Monitoring & service agreements clients choose and sign
Monitoring tiers as one choice, scheduled inspections as a visit calendar, the monthly charges set out in the agreement, and an expiry date that tells you when to renew.
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QuoteCloud lets alarm, CCTV and fire services contractors send monitoring and service agreements: monitoring tiers as a choice, scheduled visits as a calendar, monthly charges shown as repeating items with a term, and the client's signature. You invoice the charges; QuoteCloud doesn't bill them. Expiry dates and the Expiring Soon filter flag renewals.
Last reviewed by the QuoteCloud team
Three pages of a sample 24-month monitoring and service agreement, HF-MA-0207, from the fictional Harrowfield Fire & Security to Westgate Medical Centre, taking turns at the front: the cover with a ceiling camera photo; three monitoring tiers to choose from (monitored alarm at $69 a month, alarm plus video verification at $129, recommended for the after-hours entry, and video verification plus patrol response at $189); and the repeating charges: monitoring, CCTV and access control servicing, fire detection and equipment inspection, and remote camera health checks, $275 a month plus tax over 24 months, invoiced by Harrowfield.
One agreement, page by page, for the clinic to sign
HF-MA-0207 is the agreement Harrowfield sent Westgate Medical Centre: monitoring for the after-hours entry and scheduled servicing of its CCTV, access control and fire systems for 24 months.
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Harrowfield Fire & SecurityMonitoring & service agreement HF-MA-0207 Sample · fictional business
Monitoring & service agreement
Monitoring & service agreement, Westgate Medical Centre
Around-the-clock monitoring of the clinic's alarm and cameras, and scheduled servicing of the CCTV, access control and fire systems for 24 months. Choose the monitoring level that suits the after-hours entry.
Cover
Written for one site
Owen Pryce sees his clinic's name, the systems covered and how long the agreement runs before he reaches a price. Every agreement starts from your own service agreement template.
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Harrowfield Fire & SecurityMonitoring & service agreement HF-MA-0207 Sample · fictional business
Choose your monitoring
Monitoring tiers
One choice, three levels
Monitored alarm, video verification or patrol response, set out as a single-choice group. Owen picks the middle tier for the after-hours entry, and the agreement shows what each level adds.
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Harrowfield Fire & SecurityMonitoring & service agreement HF-MA-0207 Sample · fictional business
Monitoring & scheduled services
Service How often Per month Monitoring: alarm + video verification 24/7 $129.00 CCTV & access control service, 2 visits Every 6 months $58.00 Fire detection & equipment inspection Every 6 months $64.00 Camera & recorder health checks Monthly, remote $24.00 - Monthly
- $275.00
- Term
- 24 months · $6,600
- N
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
Repeating charges
The monthly charges, in writing
Monitoring, servicing visits and remote health checks as repeating items with a 24-month term: $275 a month plus tax. Harrowfield invoices them each month; QuoteCloud shows them and bills nothing.
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Harrowfield Fire & SecurityMonitoring & service agreement HF-MA-0207 Sample · fictional business
Accept and sign
Owen Pryce · Practice manager
Signed online · Mon 19 Oct 2026
Agreement summary
- Monitoring & services
- $275.00 a month + tax
- Term
- 24 months
- Expires
- 31 Oct 2028
- Defects
- Quoted separately
Certificate of authenticity and audit trail attached
Accept and sign
Signed with a summary beside it
No payment is taken on signing. The summary repeats the monthly charge, the term, the expiry date and that defects are quoted separately, and the signed copy carries its certificate of authenticity.
A renewal runway, from 90 days before expiry
How a service office can work its renewals in QuoteCloud. The timing is yours; QuoteCloud gives you the expiry dates, the new agreement and the signature.
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90 days
See which agreements end next
Every agreement carries an expiry date. Wren opens the Expiring Soon filter each month and sorts by date.
Expiring Soon filter -
60 days
Prepare the new agreement
Duplicate last term's agreement or start from the template, update the tiers, visits and prices, and add anything the last inspection showed the site needs.
Duplicate or revise -
45 days
Send it, one site or many
Send one agreement, or bulk-send the same template to every building in a portfolio as personalised copies.
Bulk send Essentials and up -
30 days
Call the ones who opened it
Tracking shows who has opened their agreement and who hasn't, so the follow-up call goes to the right building manager.
Document tracking -
Expiry
Signed on the new term
The client picks the monitoring tier and signs the new agreement online before the old one ends.
eSignature
Nothing renews, reminds or sends by itself: each stage is a person on your team using the filter, the template and the send. A renewal is a new agreement the client signs.
Every visit and test, agreed before the year starts
The service schedule shows which system is visited in which month: CCTV and access control in November and May, fire detection and the emergency lighting discharge test in January and July, and a remote camera health check every month.
The terms sit beside it in plain words: monitoring starts once the systems are connected and tested, defects found at a visit are quoted separately, and the agreement ends on 31 October 2028.
