Some contractors offer ongoing service plans where the homeowner pays upfront and receives maintenance visits over time (often semi-annually or annually). While it's easy to see how Contractor Accelerator supports standard projects and bids, you can easily manage recurring service plan work by following the steps below.
This article outlines how to:
Set up a service plan project
Schedule and manage maintenance appointments
Track upsells and service performance
Cancel or close a service plan
🔧 Step 1: Create the Initial Project
Begin by creating and managing the customer’s original project as usual. This could be a foundation repair, fence installation, or any other service.
If the customer purchases an ongoing service plan, you’ll handle that as a separate project.
📁 Step 2: Create a New Project for the Service Plan
When a service plan is sold:
Create a new project.
Set the Project Type to something like
"Service Plan".This allows you to filter and report on service plans based on the project type.
Schedule the first maintenance appointment in this project.
Then, close the service plan project right away using a custom Project Result like
"Service Plan - Active".⚠️ Closing the project will not cancel the appointment.
Creating a custom Result Type will keep this separate from standard statuses like "Won" or "Lost".
🗓 Step 3: Scheduling Ongoing Appointments
During the visit:
The technician can schedule the next service appointment before leaving the job.
These will appear on the calendar and allow you to use the system's built-in automations for Text/email reminders as well as any internal confirmation workflows your team already has in place.
For now, schedule these as Installation appointments to ensure everything flows through your existing communication system.
ℹ️ Note: While future improvements will include recurring appointments and new appointment types, current functionality supports this workaround.
💵 Step 4: Logging the Service Work
If any maintenance is performed:
Create a bid for the service.
Set the pricing to reflect a 100% discount. Avoid setting installments and opt fr the one-time payment method. This allows for a $0 total while keeping a record of what was done.
If additional work is upsold to the homeowner outside of what is included in the service agreement:
Create a new project (not tied to the service plan).
Treat it like any other project to keep financials and reporting clean.
Optional: Use a distinct Project Type like "Service Plan - Upsell" for added reporting clarity.
📊 Step 5: Reporting & Tracking
You can track:
All active service plans (
Project Type = Service Planand the Project was not canceled)Canceled service plans (use a custom result type like
"Service Plan - Canceled")Upsell activity (via project types or by assigning a dedicated service technician)
If only one person handles service visits, any new projects or bids created by that person can be used as a proxy for upsell tracking.
❌ Step 6: Canceling a Service Plan
If the homeowner cancels:
Reopen the service plan project (if needed).
Mark it as canceled using your custom result (
"Service Plan - Canceled").This allows your team to report on cancellations without affecting historical project data or deleting any past appointments.
✅ Summary
| Item | How to Handle |
|---|---|
| Selling a Service Plan | Create a new project, use "Service Plan" as the type |
| Scheduling Visits | Schedule like any other appointment (Installation type for now) |
| Recording Maintenance | Create a bid with 100% discount and one-time payment |
| Upsells | Create new, separate project(s) |
| Tracking | Use project types and custom results |
| Canceling Plans | Use a custom cancel result on the service plan project |
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