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Renew maintenance contracts with simPRO

Roll next year's maintenance agreement forward in QuoteCloud, let the client pick the service level and sign it, and have a Zap open the new term's first service job in simPRO. If an agreement expires unsigned, a simPRO lead puts it back in front of the account manager.

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Send renewals from a QuoteCloud maintenance agreement template with service levels and an expiry date. When one is signed, a Zap finds the customer and site in simPRO, creates the new term's first service job and attaches the agreement. A second Zap on Document Expired creates a simPRO lead. QuoteCloud's Zapier app is on Essentials and up.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Halden Climate Co.'s renewal agreement HC-PM-0549 for Calder Street Dental: three service levels a month (Essential $260, Standard $330, Priority $410, plus tax), Standard picked, and a 12-month term from 15 Nov 2026 to 14 Nov 2027. In front, an illustration of simPRO service job 30461, the first visit of the new term at 9 Calder Street, due Mon 16 Nov 2026, with the signed agreement attached by a Zap.

Why renew the agreement in QuoteCloud?

Halden Climate Co. runs dozens of maintenance agreements, and each one ends on a date. Calder Street Dental's rooftop plant agreement, HC-PM-0301, ends on 14 November. The practice manager needs to see next year's service levels and price, pick one and sign before the first visit is due, not find out from an invoice.

So Dev Malhotra rolls the agreement forward in QuoteCloud: the same equipment and visit schedule, three service levels to choose from, the monthly charges Halden will invoice and a clear expiry date. When Mei Lin Tran signs, a Zap opens the new term's first service job in simPRO at 9 Calder Street with the signed agreement attached, and the visits carry on without a gap.

  • The client chooses the service level; a Zap never picks it for them.
  • Nothing renews by itself: each term is a new agreement the client signs.
  • The recurring visits and invoices stay in simPRO, where Halden schedules and bills them.

One renewal, from 45 days out to the first visit

Halden's routine for each agreement before it ends, with the QuoteCloud feature or Zap used at each step.

  1. 45 days

    See what's ending

    The Expiring Soon filter lists every agreement whose expiry date is coming up, Calder Street Dental's among them.

    Expiring Soon
  2. 35 days

    Roll it forward

    Start from this year's agreement: same equipment and schedule, next year's prices, a new expiry date.

    Template + data items
  3. 30 days

    Send the renewal

    The practice manager reads it on her phone, picks a service level and signs.

    Send & eSign
  4. 18 days

    Signed: open the job

    A Zap creates the new term's first service job in simPRO with the signed agreement attached.

    Zapier
  5. Expiry

    Unsigned? A lead

    If an agreement expires unsigned instead, a second Zap creates a simPRO lead for the account manager.

    Zapier

Halden's process, drawn by us. QuoteCloud shows expiry dates and sends what you choose; it doesn't renew agreements or bill the monthly charges by itself.

How does a signed renewal open the next service job?

Two lookups, the first job of the new term, then the agreement on it.

ZapRenewal signed: first job of the new term

  1. When QuoteCloudTriggerDocument Signing CompleteFires once every signer has signed.Passes on
    • Reference
    • simPRO customer
    • Site
    • Service manager
  2. Only if Filter by ZapierFilterOnly documents made from your maintenance agreement template.
  3. Then simPROSearchFind Company CustomerA renewing client is already in simPRO.Searches on
    • Company Name
  4. Then simPROSearchFind SiteSearches on
    • Name
  5. Then simPROActionCreate Service JobMapped in
    • Customer
    • Site
    • Order Number
    • Name
    • Due Date
    • Salesperson
  6. Then QuoteCloudActionGenerate or Fetch Document PDF LinkThe link is short-lived, so the next step uses it straight away.Mapped in
    • Document
  7. Then simPROActionAttach File to JobMapped in
    • Job
    • File (the PDF link)
    • Filename

The office renews the customer's contract and recurring visits in simPRO as it does now; the Zap makes sure the first visit is booked and the technician has the signed agreement. The same job can be built in Make, bring your own.

Mei Lin Tran picks Standard and signs HC-PM-0549 on Tuesday morning. A minute later, service job 30461, Maintenance 2026–27 visit 1, is in simPRO at 9 Calder Street, due Monday 16 November, with the signed agreement attached.

Result

The new term's first visit is booked in simPRO the minute the renewal is signed, with the agreement the technician needs on the job.

QuoteCloud's Zapier app: Essentials and up

How HVAC contractors write maintenance agreements

And if the agreement expires unsigned?

A second, smaller Zap puts it back in front of the account manager in simPRO.

ZapRenewal expired: simPRO lead

  1. When QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned.Passes on
    • Reference
    • Title
    • simPRO customer
    • Site
  2. Only if Filter by ZapierFilterOnly maintenance agreements.
  3. Then simPROSearchFind Company CustomerSearches on
    • Company Name
  4. Then simPROSearchFind SiteSearches on
    • Name
  5. Then simPROActionCreate LeadMapped in
    • Customer
    • Site
    • Lead Name
    • Follow Up Date
    • Sales Person

Riverbend Library's agreement, HC-PM-0288, passes its expiry date unsigned. The Zap creates a simPRO lead, Renew HC-PM-0288, with a follow-up date two days out, for Dev to call.

Result

An unsigned renewal turns into a dated follow-up in simPRO instead of a gap in the maintenance schedule.

