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Maintenance contracts

Create a contract from Maintenance Contracts, review the profile and the maintenance-contracts calendar, and log materials when Inventory is on for the account.

Written for Account operators User guide last reviewed on 2026-08-31

Maintenance Contracts is the menu name for this work. The screen title is Contract Management. A contract is an operating agreement for a party or a scope: repeating visits, terms, and dates. You run it from the list, profile, and calendar. It is separate from a single maintenance request, though it may generate related work.

List and profile

On Maintenance Contracts, search by name or number. On All branches, the list shows the branch and you can filter by it. The profile shows parties, term, extra conditions, and notes. The calendar shows contract commitments on the days.

Add a contract with only the fields on the form. Import a batch from the multi-sheet template when you have many contracts: review the batch, then submit. The contracts sheet has an optional branch column — leave it empty to use the header branch (or Main); a named value files that row even if the header is elsewhere. Older files without the column still import. Do not document internal column maps here; follow the template headings as shown.

Note: If Inventory is enabled — or the contract already stored materials — the profile and the Materials tab show materials. On that tab, Available now is the current on-hand stock. You may allocate a quantity above Available now (stock can arrive later); the row shows a light warning, and save is not blocked.

On edit (not create), the Budgets tab caps a utility allowance or tracks spare-parts spend — separate from materials allocation and from basic contract details.

Use print preview from the profile when that action appears. Contract print settings change the paper layout, not the agreement terms.

If the contract is on the wrong branch, use Move to branch on the profile. Only the contract row moves — generated later requests pick up the new branch; existing requests stay unless you move them separately. A move that would leave the contract covering properties on two branches is blocked until you split the contract. Staff assigned to only one branch do not see this action.

  • Inventory — log material use when the contract profile shows materials.
  • Maintenance requests — treat a request born from a contract obligation as a normal request.
  • Budgets — on the contract Budgets tab: cap a utility allowance or track spare-parts spend.
  • Collection — owners-association billing: share groups and collection rounds as separate views on the Collection tab.
  • Custom fields — add an extra field to the contract's basic details tab.
  • Branches — move the contract if it was filed under the wrong branch.