Renewables - Post-Installation Service and Maintenance Contract

Mark the main installation job as complete. Record final system details and confirm MCS certificate and handover documentation are filed against the job record.

Raise a quote for the annual maintenance plan. Specify exactly what the service covers and the annual contract price so the customer knows what they are buying.

Issue the service contract document with visit schedule, payment frequency, and callout terms. Obtain signed acceptance before proceeding.

Raise the first invoice or configure the recurring payment schedule. Record the agreed frequency against the contract so the billing cycle is visible.

Create a service job for the first annual visit. Assign the engineer, confirm the date with the customer, and link the service job to the original installation record.

Engineer completes the service visit using a digital form - recording inspection findings, parts replaced, test results, and customer sign-off. Form submits automatically to the office.

Raise the service invoice if not prepaid, update the contract record with the completed visit outcome, and create the next year's service job to continue the cycle.

After completing an installation, maintenance contracts are discussed verbally but never formalized - the opportunity to create recurring revenue is lost within weeks of closing the job.

Service visit reminders exist only in personal diaries or spreadsheets, so annual checks are missed and customers call to chase us rather than us proactively booking them in.

Engineers return from service visits with paper forms that sit in vans for days, delaying invoice dispatch and creating gaps in the service record that are hard to reconstruct later.