Service Agreement Maintenance Contracts
Service agreements are the fastest way to increase the value of your business. Aptora knows how important service agreements and planned maintenance are to the field service contracting industry. Aptora understands that because we are “contractors making software for contractors”®. In fact, that’s our registered trademark. We have taught classes and seminars all over the USA on the subject of service agreements.
As a rule of thumb, you need about three hundred service agreements for each billable employee you have. Service agreements help you smooth out your schedule and billable hours. SA clients are more likely to invest in other services and that helps to build loyalty. When you sell your company, its value will be significantly increased with a large service agreement base.
Service Agreement Basic Overview
You can enter service agreements from a variety of areas in the software. Your first step is to select an SA Type. The form auto-fills, and each field can be edited. You then select which equipment will be part of the service agreement. You have full control over pricing, term length, and discounts. With a few more clicks, all of the work orders will be automatically created and either added to the Schedule Board or placed on the Unscheduled Work Order List. You can edit your SA schedule at any time. The whole process is fully automated and highly flexible.
Work Order Creation
Automatically generate work orders when agreements are sold or renewed.
Easy to Use Templates
Create time-saving templates that automatically fill out service agreement prices, terms, description, and more.
Deferred Income (Escrow Accounting)
Spreads service agreement income out over the life of the agreement automatically. You may also recognize the income when the work order is completed.
Imagine selling a $1,200 commercial service agreement that includes twelve PM visits. You charge the entire amount in advance. So far so good, right? Maybe. You wouldn’t wish to pay income taxes on that $1,200 sale when you haven’t actually done any work. With Total Office manager, you won’t have to. You can spread the income out to match each visit. So, in this case, you might set up the SA to recognize $100 per month. Of course, you have full control of the amounts and time frame.
Automatically Renew
Renew service agreements in bulk based on your selection criteria. You can create estimates, invoices, and work orders. You may even assign sales commissions to the renewal.
Equipment Assignment
Select which equipment is covered under the service agreement, and those selections appear on printed reports, work orders, and our optional field service management software called Aptora Mobile II.
Visual Scheduling and Dispatching
Preventative Maintenance and Service Agreement visits can be displayed on the Dispatch Board. You can schedule your PM visits whenever you need to. It’s easy to reassign your work orders to alternative technicians.
Service Agreement Ownership Alerts
We have included handy labels that indicate when a client owns a service agreement. The SA alerts are prominently displayed in many areas of the software.
Printing Service Agreements
We have included lots of templates. You can include things such as name, contact info, problem description, problem code, extensive notes, service agreement info, equipment info, warranty information, repair history, user defined fields, directions, and more. You may also print route sheets, daily schedules, weekly schedules, and more.
Service Agreement Features
Options and Preferences
There are hundreds of preferences and options that control how the feature works and how information is presented.
Service Agreement Types
SA Types act as templates. You can set up default pricing, terms, visits, to-do lists, and edit them at any time. When you create a service agreement, simply select an SA Type and the SA form is automatically filled out.
Service Agreements
Fields include category, description, notes, start date, end date, visits, and equipment. You can add any number of user-defined fields. Track required tools, supplies, parts, and more. There is plenty of room for a full description and detailed notes. You can enter the total number of visits (inspections) and the discount you offer service agreement owners.
Automated Work Order Creation
Work orders are automatically generated when you create a service agreement. Each work order can be for different equipment.
Recurring Billing – Checks and ACH
Total Office Manager includes features that allow you to run multiple credit cards with a few clicks. You can set up ACH and EFT payments and do the same.
Equipment Assignment
You have the ability to select one or more pieces of equipment from the Customer Equipment List. Equipment history, warranty information, install date, model number, serial number, and many other elements are at your fingertips.
Service Agreement Renewals
Renewing hundreds of service agreements can be a real headache with some software programs. That’s not the case with Total Office Manager. We have added utilities that allow you to carefully filter and sort service agreements, highlight them, and click one or two buttons to renew them.
Automatic Discount Reminder
The system will verify that you have included a discount for service agreement coverage. Never forget to include your customer’s discount again.
Full-Service Equipment History by Serial Number
View a complete list of all service calls and an itemized list of parts and labor for each unit. The warranty coverage for parts and labor is also shown.
Check Warranty Status
Quickly see when the equipment was installed and what warranty coverage is in effect.
Attach Pictures and Documents
Photos, schematic diagrams, and other documentation can be scanned and attached for quick access in the desktop or mobile software.
Flexible Pricing
Create as many price levels and discounts as you need.
