This article explains how to use the Maintenance page to manage recurring work created from Service Agreements. Use the Maintenance page to review upcoming work, schedule visits, prepare parts, update due dates, review maintenance records, and complete or skip maintenance work.
Before you start
Make sure the following items are complete before you manage maintenance work:
At least one Service Agreement is created and activated.
The Service Agreement includes the properties, assets, checklists, tasks, and maintenance schedule your team needs.
You know how to access the Dispatch Board if your team schedules visits there.
Parts or materials are added to Service Agreement tasks if you plan to export a parts list.
If no Service Agreement is active, there may be no maintenance work available to schedule or manage.
Maintenance terms
The following terms describe how recurring Service Agreement work is organized in BuildOps:
Maintenance: A job created from a Service Agreement. A Maintenance represents planned or preventive work, such as quarterly HVAC service.
Visit: A scheduled appointment when a technician performs work for a Maintenance. One Maintenance can have one or more Visits.
Maintenance number: The identifier assigned to a Maintenance. The number follows the format
SA####-#. For example,SA1005-4represents the fourth Maintenance generated from Service AgreementSA1005.Maintenance page: The workspace where your team reviews and manages a Maintenance and its Visits, tasks, forms, parts, costs, reports, and invoices.
Preview: A future Maintenance that has not been generated yet. Previews help your team look ahead and generate future work earlier when needed.
A Maintenance is not the same as a Visit. A Maintenance needs at least one Visit for the work to be scheduled, dispatched, and completed.
Open the Maintenance page
The Maintenance page lists recurring work generated from Service Agreements.
Hover over Operations.
Click Maintenance.
Review the two available tabs:
Maintenances: Shows generated Maintenance records that are ready to review, schedule, or complete.
Previews: Shows future Maintenance records that may not have been generated yet.
Review Maintenance statuses
The status filters at the top of the Maintenance page help you focus on work that needs attention.
Status | Meaning |
Scheduled | At least one Visit exists and includes a date, time, and primary technician. |
Unscheduled | No Visit exists, or an existing Visit is missing a date, time, or primary technician. |
Overdue | The Maintenance due date has passed. |
Skipped | The Maintenance was manually marked as not needed or not completed. |
Complete | The Maintenance was manually marked as finished. |
Credit Hold | The Maintenance is associated with a billing customer on credit hold and may require billing review. |
Scheduled, Unscheduled, Overdue, and Credit Hold are system-managed statuses. Skipped and Complete are statuses your team applies manually.
Filter and sort Maintenance records
Use the filters on the Maintenance page to find specific work:
Filter by status
Click a status filter, such as Unscheduled or Overdue, to show only Maintenance records with that status.
Filter by date
The Date filter helps your team review work due during a specific time period.
Click the calendar icon.
Select a date range, such as Tomorrow, This Week, Next 2 Weeks, Next Month, or Next Quarter.
Click OK.
Review the filtered Maintenance list.
Filter by location
The Location filter helps dispatchers find Maintenance work near a property or address.
Click the Location icon.
Choose Property or Address.
Enter a radius in miles.
If you filter by Property, search for and select the property.
Click APPLY LOCATION FILTER.
Use the Location filter when a technician has open time and your team wants to find nearby Service Agreement work.
Schedule a Maintenance Visit
A Visit must have a date, time, and primary technician to appear as Scheduled on the Dispatch Board. If any of these details are missing, the Visit remains Unassigned.
You can schedule a Maintenance Visit in any of the following ways:
From the Maintenance table
From the Maintenance page
During Service Agreement setup
From the Unassigned tray on the Dispatch Board
With Schedule Assistant when Smart Dispatch is enabled
Schedule from the Maintenance table
Use the Maintenance table when you want to schedule one or more unscheduled Maintenances.
Open Operations → Maintenance.
Click the Unscheduled filter.
Select the checkbox next to each Maintenance that needs a Visit.
Click CREATE VISITS.
Choose Bulk Visit Creation to use one set of inputs for multiple Visits, or choose Manual Visit Creation to assign a date, time, and technician to each Visit.
