Maintenance contract management: a contract that keeps its own calendar.
A maintenance contract is not a row in a spreadsheet. It covers specific installations, at a specific frequency, at a price that moves over time. As long as it stays a document in a binder, somebody has to remember the due dates.
The contract is in a binder, the due date in somebody's head.
- The contract spreadsheet is accurate until the day the person who keeps it is on leave.
- Nobody can say, without looking, which maintenance visits fall due next month.
- A tacitly renewed contract keeps being invoiced while the last visit was two years ago.
- The annual indexation is applied from memory: sometimes a year late, sometimes not at all.
- When a customer asks how long they have had the contract and what it covers, the answer is in a paper file.
The contract knows what it covers, and when.
In Instalvo a contract is tied to the installations it covers, this boiler or those four appliances, with its frequency, its price, its term and its notice period. From there the software works out the due dates itself and presents them as work to be planned, not as a reminder to tick off.
- Frequency, price, term, renewal date and notice period carried by the contract itself
- The covered installations are named one by one, not described in a comments box
- A due-date calendar that surfaces visits before they are late
- Status tracked per invitation: sent, accepted, planned, done
- The contract's full history, visit by visit, in the customer's file
What exists, and when
Instalvo is in development. The first release is targeted for early 2027, and pilot companies get access before that. Here is what is planned for it, and what comes after.
- The contract as an object in its own right, tied to specific installations
- Frequency, price, term, notice period and indexation clause held on the contract
- The due-date calendar, turned into visits to place on the planning board
- Status tracked per invitation, from sending to execution
- Periodic invoicing of the contract, with no re-entry
- Renewal and notice letters generated automatically
- Indexation calculated onto the invoice from the published index
- Contract offers sent to the customer for electronic signature
Common questions
Can I bring my existing contracts across?
That is the goal, and it is one of the first things we are building with the pilot companies: starting from an export of your current software or your spreadsheet rather than making you type everything again. The exact format depends on where you are coming from, which is precisely why we want pilots early.
Can one contract cover several installations, at several sites?
Yes. The structure is customer, then site, then installation, and a contract can name several installations, including at different sites of the same customer.
How is indexation handled?
In the first release the indexation clause is held on the contract, with its formula, its reference index and its anniversary date, and stays visible at the moment of invoicing. The calculation applied automatically to the invoice comes after that.
What if a customer refuses the annual service?
The invitation tracking keeps the record: invitation sent, no answer, refused. So you know why a visit did not happen, which is exactly what you want to be able to show if the installation causes trouble later.
For your trade
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