreement that has made no visit, by anyone whose role has Service agreements at Delete.

Who sees what

Security roles have a Service agreements area: View to see agreements and assets, Edit to change them, Delete to delete an agreement that has made no visit. It shows in the role editor while the add-on is on. A team member’s existing role starts at None, so nothing changes until an owner chooses.

If Service agreements is switched off

Every agreement, asset and visit is kept, but the menu, the client sections, the visit section, the calendar’s projected visits and the renewal reminders are hidden, and no visits are made. Switch it back on and it all comes back, and visits are made again from then. See the article on switching add-ons on and off.