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How do you structure your service agreements in FieldPulse?

Mike Dolan

We've got about 40 commercial HVAC clients on annual maintenance agreements and I'm trying to figure out the cleanest way to handle this in FieldPulse without creating a mess.

Right now we're creating recurring work orders for each quarterly visit, but that means 4 separate WOs per customer per year and no real visibility into "this customer is under contract" vs "this is a one-off."

Also billing is a pain. Some customers prepay the year, some pay quarterly, some we invoice after each visit. FieldPulse doesn't seem to have a "service agreement" object so I'm hacking it with tags and custom fields.

What's actually working for people? Am I missing something obvious or is this just not what the tool was built for?

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  • Mike, you're not missing anything — there's no native service agreement entity. Here's how we've structured it for 67 active contracts:

    • Master WO as the "contract record" — status stays Open all year, custom field for contract value, start/end dates, billing terms
    • Child WOs linked via reference number — we put the master WO # in the description of each visit
    • Tag hierarchy: contract-commercial, contract-residential, billing-prepaid, billing-per-visit

    The master WO lets us see contract status at a glance. Reporting is still clunky — I export and pivot in Excel for renewal forecasting.

    Pro tip: Set up an automation rule (if you have API access) to email you 60 days before contract end. We were missing renewals until we did this.

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  • Mike, you're not missing anything — there's no native service agreement entity. Here's how we've structured it for 67 active contracts:

    • Master WO as the "contract record" — status stays Open all year, custom field for contract value, start/end dates, billing terms
    • Child WOs linked via reference number — we put the master WO # in the description of each visit
    • Tag hierarchy: contract-commercial, contract-residential, billing-prepaid, billing-per-visit

    The master WO lets us see contract status at a glance. Reporting is still clunky — I export and pivot in Excel for renewal forecasting.

    Pro tip: Set up an automation rule (if you have API access) to email you 60 days before contract end. We were missing renewals until we did this.

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