Maintenance agreements customers sign once
Service levels to choose from, a visit calendar, the monthly price on a fixed term and an expiry date you can see coming, in one signed document.
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In QuoteCloud a maintenance agreement is a document the customer signs online: service levels to choose from, a visit calendar, the monthly charges listed for a fixed term, your terms and an expiry date. The Expiring Soon filter shows agreements nearing their end. QuoteCloud does not bill the monthly charges or renew agreements automatically.
Three pages of a sample 12-month maintenance agreement from a fictional business, Ridgeline Trade Services, for a café, taking turns at the front: the cover, three service levels (Essential at $140, Standard at $205 recommended, Priority at $290 a month plus tax) and the terms, from 1 Nov 2026 to an expiry date of 31 Oct 2027.
The café's agreement, page by page
Scheduled servicing for a café's air-con, safety switches, kitchen appliances and backflow valve, laid out the way the owner reads it.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Maintenance agreement
Café maintenance, 12 months
Scheduled servicing for the café's three split systems, safety switch testing, test and tag for the kitchen appliances and the yearly backflow test, booked before you open.
Cover
What's covered, in a sentence
The site, the term and the services, opening on a photo of the equipment you look after.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Choose your service level
Service levels
Three levels to choose from
Essential, Standard or Priority as a single choice, priced per month. The owner picks the one that fits the business.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Your service plan
Service How often Per month Air-con service, 3 split systems Quarterly $110.00 Safety switch testing Every 6 months $30.00 Test & tag, kitchen appliances Every 6 months $40.00 Backflow prevention test Yearly $25.00 - Monthly
- $205.00
- Term
- 12 months · $2,460
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Your service plan
The monthly charges, listed
Each service, how often it happens and its monthly price, with the 12-month total. The agreement sets out the charges; your invoices collect them.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Visit calendar Standard · Nov 2026 – Oct 2027
Service Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Air-con serviceQuarterly 1 visit none none 1 visit none none 1 visit none none 1 visit none none Safety switch testingEvery 6 months 1 visit none none none none none 1 visit none none none none none Test & tagEvery 6 months none 1 visit none none none none none 1 visit none none none none Backflow testYearly none none none none none none none none none none 1 visit none Visits 2 1 0 1 0 0 2 1 0 1 1 0 Visits booked before 7 am so the kitchen can open on time.
Visit calendar
Every visit, month by month
A table of which service happens when, so the café can plan around the visits before opening time.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Agreement terms
Starts1 Nov 2026Expires31 Oct 2027- VisitsAs set out in the visit calendar, booked with you a week ahead.
- BreakdownsQuoted and charged separately, at the rates in this agreement.
- ChargesThe monthly price for your service level, invoiced by Ridgeline at the end of each month.
- ExpiryThis agreement ends on 31 Oct 2027. We'll send you a new agreement to review before then.
- Ending earlyEither of us can end the agreement with 30 days' written notice.
Terms
A clear end date
Breakdown rates, access, notice and the expiry date. Nothing renews by itself: you send a new agreement before it ends.
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Ridgeline Trade ServicesMaintenance agreement RT-SA-0219 Sample · fictional business
Accept and sign
Lucy Adeyemi · Owner, Bramble & Bean Café
Signed online · 28 Oct, 4:10 pm
Agreement summary
- Service level
- Standard
- Monthly
- $205.00 + tax
- Term
- 12 months
- Expires
- 31 Oct 2027
Certificate of authenticity and audit trail attached
Signature
Signed once, online
The owner signs and the summary records the service level, the monthly price, the term and the expiry date.
See which agreements end next month
Every agreement carries its expiry date. The Expiring Soon filter on your documents list shows the agreements running out, so the office can send a new one to review weeks ahead, not the week after it lapsed.
A new agreement is a new document: copy the old one, update the prices and service levels, and send it for signature.
- Expiry dates on every agreement
- The Expiring Soon filter on the documents list
- Bulk send one agreement as personalised copies (Essentials and up)
3 service agreements expire in the next 30 days
- Air-con service, 12 monthsLarch Court Owners Association · RT-SA-0164 Expires 6 Novin 9 days Accepted
- Electrical maintenanceKestrel Physio · RT-SA-0171 Expires 14 Novin 17 days Accepted
- Café maintenance, 12 monthsJuniper Bakehouse · RT-SA-0180 Expires 22 Novin 25 days Accepted
What a good trade agreement includes
All of it is content you write once, in an agreement template, and reuse.
Service levels
Two or three levels as a single choice, so the customer picks the cover they want without a second quote.
Monthly charges on a term
Each service as a repeating line with its frequency and monthly price, for a fixed number of months.
A visit calendar
Which visits happen in which month, so nobody is surprised by a service day.