Smart Phone Software
Using the optional Aptora Mobile® software system, your technicians can view service agreement details, enter their timesheets, edit their work orders, and update appointments from an iPhone®, iPad™, Android™, BlackBerry®, or a web browser. They can check on service agreements and appointments, review sales calls, lookup repair history, and more. Please call for details.
Hosted Software
We offer a hosted option. This option is the easiest to implement. The upfront cost are much lower. You will have no I.T. worries and we do all of the database maintenance and backups.
Laptops in the Field
Your technicians can run a full copy of Total Office Manager on a laptop from the field. No special hardware or software is needed. Everything that can be done from an office computer can be done in the field. Our extensive security assures that your employees only have access to what you want them to.
Service Agreement Kit
We literally wrote the book on how to sell and manage service agreements in the HVAC, plumbing, and electrical industry. We have taught classes all over America, and we offer a complete set of forms, training materials, and DVDs for your technicians.
Service Agreement Key Features
- Extensive Options and Preferences
- Unlimited User-Defined Fields
- User-Defined Fields Allow Masking Control
- Extensive Lookup and Search Features
- Rock Solid Security and Auditing
- Optional Mobile Management
- Email, Text, or Page SA/PM Work Orders**
- Dozens of Related Reports
- Microsoft Excel® Integration
- Print Daily Schedule or Entire Week/Month
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
- Custom Programming Available
- Friendly, Easy To Use Interface
- Generous Field Lengths and Room for Notes
- Sell From Multi-Locations Including Trucks
Service Agreement Key Features
- Extensive Options and Preferences
- Unlimited User-Defined Fields
- User-Defined Fields Allow Masking Control
- Extensive Lookup and Search Features
- Rock Solid Security and Auditing
- Optional Mobile Management
- Email, Text, or Page SA/PM Work Orders**
- Dozens of Related Reports
- Microsoft Excel® Integration
- Print Daily Schedule or Entire Week/Month
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
- Custom Programming Available
- Friendly, Easy To Use Interface
- Generous Field Lengths and Room for Notes
- Sell From Multi-Locations Including Trucks
- Automated Sales Commissions
- Attach Documents to Jobs
- Unlimited Notes Per Job or Client
- Preferred Vendor Tracking
- Best Price Tracking
- Batch Check ACH Processing
- Batch Credit Card Processing
- Built-in Sales Opportunity Manager
- Built-in Customer Relationship Manager
- Automatic Invoice Payment Application
- Extensive Lookup and Search Capability
- Popup Notes by Client or Job
- Exclude Friends and Family from Notices
- Training Videos and Manuals
- Comprehensive Context Sensitive Help
*Required MS Outlook, Express, or Mail, an email account, and an internet connection.
Specifications subject to change without notice.
Total Office Manager is Simplifying Service Agreement Maintenance Contracts
Live Demonstrations Performed by Professionals for Free. No Obligation.
The best way to learn about Total Office Manager’s service agreement maintenance contract system is to attend one of our live no sales BS product demonstrations. Please contact us for more information at 913-492-9930.
Expert Training and Consulting
We offer internet based training and on-site training. We have produced a set of videos and manuals that guide you through most processes. We have thousands of help articles.
Technical Support and Updates
We know that there is no substitution for being able to just pick up the telephone and talk to someone knowledgeable. That’s why Aptora is known for its outstanding technical support.
- All technical support is performed “in-house” by trained professionals. We provide our technicians with extensive ongoing training. If they do not have the answer, they can speak with someone in our company that does have the answer.
- We do not farm out software programming services or technical support to other countries.
- We have employees, not contractors working from home.
- Our support staff is highly qualified and made of technicians, programmers, and accountants.
No software is perfect and neither is Total Office Manager. The difference is that we will own up to our mistakes and fix them quickly without excuses. Aptora is very aggressive when it comes to enhancing and perfecting Total Office Manager. Updates are easily downloaded from the internet. We offer a variety of support packages to fit any need or budget.
AWARD-WINNING SERVICE MANAGEMENT SOFTWARE
- ComforTech: #1 Business Management Software Award
- Electrical Contracting Products: Innovation Award
- Dealer Design Awards: Honorable Mention
- ComforTech: #1 Business Management Software Award
- Electrical Contracting Products: Innovation Award
- Dealer Design Awards: Honorable Mention
- ComforTech: #1 Business Management Software Award (again)
- Finalist Electrical Contracting Products: Innovation Award
- CPA Technology Advisor: 5 out of 5 Star Rating
- ComforTech: #1 Business Management Software Award (again)
- Finalist Electrical Contracting Products: Innovation Award
- CPA Technology Advisor: 5 out of 5 Star Rating
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