Set up the years that follow

Write the maintenance contracts

Why this step

Installation ends; the relationship does not. A maintenance contract is what turns a finished project into recurring revenue and a customer who calls you rather than a competitor.

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What this does

Runs a maintenance contract as a working system: the schedule raises the visits, the visits build the history, and the history is what renewals are sold on — evidence rather than hope.

In WindoorERP the contract has two halves. The AMC plan in the After-Sales app is the operational half: it generates a preventive service order each time the interval comes due. The commercial half — price, scope, exclusions — lives where money always lives, on a sales order; the plan record itself holds no value and raises no invoices.

Steps

01
Sell the contract in Sales: a quotation for the year's servicing, with the scope and the exclusions written into it.
02
Create the plan under After-Sales › AMC Plans: customer, building, category, the Every interval and the first Next Service Date.
03
Let the schedule work — each due date raises a service order with source AMC / Preventive, already linked to the plan.
04
Treat each generated order like any other request: triage it, assign the technician, Schedule it — that is when the customer is emailed.
05
Record every visit on its order: work done, time, photos, materials. This is the record renewal depends on.
06
Quote out-of-scope work through Create Charge Quotation on that visit's order — quoted, not absorbed.
07
Before renewal, open the plan: Service Count and the embedded order list are the year, visit by visit.

Running it well

A visit that is not recorded on its service order cannot be charged for and cannot be renewed against.
The plan has no exclusions field — the exclusions live in the sales contract, so keep that quotation attached to the opportunity where the service team can find it.
Review the building's history before renewal: the plan's own orders plus any callbacks logged against the same Building / Opportunity. A building that consumed twice the visits should not renew at last year's price.
When a contract ends or the customer declines renewal, archive the plan (untick Active) — nothing expires it for you, and a forgotten plan keeps generating unsold work forever.

Example

A quarterly-adjustment contract across a tower shows four orders on the plan in a year — plus three chargeable callbacks on the same building, each with its charge quotation. At renewal that history is the argument for the new price.