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.
The PM schedules behind a plan: how to set up PM scheduling walks through intervals, reminders and logging a completed visit.
📝Maintenance Plans: Proposal to Visits
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.
The PM schedules behind a plan: how to set up PM scheduling walks through intervals, reminders and logging a completed visit.
◐ Building Is Free, Sending Needs Pro
📱 Mobile App Guide
Start the plan
On the home screen, open BILLING, PLANS & TEAM and tap Maintenance Plans. Choose the location; its PM & MAINTENANCE PLAN card is where the plan starts. The same plan is also under the location’s Reports.Write the scope
On the Scope tab, add the rooms or areas, what is in them, and the tasks, with HOW OFTEN each is done. ADD A ROOM has ready-made lists for rooms and systems to start from. Tap SAVE; nothing is kept until you do.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. They can also tap Request changes or Decline. You see when they opened it and what they decided under Status and events, and Signed copy PDF gives you the accepted copy.Log the visits
At each visit, tap LOG A VISIT on the location’s plan card or on the plan’s Visits tab. Record the times on site, tick the tasks, add photos, and tap FINISH.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.
- PRINT CHECKLIST, under LOG A VISIT on the Visits tab (Print Checklist on the dashboard), prints every task on the plan as a blank form to fill in by hand, with no prices on it.
- Plan visits and plan charges are billed through + ADD WORK OR RECEIPT on an invoice.
- On a visit, the Parts used step takes each part you used off the inventory count when you finish, and the visit’s service log and report list them. Untick Deduct from stock for a part you bought for the job.
- A Recommendations box on the visit is saved, synced and printed on the visit report for the customer.
- Each item on a plan can carry DETAILS FOR LATER VISITS (up to 30 label and value pairs of your own) and PHOTOS OF THIS ITEM (up to 12). They show as ABOUT THIS ITEM on every visit and print on the visit report.
- A plan can have a Member hourly rate (extra time). Extra time on that plan’s visits bills at it; leave it empty to bill your normal rate. All of this is on the phone and the dashboard.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
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.