Apartment and commercial plumbing maintenance, agreed and renewed
Scheduled services as repeating charges, the testing schedule month by month, an expiry date, and renewals sent to every building manager at once.
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Maintenance plumbers use QuoteCloud to send apartment and commercial agreements: each scheduled service a repeating charge in the agreement, the testing schedule as a month-by-month table, terms with an expiry date, and the building manager's signature. The Expiring Soon filter lists agreements near their end, and renewal offers can be bulk-sent.
Three pages of a sample plumbing maintenance agreement from a fictional business, Weirbrook Plumbing & Gas, for Juniper Court Owners' Association, taking turns at the front: the cover with the building; the scheduled services as repeating charges, five services totalling $1,190 a month plus tax over 12 months; and the service and testing schedule from November 2026 to October 2027, with backflow testing in March and mixing valves in June.
The Juniper Court agreement, page by page
Forty-eight apartments, three buildings and one plumbing maintenance agreement, as Bianca Moretti from the building manager's office reads it. Every page is a QuoteCloud block in Weirbrook's maintenance agreement template.
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Weirbrook Plumbing & GasBuilding maintenance agreement WP-MA-0612 Sample · fictional business
Building maintenance agreement
Plumbing maintenance agreement, Juniper Court
Scheduled plumbing services for Juniper Court's three buildings over the next 12 months: the central hot water plant, backflow devices, thermostatic mixing valves, stormwater and the sewer pump-out pit. Repairs are quoted separately and only started once the committee approves.
The building
Opens on the building, not a price
The cover names the owners' association and the scope in plain words: the hot water plant, backflow devices, mixing valves, stormwater and the pump-out pit. Repairs are quoted separately, so the committee knows what this agreement covers.
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Weirbrook Plumbing & GasBuilding maintenance agreement WP-MA-0612 Sample · fictional business
Scheduled services
Service How often Per month Central gas hot water plant, 2 heaters Quarterly $420.00 Backflow devices, 3 testable Annual test $145.00 Thermostatic mixing valves, 6 Annual service $210.00 Stormwater pits & gutters Every 6 months $265.00 Sewer pump-out pit & pumps Quarterly $150.00 - Monthly
- $1,190.00
- Term
- 12 months · $14,280
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Scheduled services
Each service a repeating charge
Five scheduled services, each with how often it's done and its monthly charge: $1,190 a month plus tax over 12 months. The charges are shown in the agreement; Weirbrook invoices them from its own accounts, as it does now.
Repeating price items in price tables -
Weirbrook Plumbing & GasBuilding maintenance agreement WP-MA-0612 Sample · fictional business
Service & testing schedule Nov 2026 – Oct 2027
Service Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Hot water plantQuarterly 1 visit none none 1 visit none none 1 visit none none 1 visit none none Backflow testingAnnual none none none none 1 visit none none none none none none none Mixing valvesAnnual none none none none none none none 1 visit none none none none Stormwater & gutters6-monthly none 1 visit none none none none 1 visit none none none none none Pump-out pitQuarterly none 1 visit none none 1 visit none none 1 visit none none 1 visit none Visits 1 2 0 1 2 0 2 2 0 1 1 0 Test results go to the building manager after each visit as Weirbrook's own reports. Any certificates are issued by our licensed testers, not by QuoteCloud.
Testing schedule
The year laid out month by month
The service and testing schedule is a table in the agreement: the hot water plant quarterly, backflow testing in March, mixing valves in June. It's the plan the committee signs, written by Declan; QuoteCloud doesn't book the visits.
Backflow and compliance testing -
Weirbrook Plumbing & GasBuilding maintenance agreement WP-MA-0612 Sample · fictional business
Agreement terms
Starts1 Nov 2026Expires31 Oct 2027- VisitsAs set out in the schedule, with residents notified by the building manager a week ahead.
- RepairsQuoted separately at the agreed rates and started only once the committee approves.
- InvoicesWeirbrook invoices the scheduled services monthly; this agreement doesn't take payment.
- ExpiryThe agreement ends on 31 Oct 2027. A renewal is a new agreement for the committee to sign.
Accept and sign
Bianca Moretti · Building manager, for the owners' association
Signed online · Wed 21 Oct, 10:30 am
Agreement summary
- Scheduled services
- $1,190.00 a month + tax
- Term
- 12 months
- Expires
- 31 Oct 2027
- Repairs
- Quoted separately
Certificate of authenticity and audit trail attached
Terms & signature
An expiry date, then a signature
The term runs from 1 November 2026 to 31 October 2027, and the terms say that a renewal is a new agreement. Bianca signs for the owners' association with a legally binding eSignature and the agreement summary beside it.
What changes for your apartment and commercial accounts
The same buildings and the same work. What moves into QuoteCloud is the agreement itself and the renewal.
Ninety days to expiry: your renewal, step by step
How Declan, Weirbrook's apartment and commercial accounts lead, could run the Juniper Court renewal. Each stage names the QuoteCloud feature he uses; the timing and the follow-up are his.
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90 days
Review the building
Declan reads the year's visit notes and test results and decides what next year's agreement should cover.
Agreement template -
60 days
It shows as expiring
Juniper Court appears on the Expiring Soon filter beside the other agreements that end soon.
Expiring Soon filter Essentials and up -
45 days
Next year's agreement
He duplicates the agreement, updates the monthly charges and the schedule, and sets a new expiry date.
Duplicate & edit -
30 days
Offers to every building
The renewal offer goes to all 14 building managers at once, each copy personalised with the building's details.
