Make sure your Service Agreement Settings are properly set up before creating a new Service Agreement.

TABLE OF CONTENTS

1. Enter Agreement Information

2. Add Properties & Assets

3. Create Maintenance Plan

4. Schedule Maintenances

How to Create a Service Agreement

Confirm that your Service Agreement Settings, Custom Fields, &

Checklist Library are configured correctly prior to getting started.

You need to have a Customer & Property created before you can create

a new Service Agreement.

● Search for your Customer

● On the Customer page, click to the Service Agreements tab. Click

+ NEW AGREEMENT (on the right side, halfway down the page)

Creating a Service Agreement is done in 4 steps:

1. Enter Agreement Information

2. Add Properties & Assets

3. Create Maintenance Plan

4. Schedule Maintenances

1. Enter Agreement Information

1.1 - OVERVIEW

● Agreement Name* - decide on a naming format.

○ We recommend using the Property name - Asset name &

type of work

■ Starbucks - RTU 2 PM

● Agreement Number* - will auto populate, but you can override

this field and add a custom number if you prefer

○ If you override the Service Agreement number, you will not

be able to create duplicate numbers.

■ For example, if the field auto populates with SA100 and

you change it to SA99 (but this already exists), when

the you save/activate the Service Agreement, you will

see a notification that says SA99 already exists and the

number will default back to SA100

● Customer* - select a Customer

● Billing Customer* - will auto populate based on who you have

added as your Customer, but you can override this and select a

different billing Customer if needed

● Start Date* - contract start date

● End Date - contract end date (optional)

○ If you leave this field blank, the Service Agreement will

continue to generate Maintenances until an end date is

added

○ Adding an end date is recommended if you typically

renegotiate contract terms at the end of the year

● Department* - select your service Department

● PO Number - add a Customer PO number for the Service

Agreement if your Customer has provided one (optional)

● Project Manager/Account Manager/Sold By:

○ Enter the correct internal Contact for each field (optional)

* Indicates a REQUIRED field. The user will not be able to continue to

the next step until all required fields have been entered.

Click the header (BILLING) to move to the next section.

1.2 - BILLING

● Billing Type* - select a Billing Type (Bill On Service Completion,

One Time Payment, or Recurring Billing)

○ If you select Bill On Service Completion or One Time

Payment, you will only need to enter an annual agreement

value

○ NOTE: One Time Payment is not the same "Bill once per

year"

■ "Bill once per year" should be set up as Annual

Recurring Billing.

● Payment Interval - frequency in which will you send an invoice to

your Customer (Annually, Biannually, Bimonthly, Monthly, or

Quarterly)

● First Billable Date - date that you can send the first invoice to

your Customer

○ The first billable date must be ON or AFTER the Start Date

○ The First Billable Date will allow you to see your next billable

date in the Recurring Maintenance Invoices table

● Term Price - the amount to be billed on each Invoice

● Annual Agreement Value - total value of the contract

1.3 - RATE CARD

● Select the Standard Pricebook or create a new Pricebook specific

to the Service Agreement.

○ NOTE: If you create a new Pricebook, the name of the

Pricebook will be the name of the Service Agreement.

■ Unless the Customer gets special pricing on

parts/labor for regular service Jobs, we do not

recommend creating a new Pricebook.

1.4 - ATTACHMENTS

● You can drag & drop files such as a PDF of the signed contract,

Asset manuals, photos, drawings, and other documentation.

○ In the Upload Contract section, you can only upload (1) file.

○ In the Upload Attachments section, you can upload multiple

files.

After you complete step 1, you can click “SAVE AS DRAFT” (upper right corner) and finish the setup process at a later time, or you can continue to move on to the next steps.

On the Service Agreement draft, you will see:

● The Service Agreement name, number, and status at the top

● Customer information on the left side

● The schedule, pricing, and contract at the top (underneath the

Service Agreement name)

To continue editing the Service Agreement, click EDIT AGREEMENT in the upper right corner.

To move to the next step, Click NEXT STEP in the bottom right corner.

2. Add Properties & Assets

In this section, you will select the Properties, Assets, and Checklists that are covered in this Service Agreement.

Properties are the physical Job locations. Assets are the pieces of

equipment. Checklists are the series of tasks that need to be

completed against the equipment at each site.

Add Properties

Select which Property will be covered by this Service Agreement.

You can have multiple properties tied to a single Service Agreement if

you send one invoice to your billing Customer for all work performed.

Select Assets

Once you have added a Property, you will be able to select a Property

Asset.

Click the down arrow next to the Asset Type to display all Assets. Then, make sure the correct Assets are selected for the Service Agreements.

To Bulk Select all Assets, check the box next to the Asset Type header.

If there are no Assets to choose from, you can create an Asset by

clicking “ADD ASSET” in the upper right corner. Assets that are set up

in this stage will also be added directly to Property Assets.

Make sure that there is at least one checklist selected for each Asset.

You can add multiple checklists to an Asset.

Property Checklists

Add any Property checklists (checklists that do not specifically apply

to Assets).

● Examples of Property checklists include Job hazard analysis or

safety inspection.

To move to the next step, Click NEXT STEP in the bottom right corner.

3. Create Maintenance Plan

Once you land in step 3, you will see a table that shows all

Maintenances.

These are the Maintenance Jobs that are repeated every calendar year from the Service Agreement Start Date to End Date.

