Service plans

A service plan is a recurring plan you send a customer to sign before any billing starts. It is the recurring counterpart to a proposal: no estimate behind it, no build stages in front of it, just a price that repeats on a cadence. Billing begins on the plan's start date once they accept, never when you send it. You need the Maintenance plans module switched on in Settings → Modules. Owners, Operations Managers and Estimators can send one. Crew cannot.

There is no separate draft step. Composing and sending are one action, and the customer is emailed a signing link straight away.

1. 1Open the contact and choose New service plan, at the top of their Details.
2. 2Coming off a deal you just marked Won with no estimate behind it, the confirmation offers Send plan instead. Going that way ties the plan to the deal.
3. 3Give it a Plan name, the one the customer will see, such as Quarterly HVAC Maintenance.
4. 4Pick the Property it covers when the contact has more than one saved address. Leave it on Use billing address when it is not tied to a specific site.
5. 5Add the plan lines, the frequency, the start date, and how it ends: a stop date, a number of invoices, or open-ended.
6. 6Terms (optional) is your plain-text scope, what is included, and your cancellation wording. The customer reads it on the signing page.
7. 7Offer expires (optional) is the last day they can sign. Leave it blank to keep the offer open.
8. 8Click Send. The contact needs an email address on file, or the plan saves but the send is refused.

The email is headed "A service plan to review" with a Review & sign button. The link opens in any browser with no account and no password, so they can sign before there is a project to sign in to.

1. 1They see your company name, the plan name, the charge and how often it repeats, the date billing starts, how the plan ends, every line it covers, and your Terms.
2. 2To accept, they type their full name, tick the consent box, and choose Accept & sign.
3. 3To decline, they type their name, choose Decline, then Confirm decline. The second click is deliberate, so a mis-tap cannot kill a live plan.
4. 4The consent sentence says plainly that they are authorizing recurring billing at the price shown until they cancel. It is not the proposal wording.
5. 5Their name, the date, and their device information are recorded as their electronic signature, and the page then confirms the plan is accepted and names the start date.

The signature does the provisioning. Nothing waits on you.

1. 1A maintenance project is created on the spot, named after the plan, with its own project number, opening at the Active stage.
2. 2The recurring invoice schedule is created with it, so invoices go out from the start date on the cadence you set.
3. 3The job site is the property you picked, or the contact's billing address when you picked none.
4. 4A plan sent from a won deal claims that deal, so it leaves the pipeline board the way an estimate conversion does.
5. 5No project manager is set, because the customer path cannot pick one. Assign one on the project.
6. 6Their portal for that project leads with Your maintenance plan rather than a build timeline.

Service plans sit alongside proposals on Proposals, with a Type column telling the two apart, a Cadence column, and the value shown per cycle. Click a row to open the plan.

1. 1Sent: emailed, not opened yet.
2. 2Viewed: the customer opened their link. Your own previews never count.
3. 3Accepted or Declined: they answered, and the plan is closed either way.
4. 4Draft: it saved but the email never went out, usually because the contact had no email address. Fix the address and send it.
5. 5A plan unanswered for 5 days raises a "service plans awaiting signature" alert on your Dashboard and in the bell, linking to Proposals.
6. 6Contacts gets a Service plan column too, reading Awaiting signature or Active plan, so you can see who to chase without opening anything.

1. 1Copy link gives you the same customer link to paste into a text or your own email. It appears once the plan has been sent.
2. 2Resend emails it again. Resending a plan they had already opened puts it back to Sent, so the next Viewed is a real one.
3. 3Edit and Delete live in the "..." menu and only ever apply to a Draft. Once a plan has been sent it is a record of what the customer was offered, so it is retired by a decline or an expiry rather than deleted.
4. 4Resend goes off once a plan is accepted or declined. A closed plan is never re-offered.

Offer expires is optional and separate from how the plan itself ends. It only bounds how long the customer has to sign.

1. 1Leave it blank and the offer stays open indefinitely.
2. 2Past that date their link reads "This service plan has expired" and the sign block is gone. Signing is refused on the server too, so a stale tab cannot slip through.
3. 3The plan still reads Sent or Viewed on your Proposals list, because nothing marks it expired for you.
4. 4Resending does not push the date out. To re-offer a lapsed plan, send the customer a new one.

Customers sign from their own link. These two buttons exist for the yes you got on the phone.

1. 1Open the plan and choose Mark as accepted or Mark as declined.
2. 2Marking it accepted does everything a customer acceptance does: the maintenance project and its billing schedule are created the same way.
3. 3No electronic signature is recorded, because there was not one. A blank signer on an accepted plan means it was not signed through the app.

The plan page keeps the record: the lines, the terms, and who signed it and when, with a View project link to the maintenance job it created.

1. 1Day-to-day billing is managed from the Recurring invoices panel on that project, where you can pause, resume, edit or delete the schedule.
2. 2The invoices it generates behave like any other invoice, and the customer pays them from their portal.
3. 3The customer sees the live plan in their portal under Your maintenance plan.

Once a schedule is live Managolio checks it once a day and raises an invoice on each run date. What happens next depends on the "Send automatically" switch: on, the invoice is issued and emailed to the customer; off, it waits as a draft for you to look over. Your payment terms set the due date from the day it is issued.

1. 1A start date in the past bills the next occurrence. It never back-bills every cycle you missed.
2. 2Twice a month (1st & 15th) always lands on those two dates, so a start date in between snaps forward to the next one.
3. 3Monthly, Quarterly and Yearly keep the day you picked. A schedule anchored on the 31st bills the 28th in February and returns to the 31st in March, rather than drifting to the 28th forever.
4. 4A day missed for any reason produces one catch-up invoice on the next run, not a burst of them.
5. 5A schedule with no billable lines, or a total of zero, is skipped rather than sending a $0 invoice, so you get the chance to fix it.
6. 6Resuming a schedule that sat paused across several cycles picks up at the next future date, so nobody is billed for the pause.

Pausing stops the invoices without touching the plan or the project. Ending is final.

1. 1Use Pause on the Recurring invoices panel to stop billing for a while, and Resume to start it again.
2. 2A schedule that reaches its end date or its last invoice reads Ended. Ended is terminal and cannot be resumed, so set up a new schedule instead.
3. 3The customer sees a Paused label on their maintenance plan in the portal while billing is stopped.
4. 4Archive plan stays unavailable while a schedule is still Active, because an archived job that keeps invoicing would contradict itself. Pause or end the schedule first, then archive.

Owners, Operations Managers and Estimators can write, send and answer service plans, the same access they have to proposals. Changing the billing itself, which is the Set up, Edit, Pause and Delete controls on the Recurring invoices panel, is Owners and Operations Managers only. Crew see no plans, no schedules and no amounts anywhere.