Bulk send Essentials and up -
14 days
Follow up the quiet ones
Tracking shows who opened the offer and who hasn't, so Declan knows whom to call.
Document tracking -
Expiry
The new term is signed
Bianca signs the 2027 agreement. The old one simply ends on 31 October; nothing renews by itself.
eSignature
Your team's process, drawn by us. QuoteCloud doesn't send reminders, renew agreements or bill the scheduled services by itself.
Put your next maintenance agreement in QuoteCloud
Free for 14 days, no credit card required. Send us your current maintenance agreement and we'll convert one template for you during the trial.
Every agreement near its end, in one list
Each agreement carries an expiry date. The Expiring Soon filter in your documents list shows the ones ending soon, with the days left, the building and where each one is up to.
Wattle Mews already has its renewal offer; Little Wren Early Learning's backflow and TMV testing is next. The list tells your team what to do. It doesn't send anything by itself.
- An expiry date on every agreement
- Expiring Soon filter in the documents list
- No automatic reminders or renewals
Expiry dates and the Expiring Soon filter: Essentials and up
Renewal quotes4 maintenance agreements expire in the next 60 days
- Plumbing maintenance, 36 apartmentsWattle Mews Owners' Association · WP-MA-0418 Expires Mon 9 Novin 18 days Renewal sent
- Backflow & TMV testingLittle Wren Early Learning · WP-MA-0377 Expires Fri 20 Novin 29 days Accepted
- Plumbing maintenance, 22 apartmentsIronbark Place Owners' Association · WP-MA-0392 Expires Mon 30 Novin 39 days Accepted
- Grease arrestor & drainsRiverbend Medical Centre · WP-MA-0401 Expires Tue 15 Decin 54 days Accepted
One renewal offer, sent to every building manager
The 2027 maintenance offer is one template, bulk-sent as a personalised copy to each building on your list: the owners' association, the building manager and the building's own services and charges.
Each copy is tracked on its own. Bianca has already accepted for Juniper Court; Wattle Mews and Ironbark Place have opened theirs; Harbour Lane Lofts hasn't yet.
- Personalised copies from one template
- Sent, opened and accepted per recipient
- Each building signs its own agreement
Bulk send: Essentials and up, volume-based costs
Bulk send- Bianca Morettibianca.moretti@example.com AcceptedJuniper Court
- Sam Whitlamsam.whitlam@example.com OpenedWattle Mews
- Aroha Tanearoha.tane@example.com OpenedIronbark Place
- Kieran Doylekieran.doyle@example.com SentHarbour Lane Lofts
- Sent
- 4
- Opened
- 3
- Accepted
- 1
One agreement template per kind of site
The blocks stay the same: repeating charges, a schedule, terms and a signature. What changes is the plant on site and who signs.
Apartment buildings
Hot water plant, pump-out pits, stormwater and backflow devices, signed by the building manager for the owners' association.
Medical and dental centres
Mixing valves and backflow devices on a testing schedule, with your own reports attached. See compliance testing.
Childcare and aged care
Mixing valve servicing at the interval you set, and repairs quoted separately before any work starts.
Restaurants and food courts
Grease arrestor and drain maintenance as repeating charges, with the visit months in the schedule.
Offices and retail centres
Amenities, hot water and roof drainage across several sites, one agreement with a section per site.
Large contracts
An agreement over your set value goes to the owner for approval before it can be sent (Business).
Building maintenance questions, answered
Does QuoteCloud bill the monthly maintenance charges?
No. Scheduled services are repeating charges shown in the agreement, with the monthly amount and the term, so the building manager signs the full picture. You invoice them from your own accounts as you do now. QuoteCloud takes a payment on signing only if you set one, such as a deposit; it doesn't bill repeating charges.
Can a building maintenance agreement include a testing schedule?
Yes. The service and testing schedule sits in the agreement as content: one row per service, its frequency and a mark for each month it's due, with a note on how results reach the building manager. It is your plan in writing. QuoteCloud doesn't book visits or remind anyone when a test is due.
Does the agreement renew automatically?
No. Each agreement has an expiry date and ends on it. The Expiring Soon filter lists agreements near their end, so your team can prepare next year's agreement and send it. A renewal is a new agreement the building manager signs. QuoteCloud doesn't auto-renew or send renewal reminders.
Can I send renewal offers to every building manager at once?
Yes. Bulk send, on Essentials and up with volume-based costs, sends one template as personalised copies to everyone on your list. Each copy is tracked separately, so you can see who opened it and who accepted, then follow up the rest yourself.
Who signs for an owners' association?
Whoever the owners' association authorises, usually the building manager or committee members. A document can have several signers, and nobody needs a QuoteCloud account to sign. Each signed agreement carries a certificate of authenticity and an audit trail.
Can large maintenance contracts need the owner's approval first?
Yes, on the Business plan. An approval workflow can be triggered by total value or by a discount percentage, so an agreement over your limit goes to the approver and can't be sent until it is approved.
More for plumbing businesses
Every page of the QuoteCloud plumbing services microsite.
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Backflow, TMV & compliance testingTesting quotes and schedules per device, with your own test reports and certificates attached as PDFs.Explore
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Emergency call-out authority & paymentThe call-out fee and the authority to proceed, signed on your tablet on site, with a deposit or full payment on signing.Explore
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Job management & accounting integrationsSigned quotes to ServiceM8, simPRO and your other job systems through Zapier or the API, and to Xero or QuickBooks.Explore
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