DeployrHelp Centre

Set Up a Maintenance Agreement

For admins and office staff · Updated 23 Sep 2026

A maintenance agreement is the service a customer has signed up for: the visits you owe them, the assets those visits cover, what's included and how it's billed. Each visit goes on the service timetable and raises its own job as it comes due.

Write the Agreement

  1. Go to Maintenance and choose New Agreement.
  2. Under Who and Where, enter the Agreement Name and pick the Customer. Pick a Site, or leave it on All Sites. Set the Start Date, End Date and Contract Term (Months).
  3. Under What It Covers, choose one rule: every asset the customer has, only certain kinds of asset, or only the assets you pick. The first two also cover assets added later; a picked list doesn't.
  4. Under Visits, set up each visit, as below. Add a Visit adds another.
  5. Under Contract and Billing, set the Contract Value (the Term, Ex GST), the Billing Frequency and the Billing Amount (a Cycle), and list what the agreement includes and excludes, one item a line.
  6. Choose Create Agreement.

While you write, What This Raises beside the form lists the visits the agreement will raise in date order, how many assets it covers, and whether the billing cycles add up to the contract value.

Setting Up a Visit

  • Falls Due sets what brings the visit round. Date / Frequency takes How Often and the First or Next Visit; Seasonal takes the months it runs in; Operating Hours and Meter Reading take the figure a covered asset has to reach.
  • Assets on This Visit is either all the agreement's covered assets or only some of them. One asset can be on several visits.
  • The Technician and Labour Allowed (Hours) carry onto the job the visit raises.
  • Load a Task List fills in the tasks, parts, forms, skills and licences from the Task Library on the Maintenance page. Loading one over work already on the visit replaces it, and Deployr asks first.
  • Switch a visit to Paused to stop it raising jobs without removing it.

An Operating Hours or Meter Reading visit falls due when a covered asset's recorded run hours or meter reading reaches its figure. Those figures come in with an asset import; no screen in Deployr updates them yet, so check them before relying on this trigger.

Customers with portal access see an agreement's name, dates, response time, included callouts, billing amount, and what it includes and excludes. They don't see its notes, contract value or parts allowance.

Maintenance agreements come with the Commercial plan. On the Service plan, saving a new agreement is refused; see When a Save Says It Isn't on Your Plan.

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