To customize the Maintenance plan, click the Property name in the

upper left corner to expand the checklists.

Click the Asset type, and select the Asset. Now you will be able to

make changes as needed to the Asset checklist.

Go through each Task in the checklist and make changes to the

following fields as needed to reflect what is in your signed Customer

contract.

● Task

● Labor Estimate (in minutes)

● Interval

● First Due Date

● Total number of occurrences

To add additional tasks, click + ADD TASK

NOTE: If you add additional tasks, a COPY of the last task will be added to the bottom of the Checklist.

In this example, if you click “+ ADD TASK”, an additional task will be

added with the task name “Fill Out Form”.

To delete a task, click the three dots on the far right side of the task

name.

To add parts & materials to a task, click the bolt icon ⬡ next to the

task name.

Type to search for your item, check the box to select the item, update

the item description and quantity, and click SAVE.

To add a form to a task, click the form icon next to the task name.

Search for your form. You have the option to make forms required for

the Technician to fill out in order to complete the Visit. Click “SAVE”.

If you do not see your desired form, check to see under Form Settings if the form has a form type of task.

Currently, only BuildOps Support or your Customer Success Manager

can update the Form Type.

Once a form or item has been added, the bolt and/or form icons will

change from gray to blue.

Complete this process to customize all Asset checklists and

Property checklists before moving to the next step.

To move to the next step, Click NEXT STEP in the bottom right corner.

4. Schedule Maintenances

NOTE: If you need to make any changes in step 3, you will need to re-do all of step 4.

Scheduling a Maintenance means that you are creating a Visit that will

appear on the Dispatch Board.

In order for a Visit to appear as scheduled on the Dispatch Board, a

date, time, & primary technician needs to be indicated.

If you leave out one or more of these data fields, the Visit will be created as unassigned. You will be able to edit/add these fields by filtering for the Job in the unassigned tray at the bottom of the Dispatch Board when you are ready to schedule it.

At the top of the page, you will be able to add People. We recommend

selecting a Property Representative (Department will auto populate),

but the Crew, Primary Technician, and Additional Technicians can be

selected on a Maintenance by Maintenance level.

Scheduling Maintenance Jobs is done in 3 steps:

1️. Select the Maintenances that you want to schedule.

To determine which Maintenances to select, consider the Asset,

Maintenance Tasks & discipline (HVAC, plumbing, controls etc.)

Any Maintenances that were noted as being Individual Maintenances

in your Property Checklists (in step 3) will be shown in a separate table below the Maintenance table.

● Once you have determined which Maintenances to group

together, check the boxes next to the Maintenance number.

2. Click “Edit Maintenances”

3️. Fill in the table

● Maintenance group name - Add a name to describe this

Maintenance Group.

○ For example: Spring Maintenance, Fall Maintenance, RTU

Full PM, RTU Minor PM

● Maintenance Tags - select a Maintenance tag, if applicable

● Maintenance Type - select a Maintenance type (required)

● Budgeted hours - this field will auto populate based on the labor

estimate from the checklist labor.

Add a primary technician and additional technicians before updating

the “Number of Visits” field. This will auto populate these fields once

you add a Visit.

● Primary Technician - select a primary technician

● Additional Technicians - add additional technicians, if applicable

● Number of Visits - (1) or more if needed

● Schedule Visits - leave this as 0 unless you want your Visit to be

created X amount of days before the “due date”

● Crew - select a crew (optional) Crews are set up under Personnel

Settings

● Service Description - Control + V the Maintenance tasks, or add

additional information about the work to be performed

● Forms - add a Visit form, if applicable

○ “Visit” forms can be added in addition to “task” forms

● Visit duration - add an estimated Visit duration

● Start time - add a Visit start time

Click “SAVE”.

The Maintenances will disappear from the Maintenances table, and will appear in their own Maintenance group. You can edit the Maintenance group by clicking “EDIT MAINTENANCES”.

For excluded Maintenances, click the edit pencil on the right side of

the task line, and fill in the table according to the above instructions.

Follow this process for all Maintenances. Click “SAVE AS DRAFT” (in the upper right corner) to return to the Service Agreement draft.

Activate Agreement

Click to the Maintenances tab and double check that each

Maintenance has (1) Visit assigned.

To activate the Service Agreement, click “ACTIVATE AGREEMENT” (in

the upper right corner).

You will see a notification that says all Maintenance Jobs within 90 days of today will be created. Click “ACTIVATE AGREEMENT”.

🔁Refresh the page.

Service Agreement Page

On the Service Agreement page, you will see all information related to

the Service Agreement by clicking through the middle tabs.

● In the Maintenances tab, you will see a list of Maintenances that

are due within the next 90 days.

If you click on the Maintenance number of a specific Maintenance, you will be directed to the Maintenance page which will show you all details about the work to be performed during that Maintenance Job Visit.

Maintenance Page

To view the Visit on the Dispatch Board, hover over Dispatch → click

Dispatch Board.

If you have created a scheduled Visit, you will see this Visit in the form

of a Visit card on the selected date/time/technician.

If you have created any unassigned Visits, you will be able to filter for

them by clicking into the Unassigned tray at the bottom of the

Dispatch Board. You can schedule a Visit by dragging and dropping it

onto the board or by clicking to open the Visit side card.

⚠️To cancel, clone, or revise an active Service Agreement, click the

three dots in the upper right corner of the Service Agreement page.