Maintenance Plans: Proposal to Visits
Step-by-Step Guide
Write a PM plan for a location, price it, send it to the customer to accept and sign online, and log the visits once it is in force.
📝 Maintenance Plans: Proposal to Visits (Build Free, Send Pro)
📱 Mobile App Guide
- Start the plan: Open the location and tap Reports. The PM & MAINTENANCE PLAN row is at the top: tap it to start a plan for that location.
- Write the scope: On the Scope tab, add the areas, what is in them, and the tasks, with how often each one is done. Start from a room template if it helps.
- Price it: On the Price tab, choose how the plan is priced and billed, add any discounts, and say whether it renews.
- Send it: On the Proposal tab, tap Preview to see it as the customer will. Then Send link to send the customer a link, Share PDF for the file, or Hand to customer to have them sign on your device.
- The customer accepts: The customer opens the link, reads the plan, types their name, signs and taps Accept, or Decline. You see when they opened it and what they decided. Signed copy PDF gives you the accepted copy.
- Log the visits: At each visit, tap LOG A VISIT on the plan’s row to record the work done against the plan.
- Bill it: On an invoice for the location, + ADD WORK OR RECEIPT lists the plan charges and the finished plan visits. Tick them to bill.
Good to know
- Building a plan and the Preview are free. Share PDF, Send link, Hand to customer, Mark accepted and the Signed copy PDF are Pro.
- Changing a plan that is already accepted makes a new version. The customer is told it replaces the one they accepted.
- Technicians and Viewers see the Scope tab only, never the prices.
- Visits are not scheduled by the plan. The plan’s PM schedules say when work is due; LOG A VISIT records it.
- Plan visits and plan charges are billed through + ADD WORK OR RECEIPT on an invoice.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.