Service agreements and maintenance plans
Write up work you've agreed to do on a schedule, for a fee, once. CrewBarn places the visits, puts them on the board, bills the fee each period, and drafts next year's renewal.
The intro, in words
Written once, and it runs all year
This is service agreements in CrewBarn: work you've agreed to do on a schedule, for a fee, written up once.
Bayside Property Group wants Harlow and Finch to service the three rooftop units at Bayside Plaza every spring and fall. Marcus runs their facilities, and Dana writes it up.
Writing it up: Who it's for, and where
Dana presses New service agreement. It's four steps: Customer, What's covered, Price and term, and Contract and send.
She picks Bayside Property Group, calls it Rooftop units, Bayside Plaza, and ticks the property it covers.
Writing it up: The rhythm, read back to her
Under What's covered, she names the service Rooftop unit maintenance, and picks the job type each visit becomes on the board.
She ticks the three rooftop units, the equipment this service looks after. For How often she picks Every six months.
The So line reads it back in plain words, so she can check exactly what she's promising.
Writing it up: The fee covers the visits
Under Price and term: a fee of three hundred and fifty dollars, billed every month, starting the first of March and ending a year out. The visits are never billed one by one.
Who looks after it: Dana. She'll get the renewal reminders. The summary shows the jobs it books in the first year, and what it bills.
Writing it up: The wording he'll sign
Last, the contract itself. Dana attaches Harlow and Finch's maintenance contract from Templates and forms. If she didn't have one, Draft one for me would write one, after she types I understand on a notice that a lawyer should read it.
She presses Save as a draft. The agreement is Not started: it books no visits and bills nothing yet.
Signed: Nothing runs until it's signed
On the agreement, Dana presses Send to sign. Marcus gets an email with a link, and the wording is frozen, so later edits don't change what he signs.
The status is Waiting to be signed. Still nothing booked, nothing billed.
Signed: Signed, and it's running
Marcus opens the link, reads it, signs in the box with his finger, types his name, and presses Sign agreement. He sees: Signature received.
On Dana's side, the agreement turns Running, and the visit dates are placed straight away, so she sees a schedule, not an empty plan.
Signed: On paper, or on hold
If Marcus had signed at the kitchen table, Dana would press They signed on paper. It asks who signed, then starts the agreement and places its visits. Start it does the same without a signature.
And if Bayside ever needs a break, Pause stops it booking visits and billing, without ending it. Pick it back up starts it again.
Visits: On the board, fourteen days out
The Visits tab lists every visit, Planned. Fourteen days before each one is due, it goes on the jobs board as a real job, with the right job type, property and equipment.
Kim books the spring visit into Jo's lane like any other job. Bayside gets the same reminders and on-the-way texts as everyone else.
Visits: Covered, so nobody collects twice
On the day, Jo opens the job. A green Covered by banner names the agreement: the fee already pays for this visit, so she doesn't collect for it.
She services all three units, records what she did on each one, and checks out. The job is Complete, and the visit on the agreement turns Done.
Visits: Found on the visit, quoted on its own
On unit two, Jo finds a failing capacitor. That isn't covered by the fee, so it's quoted and billed on its own, and Marcus approves it like any other estimate.
Visits: Suggested, then confirmed
If Dana had built the plan from Bayside's estimate with Build service agreement, she could have picked Suggest the visits for the office to confirm, instead of booking them.
Then the visits wait on the agreement's Confirm visits list. Kim ticks the ones to keep and presses Confirm selected, or Skip selected. Book automatically from now on lets the plan book its own.
Billing: The invoice raises itself
On the first of every month, a billing period starts, and the agreement raises its own invoice for three hundred and fifty dollars.
Dana chose to have those invoices count straight away, so each one is a real invoice the moment its period starts. Or they could wait as drafts for her to check. Either way, nothing is emailed until she sends it.
Periods are counted from the start date. One that starts on the thirty-first bills on the last day of short months, then goes back to the thirty-first.
Billing: Nobody had to remember
From signature to spring visit to every month's invoice, nobody kept a calendar of who's due, and no fee was missed.
Renewal: Next year, already written
Near the end of the term, Dana gets the renewal reminder, because she looks after it. CrewBarn drafts next year's agreement: the same services, rhythms and property, starting the day the old one ends.
The fee is at the uplift she set. The agreement says: renews after review at three sixty-seven fifty, up five percent. She opens the draft, changes what she likes, and sends it to sign.
Renewal: Straight on, so billing never stops
If the agreement was set to renew automatically, there's no draft to read. Next year's is created Running, so the billing doesn't stop while a draft waits for somebody.
The whole tree: Draft to renewal
That's one plan, start to finish: drafted, sent, signed, visits on the board, done, billed, and renewed.
And every branch had an answer: built from an estimate, signed on paper, paused, suggested visits, extra work, invoices as drafts, and renewing on its own.
No visit forgotten, no fee missed, and next year written before this one ends.
Service agreements: No visit forgotten, no fee missed
That's service agreements in CrewBarn.
CrewBarn is in beta, and free for life for trades that help test it.
Visits on a rhythm you set
An agreement holds one or more services, each with its own type of work and its own rhythm, like every spring and fall, or monthly with more visits in summer. Tick the properties it covers and the equipment each service looks after. CrewBarn reads the rhythm back in a sentence so you can check it, then places the visits and puts them on the board. You can let it book its own visits, or have it suggest them and wait for you to confirm.
A visit from an agreement is a real job, so it gets the same reminders, on-the-way texts and field app as any other. Extra work found on a visit is quoted and billed on its own.
Billing periods
The fee covers the visits, and visits are never billed one by one. Set the fee, how often it's billed and how long the agreement runs. When a billing period starts, CrewBarn raises the invoice. You choose whether those invoices count straight away or wait as drafts for someone to check. Periods are counted from the start date, so an agreement that starts on the 31st bills on the last day of short months and goes back to the 31st after, the way the customer signed it.
Equipment under cover
Each agreement lists the equipment it covers. When equipment is surveyed on a walkthrough, its condition at the start of cover is recorded, so later visits can be judged against it. The equipment's own record shows which plan covers it.
Drafted for you
Start an agreement from an estimate you already sent, from a property with everything there ticked, from a single piece of equipment, or from a customer's plan request in the portal or the marketplace. A request keeps the customer's rhythm as they asked for it, like every other month, not July, Tuesday mornings. The draft is never priced or sent for you. Someone sets the price and reads it first.
For the agreement wording itself, tell CrewBarn what you cover, what you don't, cancelling and payment, and it writes those terms in. With your AI key, CBI can draft the sections, rewrite one, or write a short summary of what the customer is agreeing to. You can also upload the agreement you already use as a PDF or a photo, and it's read into a draft you can edit. A notice reminds you that a lawyer should read whatever CrewBarn writes, and records who read it.
Signed, started and renewed
Email the customer a link to read and sign the agreement, or record that it was signed in person. Nothing is booked or billed until it's signed or started. Pause stops booking and billing without ending it.
Near the end of the term, CrewBarn drafts next year's agreement: the same services, rhythms and properties, with a term that starts the day the old one ends and the fee at the uplift you set. You open it, change it and start it. An agreement set to renew on its own goes straight on, so billing doesn't stop. Automations can remind the customer when a renewal is due.
How it works
- Start from an estimate, a property, a piece of equipment or a customer's request.
- Pick the services, their rhythm, the properties and the equipment covered.
- Set the fee, the billing period and the term.
- Send it to sign. Once it's signed or started, visits book and invoices go out each period.
- Before the term ends, check the renewal draft and start it.