Agreement record
What it's for
An agreement record is one maintenance plan in full: what it includes, what it covers, the visits it has produced, what it has billed, and whether it is making money. It is where a renewal conversation gets its facts.
Reach it by opening any row on Service & Assets → Agreements, or from a
customer or a covered unit. The route is /agreements/<agreement>.
Tabs
- Overview — the plan at a glance, with the side panels below.
- Visits — the maintenance visits this plan calls for, with Visit type, Route, Frequency, Next due, and Status.
- Covered equipment — the units under coverage, with Type, Make / Model, Serial, Age, Refrigerant, Tonnage, Warranty, SLA response, Last PM, and Coverage.
- Invoices — what the plan has billed: Invoice #, Issued, Due, Total, Balance.
- P&L — the plan's profitability: Annual value, Revenue, Margin.
- MSA sites — the sites under this master agreement, where one applies.
- History — the audit trail, including price changes with their Prior price and New price.
Panels and controls
Fact strip
Agreement #, Customer, Plan, Billing, Covered units, and Annual value.
Actions
- Renew + Invoice rolls the agreement into its next term and raises the renewal invoice in one move. A renewal can be undone if it was raised in error, so a mistake is a correction rather than a mess.
- Schedule visit books one of the plan's due visits.
- Edit opens the agreement's fields.
- Profitability drill-down goes from the headline margin to the jobs behind it.
Side panels
- What's included — PM visits, Cadence, and Priority dispatch: what the customer is actually buying.
- Billing — Monthly and Annual value, when it Renews, whether Auto-renew is on, plus Recognized revenue and Contract value.
Coverage
Adding a unit to coverage and removing one are both done here. Coverage is what gives a unit its projected next-service date and lowers its risk score, so adding a unit has effects well beyond this screen.
What it accepts
Coverage takes units; everything else is edited on the agreement's edit form, covered on its own page. The record itself accepts:
| Field | Format | Required | Rule |
|---|---|---|---|
| Covered equipment | Pick units belonging to this customer | No | Adding one starts its projected service schedule |
| Visit schedule | A date and visit type | Yes, to schedule | Raises a maintenance work order against the plan |
How to configure it
- Agreements settings decide the cadences and whether auto-renew is the default.
- Invoicing settings decide what Renew + Invoice produces and whether it needs approval before sending.
- Job costing settings decide how cost lands in the P&L tab, which is what makes the margin real rather than notional.
Who can see it
This screen sits behind the Agreements area.
Owners, office managers and dispatchers can open it. Technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.