Setting up recurring maintenance contracts
Create maintenance contracts for your customers so jobs are scheduled automatically, invoices are sent on time, and renewals never slip through the net.
How to set up a maintenance contract
- 1Open the customer record for the account you want to set up a maintenance contract for and click “New contract”.
- 2Enter the contract name (e.g. Annual Boiler Service Plan), start date, contract value and billing frequency (monthly, quarterly or annual).
- 3Set the service schedule: select which jobs are included (e.g. 1 boiler service per year, 2 filter cleans), set the job types and assign a responsible engineer.
- 4Trade2Base automatically creates the scheduled jobs in the calendar based on the contract terms and sends the customer a contract confirmation via email or WhatsApp.
- 5Invoices are generated and sent automatically on the billing schedule. Use the Contracts dashboard (Jobs > Contracts) to see all active contracts, their renewal dates and outstanding services.
Trade2Base sends automatic renewal reminders 30 and 7 days before a contract expires. You can customise the reminder message in Settings > Templates. Contracts that auto-renew are marked with a renewal indicator in the dashboard.
Frequently asked questions
Yes. You can create as many contract templates as you need — for example a Basic plan with one annual service and a Premium plan with two services and priority response. Set up templates in Settings > Contract Templates.
Customers can view their active contract, see upcoming scheduled visits and download past invoices through the Trade2Base customer portal. Contract cancellation requests can be submitted through the portal if you enable that option.
Open the contract record and click “Cancel contract”. You can choose to issue a pro-rata refund or credit note automatically. Any future scheduled jobs created by the contract will be removed from the calendar.
Yes. Trade2Base contracts work for both residential and commercial customers. For commercial clients with multiple sites, you can create a single contract that covers all sites and assign different engineers to each location.