A maintenance agreement defines the customer’s sites and equipment, maintenance intervals, service commitments and work covered by the fee. Open Field service → Maintenance agreements to manage agreements.
Set up recurring maintenance
Add an agreement item for each recurring job. Select a site or piece of equipment, a work type and an interval, such as every six months. Upcoming maintenance appears in the agreement schedule before work orders are created.
As maintenance approaches, Kelomo creates a work order and suggests a visit within the allowed maintenance window. Public holidays, absences and technician availability may affect the suggested time, but they do not change the maintenance due date.
If no suitable slot is available, the work order remains unscheduled in Dispatch. Check overdue maintenance too: a scheduling proposal does not guarantee that every job can be fitted in.
If maintenance will not be carried out, mark it as skipped and give a reason. The missed maintenance and its reason remain in the history.
Set up billing
The agreement’s billing mode determines which work is charged separately:
- Included in the fee: maintenance covered by the agreement is not charged separately. You can also include fault callouts in the fee.
- Billed separately: the agreement sets prices and service commitments, but completed work is billed separately.
An agreement can include an allowance of hours per work order. Kelomo separates work covered by the allowance from billable hours above it. The allowance does not restart for each visit on the same work order.
The agreement fee can be billed monthly, quarterly or annually. Also check which parts and other charges are included.
Review expiring agreements
Expiring agreements appear in the agreement list. If CRM is enabled and a renewal mode is set for the agreement, Kelomo can create a renewal opportunity before the notice deadline.
Use the opportunity to discuss renewal with the customer. Creating an opportunity does not mean the customer has accepted a new agreement.