Breakdown rates
What a call-out costs under the agreement, set out before anything breaks.
Your licences and safety
The same locked company block as your quotes, from the compliance library.
Invoices stay yours
QuoteCloud sends and gets the agreement signed. The monthly charges are invoiced from your accounting software.
Send your first agreement this week
Free for 14 days, no credit card required. Start from the HVAC maintenance agreement template and make it yours.
Sample agreement · RT-SA-0219
A year of visits, planned before the first one.
Quarterly air-con services, safety switch testing, test and tag and the backflow test, laid out month by month for the café.
Visit calendar Standard · Nov 2026 – Oct 2027
| Service | Nov | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Air-con serviceQuarterly | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none |
| Safety switch testingEvery 6 months | 1 visit | none | none | none | none | none | 1 visit | none | none | none | none | none |
| Test & tagEvery 6 months | none | 1 visit | none | none | none | none | none | 1 visit | none | none | none | none |
| Backflow testYearly | none | none | none | none | none | none | none | none | none | none | 1 visit | none |
| Visits | 2 | 1 | 0 | 1 | 0 | 0 | 2 | 1 | 0 | 1 | 1 | 0 |
Visits booked before 7 am so the kitchen can open on time.
Renewing an agreement, without auto-renewal
Agreements end on their expiry date. Here's the routine for sending the next one.
Check what's expiring
Open the documents list on the Expiring Soon filter each month.
Copy the agreement
Start the new agreement from the old one or from your agreement template.
Update it
New prices, service levels, dates and anything you learned in the past year.
Send for signature
The customer reviews, chooses a level and signs online, before the old one ends.
Agreement and contract templates to start from
Real QuoteCloud templates for maintenance agreements and service contracts. Add your service levels, prices and terms.
- Agreement template HVAC Maintenance Agreement Template Routine inspections, seasonal tune-ups, pricing and scheduling for HVAC maintenance. View template
- Contract template Plumbing Contract Template Service terms, responsibilities, payment, variations, cancellations and warranty. View template
- Contract template Home Repair Contract Template Minor renovations, fixes and maintenance agreed with homeowners, for contractors and handymen. View template
Service agreements: questions
Can I send maintenance agreements with QuoteCloud?
Yes. Build the agreement as a QuoteCloud document with service levels to choose from, the services and their monthly charges for a fixed term, a visit calendar, your terms and an expiry date. The customer reviews it online, chooses a level and signs; eSignatures are on every plan.
Does QuoteCloud bill the monthly charges?
No. The agreement lists the repeating charges and the term, and the customer signs to them, but QuoteCloud does not bill them automatically. Invoice the monthly charges from your accounting software; signed documents can reach Xero or QuickBooks natively on Business, or through Zapier.
Do agreements renew automatically?
No. Each agreement has an expiry date and ends on it. Use the Expiring Soon filter on the documents list to see agreements nearing expiry, then copy the agreement, update it and send the new one for signature before the old one ends.
Can I send the same agreement to many customers?
Yes. Bulk send sends one agreement template as personalised copies to a list of customers, each tracked with its own status, which suits a round of renewals for apartment buildings or commercial customers. Bulk send is on Essentials and above and has volume-based costs.
Is there a maintenance agreement template?
Yes. QuoteCloud's template library includes an HVAC Maintenance Agreement Template, a Plumbing Contract Template and a Home Repair Contract Template. Open one, add your service levels, monthly prices, visit calendar and terms, and save it as your own agreement template for the team.
More for keeping customers
Everything around the agreement.
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Licences, insurances, warranties & safetyYour licence numbers, insurances, warranty terms and safety statements as reusable blocks.Explore
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Quote tracking & follow-upSee who opened which quote, what they looked at and which quotes are about to expire.Explore
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Job management & accounting integrationsWon quotes into ServiceM8 or simPRO through Zapier, and into Xero or QuickBooks.Explore
- Quoting on site from a phone or tabletPhotos, a job template and the price, built in the browser while the customer is standing there.
- Good, better, best optionsThree ways to do the job in one quote. The customer picks one and the total follows.
- Price book: call-outs, labour & partsCall-out fees, hourly rates by trade and parts with your margin, added to any quote in a tap.
- Signed and deposit paid on the spotThe customer signs with a finger and pays the deposit by card or PayPal before you leave.
- Teams, roles & discount approvalsOne price book for every van, roles for the office and techs, and approvals for big discounts.
- Job templates for tradesSwitchboard upgrades, hot water replacements, split-system installs: priced once, reused every time.
- QuoteCloud implementation for trade businessesFrom your price list and job templates to the whole team quoting from their phones.
- FAQQuestions trades ask about quoting on site, deposits, agreements, integrations and plans.
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