- A visit calendar by system, next visit highlighted
- Start, end and length of the agreement
- Terms that say who invoices and when
- After each visit, your own inspection & test report
Price tables, templates and expiry dates: Essentials and up
Service agreements in QuoteCloudService & inspection schedule Nov 2026 – Oct 2027
| Service | Nov | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| CCTV & access control6-monthly | 1 visit | none | none | none | none | none | 1 visit | none | none | none | none | none |
| Fire detection & equipment6-monthly | none | none | 1 visit | none | none | none | none | none | 1 visit | none | none | none |
| Emergency lighting discharge test6-monthly | none | none | 1 visit | none | none | none | none | none | 1 visit | none | none | none |
| Remote health checkMonthly | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit |
| Visits | 2 | 1 | 3 | 1 | 1 | 1 | 2 | 1 | 3 | 1 | 1 | 1 |
After each visit you receive Harrowfield's inspection & test report. Testing and any certification are done by Harrowfield's licensed technicians, not by QuoteCloud.
Agreement terms
- MonitoringStarts once the alarm and cameras are connected and tested with the monitoring centre.
- DefectsFound at a visit, they are quoted separately and fixed once you approve them.
- InvoicesHarrowfield invoices the charges above monthly; this agreement doesn't take payment.
- ExpiryThe agreement ends on 31 Oct 2028. A renewal is a new agreement for you to sign.
Send your next monitoring agreement from QuoteCloud
Free for 14 days, no credit card required. Send us your current agreement and we'll convert one template for you during the trial.
Renewals you see coming, not ones you find out about
The Expiring Soon filter lists every accepted agreement that ends in the next weeks, with the days left. Calder House's fire services agreement ends in 16 days and its renewal is already sent; Quayside's CCTV service hasn't been sent yet.
When several sites end in the same month, bulk send puts the same agreement template in front of each one as its own copy, and you follow each building's status from one list.
- Expiry date on every agreement
- Days left, under two weeks in red
- Sent, opened and accepted per client
- Bulk send has volume-based costs
Expiring Soon and bulk send: Essentials and up
Renewing a whole portfolio4 service & monitoring agreements expire in the next 60 days
- Fire services agreement, 6 levelsLarchmont Property Group · Calder House · HF-MA-0114 Expires Mon 9 Novin 16 days Renewal sent
- Monitoring, alarm onlyBrightmoor Pharmacy · HF-MA-0151 Expires Fri 13 Novin 20 days Viewed
- CCTV service, 40 camerasQuayside Apartments Owners' Association · HF-MA-0162 Expires Mon 30 Novin 37 days Not sent
- Fire & security servicesElm Street Arcade · HF-MA-0170 Expires Tue 15 Decin 52 days Not sent
From the monitoring quote to a signed agreement in five steps
How an alarm, CCTV or fire services contractor sets out monitoring and servicing in QuoteCloud.
Start from your template
Open your agreement template: cover, monitoring tiers, repeating charges, schedule and terms.
Set the site's services
Add the systems, visits and prices for this site from your price book; set the term and the expiry date.
Send and track
Send it to the client and see when it's opened; answer questions in the comments.
Client chooses and signs
The client picks a monitoring tier and signs online, with as many signers as they need.
You invoice and service
Invoice the monthly charges from your accounts system and book the visits on the schedule.
Monitoring & service agreement questions
Does QuoteCloud bill monitoring fees each month?
No. Monitoring and servicing appear in the agreement as repeating charges with a term, such as $275 a month over 24 months, so the client knows what they're signing for. You invoice those charges from your own accounts system. QuoteCloud doesn't bill, collect or remind for recurring charges, and nothing is taken on signing unless you ask for a deposit or full payment.
Can clients choose their monitoring level in the agreement?
Yes. Put your monitoring tiers in as a single-choice group, for example monitored alarm, video verification, and video verification with patrol response. The client picks one and the agreement shows what each level includes. Price tables, including single-choice groups and repeating items, are on Essentials and up.
Do monitoring and service agreements renew automatically?
No. Each agreement has an expiry date, and the Expiring Soon filter lists the ones ending next so your office can act in time. A renewal is a new agreement: duplicate or revise the last one, update the tiers and prices, and send it for the client to sign. Nothing renews or sends by itself.
Can I show the inspection and service schedule in the agreement?
Yes. A visit calendar shows which systems are serviced in which month, such as six-monthly CCTV and fire inspections and monthly remote health checks, with terms beside it. The inspections, testing and any certification under the standard that applies to the site are done by your licensed technicians; QuoteCloud presents the agreement.
What happens if a client wants to change tier halfway through?
Use Revise Last Version to send an updated agreement with the new tier and monthly charge, and the client signs it again. With version history on the Business plan you can see what changed between versions. Defects found at visits are quoted separately in their own documents.
Everything a security & fire business sends
Agreements are one part of it: the reports, defect quotes and system proposals sit beside them.
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Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.Explore
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Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.Explore
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Defect rectification quotesEvery defect from the inspection as a priced line the building manager ticks to approve, then signs.Explore
- Inspection results to report and quote with MCPAn AI assistant connected through QuoteCloud's MCP service drafts the report and the defect quote from your inspection app's results.
- Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.
- CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Building manager sign-off, approvals & depositsApproval rules before big quotes go out, several signers on the client side, and a deposit on signing for new installs.
- Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Agreements signed before the old ones run out
Free for 14 days. No credit card required.