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.
• Projection — the visits still to come on this agreement's named visit schedules over the next 12 months. Booked visits are left out. Columns are Due, Visit type, Site, and Route (a dash when there is no route). With none, it says No projected visits. Open full projection opens the full projection filtered to this agreement.
• 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.
• Schedule of values — the plan's progress-billing schedule, when it has one: each line's scheduled value and billed to date, plus the retention rate.
• P&L — the plan's profitability: Annual value, Revenue, Margin.
• MSA sites — the sites under this master agreement, where one applies.
• History — renewal history with Date, Kind (Renewal or Anniversary step), Prior price, New price, Change, Invoiced, Source, and Undo. Source reads Price schedule when that step used a year price from Edit. Undo is only on the newest renewal that can still be undone. An anniversary step has no Undo. Service history for covered equipment is listed under that table.

Panels and controls

Fact strip

Agreement #, Customer, Plan, Billing, Covered units, and Annual value.

Actions

• Renew + Invoice opens Renew agreement. It rolls the agreement into its next term. New end date defaults to the current end plus the term; a date inside the first year prorates the draft invoice. When Billing frequency is Monthly, Quarterly, or Annually, the renewal adds that term's installments and does not also draft a full-year invoice. The steps are in Understand agreement billing and renewal. A renewal can be undone from History if it was raised in error.
• 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. Next-term price appears here only while one is waiting, as the amount "from next renewal".
• Billing — Monthly and Annual value, when it Renews, whether Auto-renew is on, plus Recognized revenue and Contract value. Billed is Monthly, Quarterly, or Annually when a billing frequency is set. It is absent on a custom schedule.

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.

Schedule of values

Before a schedule exists, this section is empty with a Set up schedule of values button. It opens a side panel to add lines — each a description and a scheduled value, in dollars — reorder or remove them, and set one retention rate for the agreement (0–100%, up to two decimal places). Save records it.

Once a schedule exists, the section lists each line with its scheduled value and billed to date, plus the retention rate. Edit schedule of values changes lines and the retention rate freely until the first progress bill exists. After that, the schedule and retention rate are locked — changes after billing are not supported yet.

Bill progress opens a side panel to record billing against the schedule: enter % complete to date for each line, and the amount billed this time is the difference from what was billed before, rounded to the cent. Optionally Release retention (defaults to $0.00, up to the retention held so far). Saving creates a draft invoice. Only one progress bill can be open at a time — a new one is refused while the previous progress invoice is still a draft. Reopening Bill progress while that invoice is a draft edits it in place; once the invoice is sent it can't change. No line can be billed past its scheduled value.

The draft invoice carries one line per schedule line billed this time. Its subtotal is the gross work billed, sales tax is charged on that gross amount, and the balance due is the subtotal plus tax, less retention held this time, plus retention released. Retention itself never shows as a line item. On a progress invoice, the regular line editor is turned off — lines change only through this schedule of values.

Progress invoices build on each other: each one starts from what the ones before it billed and held back. So only the most recent progress invoice can be voided or deleted. To undo an earlier one, void or delete the later progress invoices first, newest first. Thermal refuses anything else and changes nothing, and the message names the later invoice to deal with first. Once the latest one is voided, the next Bill progress starts again from what the remaining invoices billed.

Owners, office managers and dispatchers can set up or edit the schedule, or bill progress. Technicians cannot.

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:

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.