QuoteCloud's Zapier app: Essentials and up

Test both Zaps safely

The renewal the client signs

Service levels as a single choice, the visit schedule month by month, the monthly charges Halden will invoice and the term with its expiry date. The client picks and signs; Halden invoices from simPRO.

  • Charges are listed in the agreement; QuoteCloud doesn't bill them.
  • If you ask for a payment on signing, QuoteCloud Payments takes it through Stripe or PayPal, with automated payment reminders.
  • Custom data items and QuoteCloud Payments are on Essentials and up.
The full maintenance agreement
Halden Climate Co.Maintenance agreement HC-PM-0549 Sample · fictional business

Your service plan

ServiceHow oftenPer month
Rooftop packaged unit, serviceQuarterly$180.00
Surgery splits × 5, service & filtersQuarterly$120.00
Steriliser-room exhaust fanEvery 6 months$30.00
Monthly
$330.00
Term
12 months · $3,960
  1. N
  2. D
  3. J
  4. F
  5. M
  6. A
  7. M
  8. J
  9. J
  10. A
  11. S
  12. O

Visit schedule Standard · Nov 2026 – Oct 2027

ServiceNovDecJanFebMarAprMayJunJulAugSepOct
Rooftop packaged unitQuarterly1 visitnonenone1 visitnonenone1 visitnonenone1 visitnonenone
Surgery splits & filtersQuarterly1 visitnonenone1 visitnonenone1 visitnonenone1 visitnonenone
Steriliser-room exhaustEvery 6 months1 visitnonenonenonenonenone1 visitnonenonenonenonenone
Visits300200300200

Visits booked before 8 am so the surgeries open on time.

Accept and sign

Mei Lin Tran · Practice manager, Calder Street Dental

Signed online · Tue 27 Oct, 10:12 am

Agreement summary

Service level
Standard
Monthly
$330.00 + tax
Term
12 months
Expires
14 Nov 2027

Certificate of authenticity and audit trail attached

Which agreements are ending?

QuoteCloud's Expiring Soon filter lists every agreement nearing its expiry date, so the renewals go out on time. Pair it with the Zaps above and every agreement ends as a new job or a lead in simPRO.

What the Zaps can and can't do
Documents · Expiring soonHalden Climate Co. Sample data
  • All
  • Awaiting signature
  • Accepted
  • Expiring soon

2 maintenance agreements expire in the next 45 days

  • Preventive maintenance, 12 monthsRiverbend Library · HC-PM-0288 Expires 31 Octin 30 days Accepted
  • Rooftop plant maintenanceCalder Street Dental · HC-PM-0301 Expires 14 Novin 44 days Accepted

Variations for maintenance teams

Other ways to run renewals with simPRO, and the Make route.

  • Start the draft on a schedule

    Schedule by Zapier can run QuoteCloud's Duplicate or Revise Document on a set date to start next year's draft from this year's agreement. Check the fee for documents it creates before you rely on it.

  • Send on a date

    Scheduled document send, on Business, sends the renewal on the day you pick, so it lands a set number of days before expiry.

  • Tell the service team

    Add Slack's or Microsoft Teams' Send Channel Message to the signed Zap, with the service level and the first visit date.

  • Build it in Make instead

    Bring your own: call QuoteCloud's API through Make's built-in OAuth connection, and open the job with Make's own tools for simPRO or simPRO's API.

Build it with a free trial

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial, set up your agreement template and test both Zaps with a test customer.

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Build the renewal Zaps in five steps

  1. Set up the agreement template

    Add service levels, the visit schedule, the terms with an expiry date and simPRO customer and Site data items to your QuoteCloud maintenance agreement template.

  2. Signed: trigger and filter

    In Zapier, choose QuoteCloud's Document Signing Complete, then a Filter by Zapier step for the agreement template.

  3. Find, create, attach

    Add simPRO's Find Company Customer and Find Site, Create Service Job with the first visit's due date, then Generate or Fetch Document PDF Link and Attach File to Job.

  4. Expired: the lead Zap

    Build a second Zap on Document Expired with the same searches and simPRO's Create Lead, with a follow-up date.

  5. Test, then turn them on

    Sign one test agreement and let another expire, check the job and the lead in simPRO, then switch both Zaps on.

Questions about maintenance renewals and simPRO

Can the Zap renew the customer contract in simPRO?

No. simPRO's Zapier app has no action that creates or renews a customer contract, so the office renews it in simPRO as now. The Zap creates the new term's first service job with Create Service Job and attaches the signed agreement, so the first visit is booked and documented.

Does QuoteCloud renew or bill the agreement automatically?

No. Each term is a new agreement the client signs, with its own expiry date. The monthly charges are listed in the agreement and invoiced by you, from simPRO. QuoteCloud shows which agreements are expiring and sends the renewal when you choose.

What happens if a renewal isn't signed in time?

QuoteCloud's Document Expired trigger fires when the agreement passes its expiry date unsigned. A Zap can then find the customer and site in simPRO and create a lead with Create Lead and a follow-up date, so the account manager calls before the maintenance lapses.

Can the client choose a different service level at renewal?

Yes. Put the service levels in the agreement as a single choice, and the client picks one before signing. A Zap never picks the level for them. Map the chosen level into the job's description if your trigger's test data carries it.

More simPRO questions

More on QuoteCloud and simPRO

Five use cases with the exact Zapier steps, then how to connect, test and what it costs.

Renewed in QuoteCloud. Booked in simPRO.

Start a free 14-day trial, set up your maintenance agreement template and build the renewal Zaps with a test customer.

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