Maintenance contracts
Every maintenance contract scheduled, delivered and invoiced on time
Record what you promised, to whom and how often. Digitalnatie Service Suite turns each maintenance contract into scheduled jobs, work orders and invoices, so no service visit and no renewal is ever missed.
Dutch, French and English. Built for Belgian service companies.
The contract itself
What the contract says is what the system knows
A maintenance contract is more than a PDF in a folder. Record the term, the frequency, the covered equipment, the agreed price and the notice period in one place, linked to the right customer and the right site.
- Term, start date and notice period
- Service frequency per piece of equipment
- Which labour and parts the contract includes
- Agreed price and indexation
Automatic scheduling
Planned maintenance that puts itself in the schedule
The system knows when each piece of equipment is due and creates the service order itself. Your planner sees weeks ahead which contracts are running out of time without a completed visit, instead of discovering it afterwards.
- Service orders created automatically per contract
- Yearly, half-yearly or custom per equipment item
- Alert as soon as a visit falls behind
- Assigned to a technician with the right qualification
Who it is for
Built for companies that run on recurring maintenance
When a large share of your revenue comes from maintenance contracts, following them up is not administration — it is your business model. Here is what that looks like, sector by sector.
HVAC and heating
Boilers, heat pumps and ventilation with an annual service visit per appliance and per site.
Refrigeration
Cooling installations with periodic servicing, leak checks and equipment spread across several sites.
Plumbing and technical maintenance
Contracts with a fixed number of visits per year, topped up with on-demand call-outs.
Facility and building management
Several buildings per customer, each with its own equipment, frequencies and contacts.
Fire protection
Extinguishers, fire detection and sprinklers with periodic inspections, and a record of every completed visit per unit.
Lifts, doors and gates
Lifts, gates and automatic doors with recurring maintenance, topped up with breakdown call-outs between visits.
Electrical and solar
Electrical installations, PV systems and EV chargers with periodic inspection and servicing, each linked to the right customer and site.
Industrial equipment
Compressors, pumps and production machines with preventive maintenance on a fixed rhythm, and the right parts ready for every visit.
Frequently asked questions
Maintenance contracts in practice
The questions service companies ask most often before switching.
How do you set up a maintenance contract in Digitalnatie?
You create the contract on the customer, select the sites and equipment it covers, then set the frequency and the term. From that point the system generates the scheduled visits itself. You do not enter each visit by hand.
Is there a maintenance contract template?
Digitalnatie does not supply a legal template: the terms, the liability and the notice periods are a matter for you and your legal adviser. What the system does structure is the commercial and operational content of your own contract — which equipment, how many visits, what price, what term — so that delivering it runs automatically.
Can one contract cover several sites and equipment items?
Yes. A customer can have several sites and each site several pieces of equipment, each with its own service frequency. The contract stays a single record, but scheduling happens per equipment item.
How often can a maintenance visit be scheduled?
The contract automatically generates recurring interventions, for example monthly, quarterly or annually, straight into the planning. You set the frequency per equipment item.
Can I follow a contract's start, end and renewal dates?
Yes. Contract dates and warranties are kept with the customer and with the equipment, so a renewal date does not pass unnoticed.
Does the technician see on site what was done to the equipment before?
Yes. Every piece of equipment keeps its serial number, warranty and full service history. After scanning its QR code, the technician sees those details and that history, so they know what happened before they start.
Does the customer get a report of every maintenance visit?
Yes. A completed intervention produces a service report with the findings, the parts used and the signature on it.
What happens to work that falls outside the contract?
It is recorded separately on the job and invoiced separately. The technician records the hours and parts involved on the work order, so the additional cost is substantiated for the customer.
Can we bring our existing contracts across?
Yes. Existing customers, sites, equipment and running contracts are imported at start-up, so you do not begin with an empty system. Their volume feeds into the implementation price, which is quoted separately.
Is contract management included in the subscription?
Yes. Maintenance contracts belong to the complete Service Suite, so they are part of your subscription.
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