Complete the Visit details.
Click CREATE VISITS.
After the Visit is created with a date, time, and primary technician, the Visit and Maintenance status change to Scheduled.
Schedule from the Maintenance page
Use the Maintenance page when you need to review the record before creating or changing a Visit.
Click the Maintenance number to open the Maintenance page.
Open the Scheduling tab.
For an existing Visit, click SCHEDULE.
If the Maintenance has no Visit, click ADD VISIT.
Enter the date, time, and primary technician.
Add any other Visit details, such as the Visit description.
Click SAVE.
To change a scheduled Visit later, click RESCHEDULE from the Maintenance page or update the Visit from the Dispatch Board.
Schedule during Service Agreement setup
Use Step 4: Schedule Maintenances when you want to schedule Visits while creating or revising a Service Agreement.
Open the Service Agreement.
Go to Step 4: Schedule Maintenances.
Review the generated Maintenances, including the property, asset, tasks, and discipline.
Select the Maintenances that should be scheduled together.
Click Edit Maintenances.
Complete the maintenance group details, including Maintenance Type, number of Visits, technicians, Visit duration, and start time.
Click Save.
Repeat the process until all required Maintenances are scheduled.
Before activating the Service Agreement, open the Maintenances tab and confirm that each Maintenance has a Visit assigned.
If a Service Agreement revision changes Step 3: Create Maintenance Plan, you must complete Step 4: Schedule Maintenances again before you can reactivate the agreement.
Tip: Use the "Adjust First Due Dates" slider in Step 2 or update the First Due Date field in Step 3 to ensure maintenance schedules align with the agreement start date.
Schedule from the Dispatch Board
Use the Unassigned tray when Visits were created without all required scheduling details.
Hover over Dispatch.
Click Dispatch Board.
Expand the Unassigned tray at the bottom of the page.
Open the Visit or drag the Visit onto the Dispatch Board.
In the Visit Side Panel, enter a date, time, and primary technician.
Click SAVE.
The Visit appears as Scheduled when all required scheduling details are saved.
Schedule with Schedule Assistant
Schedule Assistant helps your team find an available technician when Smart Dispatch is enabled for your company.
Open a Maintenance and click ADD VISIT.
Select the Department for the Visit.
Review the available technicians and time windows in Schedule Assistant.
Add Required Skills or Required Certifications when the Visit requires specific qualifications.
Select a time slot to fill the Visit date, time, and technician.
Confirm the appointment and click SAVE.
If the Schedule Assistant panel does not appear, Smart Dispatch may not be enabled. For more information, see OpsAI: Smart Dispatch.
Generate future Maintenance from Previews
The Previews tab shows future Maintenance work that has not been generated yet. Use Previews when your team needs to create future work earlier than the normal generation window.
Open Operations → Maintenance.
Click the Previews tab.
Find the future Maintenance you want to generate.
Select the checkbox next to the Preview.
Click Generate Maintenance.
The generated Maintenance appears on the Maintenances tab and can then be reviewed and scheduled.
Note: Maintenance tasks will not auto-generate for past-due dates. To address this, manually add the maintenance via the Maintenance tab and ensure all necessary details are included.
Export a Maintenance parts list
The Export Parts List action downloads an Excel file containing parts associated with the selected Maintenance tasks. Use the parts list to help purchasing or warehouse teams prepare materials before a Visit.
Open Operations → Maintenance.
Select one or more Maintenances.
Click EXPORT PARTS LIST.
Open the downloaded Excel file.
Only parts associated with Maintenance tasks are included in the exported list.
Change a Maintenance due date
Use the Due Date column when a Maintenance needs to be moved to a different date.
Open Operations → Maintenance.
Find the Maintenance in the list.
In the Due Date column, click the pencil icon.
Select the new due date.
Save the change.
Changing a due date does not automatically schedule a Visit. Review the Visit date and reschedule the Visit when necessary.
