📝 Write a PM & Maintenance Plan, Price It and Get It Signed From Your Phone

Every shop knows the maintenance agreement is where the steady money is. Two visits a year per building, paid whether the summer is hot or not, and the customer calls you first when something breaks. The trouble is getting one written. It usually starts as an old Word file with last year’s prices in it, gets emailed as a PDF, and comes back signed in a week, or never.

Equipment Tracker Pro has a plan builder on every location. You write the PM list once, price it, send it, and the customer signs it on their phone. Here is how it works, start to finish.

Where it lives

On the home screen, open BILLING, PLANS & TEAM and tap Maintenance Plans. Choose the location, and its PM & MAINTENANCE PLAN card is where the plan starts. You can also get there from the location itself: tap Reports, and the plan is under YOUR OWN REPORTS. It is the same builder on the phone and on the web dashboard.

A plan can also be written for a prospect who is not a location yet. If they say yes, it becomes a location.

Step 1: write the scope

The Scope tab is the work itself. Add the rooms, what is in each one, and the tasks, with how often each task is done and how long it takes. Tap SAVE when you are done; nothing is kept until you do.

You do not have to start from a blank page. Under ADD A ROOM there are templates for Kitchen, Bathroom, Bedroom, Laundry, Living room, Garage, Attic, Exterior, Pool / Spa, Whole home and HVAC system. Tick the tasks that apply and add your own. The times that come with the templates are starting estimates, and the builder says so. Change them to what the job really takes.

Lines can also be the equipment you already track at that location, so the plan names the actual rooftop unit or air handler instead of a description of one.

Step 2: price it

On the Price tab, choose how the plan is priced. There are eleven ways:

• ▸ Flat, per visit, hourly, per task, per item or per area.
• ▸ Per event, blocks of hours, seasonal or tiers.
• ▸ Lines only, when you just want the prices on the lines to add up.

Then choose how it is billed: weekly, twice a month, monthly, yearly, per visit or per term. Add any discounts, and say whether the plan renews.

Step 3: send it

On the Proposal tab, tap Preview to see it exactly as the customer will. Then pick how it gets to them:

• ▸ Send link: the customer gets a link to the plan and signs it there.
• ▸ Share PDF: a file to email or print.
• ▸ Hand to customer: they sign on your phone or tablet, right there.

Step 4: the customer signs

The customer opens the link, reads the plan, types their name, signs and taps Accept, or Decline. You can see when they opened it and what they decided, so you know whether to follow up.

Once it is accepted, Signed copy PDF gives you the agreed copy. That copy is kept exactly as it was signed. If you change a plan that is already accepted, the app makes a new version instead of editing the signed one, and the customer is told it replaces the one they accepted.

Step 5: do the work and bill it

At each visit, tap LOG A VISIT on the plan’s row to record the work done against the plan.

The plan does not schedule the visits for you. Its PM schedules say when work is due, and LOG A VISIT records what was done. When it is time to bill, open an invoice for the location and tap + ADD WORK OR RECEIPT. The plan charges and the finished plan visits are listed there. Tick them to bill.

Your crew sees the work, not the prices

On a Team, technicians and Viewers only see the Scope tab. The Price and Proposal tabs are not shown to them at all, so the whole crew can open the plan and follow the task list without seeing your margins.

A plan does not have to be sold to anyone, either. A property manager can build the checklist, keep it on the building, and let their own technicians work from the Scope tab.

What is free

Building a plan and the Preview are free on the app. Share PDF, Send link, Hand to customer, Mark accepted and the Signed copy PDF are Pro, and so is the web dashboard.

Can the customer sign on their phone?

Yes. Send link sends them a link to the plan. They type their name, sign and tap Accept or Decline. No app and no account needed.

What if I need to change a plan after it is signed?

Change it and the app makes a new version. The signed copy is kept as it was, and the customer is told the new one replaces it.

Does the plan schedule the visits?

No. The plan’s PM schedules say when work is due. LOG A VISIT records each visit against the plan.

How do I bill the plan?

On an invoice for the location, tap + ADD WORK OR RECEIPT. Plan charges and finished plan visits are listed there to tick.

Will my technicians see my prices?

No. Technicians and Viewers only see the Scope tab.

Is it free?

Building a plan and previewing it are free on the app. Sending it to the customer, the signed copy and the web dashboard are Pro.

Jonathan Curtis

HVAC Technician & Founder · Equipment Tracker Pro

Jonathan Curtis is an HVAC technician and the founder of Equipment Tracker Pro. He built the app to solve real problems he encountered in the field, including the daily frustration of faded nameplates and administrative double-entry.