Note: BuildOps does not generate visits for past-due First Due Dates. Adjust the due date to a future date to ensure the visit is created.
Manage a Maintenance record
Click a Maintenance number to open the full Maintenance record. The record includes the Service Agreement, customer, billing customer, property, Maintenance Type, service description, department, due date, budgeted hours, and Visit information.
Use the sections on the Maintenance page for the following work:
Scheduling: Create, schedule, reschedule, cancel, or review Visits.
Tasks: Review the tasks created from the Service Agreement or Checklist Library.
Forms & Attachments: Review or add forms, photos, files, and supporting documents.
Parts & Purchasing: Review purchase orders, purchase order lines, bills, and inventory activity connected to the Maintenance.
Job Costing: Review cost codes, cost types, labor details, and other Maintenance costs.
Reports & Invoices: Review Maintenance reports and connected invoice information.
Use the three-dot menu on the Maintenance record to mark the Maintenance Complete or Skip it.
A Maintenance cannot be skipped while it has a scheduled Visit. Cancel the scheduled Visit first, then use the three-dot menu to select Skip.
Bill a completed Maintenance
The billing workflow depends on the billing type selected in the Service Agreement.
On Completion billing
For On Completion billing, review the Maintenance Report after the work is complete. Create the invoice from the Maintenance Report using the same general invoicing process used for Time & Material or Quoted Jobs.
Recurring billing
For Recurring billing, create invoices from the Recurring Maintenance Invoices page instead of the Maintenance Report.
Hover over Accounting.
Click Recurring Maintenance Invoices.
Select the Service Agreement or agreements to invoice.
Click CREATE INVOICES.
To review created invoices, hover over Accounting and click Invoices.
For more information, see Recurring Maintenance Invoices.
Frequently asked questions
Why didn't my maintenance generate for a past-due date?
A maintenance task does not auto-generate for dates that have already passed. To resolve this, manually add the maintenance via the Maintenance tab and ensure all necessary details are included.
Why didn't a visit generate when the agreement end date has passed?
If a maintenance task falls after the agreement’s end date, it will not generate.
Why is my first Maintenance misaligned with the agreement start date?
The First Due Date on checklist tasks, not the agreement Start Date, determines the initial maintenance schedule. Adjust the First Due Date in Step 2 or Step 3 of the Service Agreement setup to align schedules.
Will entering one First Due Date generate all future months?
Yes, the First Due Date and Interval settings automatically generate future occurrences for the life of the agreement.
What is the difference between a Maintenance and a Visit?
A Maintenance is the recurring work record created from a Service Agreement. A Visit is the scheduled appointment when a technician performs that work. A Maintenance can have one or more Visits.
Why is a Maintenance Unscheduled?
A Maintenance is Unscheduled when no Visit exists or when a Visit is missing a date, time, or primary technician. Add the missing details from the Maintenance page or the Unassigned tray on the Dispatch Board.
Why does a Maintenance show as Overdue?
A Maintenance shows as Overdue when its due date has passed. Review the Maintenance, update the due date when appropriate, and schedule or reschedule a Visit.
Can I generate future Maintenance before it appears on the Maintenances tab?
Yes. Open the Previews tab, select the future Maintenance, and click Generate Maintenance.
Can I schedule a Visit for a date in the past?
Yes. The office team must manually mark the Visit Complete so the Visit appears correctly as Past in the technician’s mobile app.
Can I skip a Maintenance with a scheduled Visit?
Cancel the scheduled Visit first, then mark the Maintenance as Skipped.
Where do I create an invoice for a Maintenance?
For On Completion billing, create the invoice from the Maintenance Report. For Recurring billing, create the invoice from Accounting → Recurring Maintenance Invoices.
What happens if I revise the Service Agreement?
If the revision changes Step 3: Create Maintenance Plan, redo Step 4: Schedule Maintenances before reactivating the Service Agreement. Review the generated schedule before activation.
📚Learn More
Learn more about Maintenances in BuildOps Academy. Log in to academy.buildops.com and start the Service Agreement Module.