Maintenance agreements & contracts

View

A maintenance agreement is a standing contract with one customer for scheduled service across one or more sites. You define the covered worksites, the equipment serviced at each, the visit cadence, the SLA response targets, and a billing declaration — then let Jobyo generate the recurring work from it.

OperationsAdministratorTeam+

Who uses this

Maintenance agreements are a back-office surface for operations and admin roles — the people who negotiate contracts and set up recurring service. Technicians don't manage agreements; they meet the work an agreement produces as ordinary recurring tasks and work orders in their queue.

On the Team plan and up

Maintenance agreements are gated behind the contracts feature, seeded from the Team plan upward. On a lower plan the whole area is hidden or returns an access error. See Plans & subscriptions.

What you'll need

• Permission to list and view contracts to browse agreements, and create or modify to add or change them. Remove (a separate permission) is needed to delete an agreement.
• A customer record the agreement belongs to — create it first under Customers if it doesn't exist.
• Optionally, existing worksites to link each covered site to a structured record (you can also just type a site name).

How an agreement is built

An agreement has two parts you manage in different places:

1. The header — customer, name, term dates, SLA, billing declaration, and notes. Set on the create and edit form.
2. The coverage — the covered worksites and, under each, the covered assets. Managed with their own controls on the agreement's detail page (and inside the edit form), not on the header form.

Keep this split in mind: saving the header never adds coverage, and adding coverage never changes the header.

Create an agreement

1. Open the new agreement form

   From the Contracts & SLA list, select New. If you don't see the button, your role doesn't include create — ask an administrator.

   contracts / create🖥️ Desktop

   

   Agreement header — customer, name, term, SLA, and billing declaration

2. Fill in the header

   Customer and Agreement name are required. Picking a customer snapshots it onto the agreement. Add an optional description summarising what the agreement covers.

3. Set the term

   Start date is required. End date and Renewal date are optional, and the Auto-renew switch records whether the contract renews automatically or is renewed manually.

   Renewal is recorded, not automated yet

   The renewal date and auto-renew flag are stored for reference. In the current version Jobyo does not act on them — nothing renews, expires, or notifies you automatically when a renewal date arrives. Track renewals yourself for now.

4. Set the service level (SLA)

   All SLA fields are optional: a response target in hours, a priority level (Standard, Priority, or Emergency), and an escalation contact (a user). The priority you set here also seeds the priority of any recurring tasks the agreement generates.

5. Declare the billing model

   Billing model is required and controls which other billing fields appear:

   • Fixed recurring — you also pick a billing interval (Monthly, Quarterly, or Annual).
   • Per visit — no interval and no included-visits count (both are hidden).
   • Included visits, then billable — you pick a billing interval and an included visits per interval count.

   Switching the model clears any values that no longer apply.

   Billing is declarative for now

   These fields describe the commercial arrangement, but Jobyo does not yet generate invoices from an agreement. Bill the work the normal way — through sale invoices off the generated work orders.

6. Save the draft

   Add any notes, then select Save draft. The agreement is created in Draft status and opens on its detail page.

   No agreement number yet

   Agreement numbering isn't live in the current version — a new agreement shows a placeholder like "Draft · no number yet" instead of a real contract number.

Add covered worksites

Coverage lives in the Covered worksites & assets section on the agreement detail page. A draft needs at least one covered worksite before it can be activated.

1. Add a worksite

   In the coverage section, select Add worksite (or Add first worksite when the list is empty).

   contracts / detail — coverage🖥️ Desktop

   

   Covered worksites, each with its cadence, assets, and Generate template action

2. Identify the site

   Either pick a structured worksite (linking copies its address in for you) or just type a site name as free text. A typed site isn't linked to a worksite record — that's fine, it's optional.

3. Set the visit frequency

   Visit frequency is required: Weekly, Every 2 weeks, Monthly, Every 2 months, Quarterly, Every 6 months, Annual, or On demand. The form then shows the matching schedule field — a visit day of week for weekly cadences, or a visit day of month for month-based ones.

4. Add optional details

   Optionally set a preferred time window (start and end, as HH:MM), an SLA response override in hours (defaults to the agreement's target if left blank), and notes (access notes, gate codes, and so on). Save the worksite.

On-demand sites have no schedule

Choosing On demand hides the schedule and time-window fields, and that site can't generate a recurring task template — its work is created by hand. Use a cadence (weekly through annual) for anything you want Jobyo to schedule automatically.

Add covered assets

Under each covered worksite you can list the equipment serviced there.

1. Add an asset to a worksite

   On a covered-worksite card, select Add asset. Only the asset label is required.

2. Describe the equipment

   Add an optional free-text type (e.g. Chiller, boiler, elevator), a serial number, an install date, and notes (service history, warranty).

Assets are free text for now

In the current version a covered asset is described in text — there is no equipment picker on this form, so an asset isn't linked to an equipment record from here. (The backend can hold that link, but the UI doesn't offer it yet.) A dedicated equipment help page isn't published yet either.

Activate the agreement

A new agreement starts in Draft. Activating it is what makes it a live contract and unlocks recurring-task generation.

1. Add at least one covered worksite

   Activation is blocked until the agreement has one or more covered worksites. Jobyo will tell you if you try to activate an empty draft.

2. Select Activate

   From the detail page action bar, select Activate. The status moves to Active.

Generate the recurring work

Once an agreement is Active, each scheduled worksite can generate the recurring work it's responsible for.

1. Generate a template for a worksite

   On a covered-worksite card, select Generate template. Jobyo creates a recurring task template seeded from that site's visit cadence and the agreement's SLA priority. From there the work flows into your normal tasks and work orders, where technicians pick it up.

2. Regenerate if the cadence changes

   A worksite can hold one template at a time. If one already exists, Generate template asks you to confirm a regenerate, which creates a fresh template and repoints the worksite to it.

Regenerating doesn't cancel the old task

Regenerating a template — or removing a covered worksite — does not automatically cancel the recurring task that was already generated. Cancel the old one yourself in the Task area so you don't end up with duplicate recurring work.

The Generate template action is disabled with a reason when it isn't available — for an On demand worksite (no schedule to generate from), while the agreement is still a draft ("Activate the agreement first"), or when your role lacks modify.

Edit an agreement

Open the agreement detail and select Edit. The header form matches the create form, and the coverage section is embedded so you can manage worksites and assets while editing. You can edit the header and coverage of any agreement that isn't in a terminal status (see below).

• Start date can't be cleared — it's required.
• Only the fields you actually change are sent; clearing an optional field clears it.
• Changing the billing model re-applies the billing-field rules (for example, switching to Per visit drops any interval and included-visits values).

Lifecycle & statuses

Status is never set from the create or edit form — only through the transition buttons on the detail page, and only along the allowed path. The action bar shows just the transitions that are valid from the current status.

Status	What it means	Where it can go
Draft	Being set up; not yet live.	Activate (needs at least one covered worksite) or Abandon.
Active	Live contract; can generate recurring work.	Suspend, Expire, or Terminate.
Suspended	Temporarily paused.	Reactivate, Expire, or Terminate.
Expired	Term ended. Terminal — read-only.	—
Terminated	Ended early. Terminal — read-only.	—

Expired and Terminated are permanent

In the current version there is no reopen and no renewal flow. Once an agreement is expired or terminated it's read-only — every header, coverage, status, and delete action is rejected. If you need the contract again, create a new agreement. Suspending is the reversible option if you only want a temporary pause.

Browse and search

The Contracts & SLA list is paginated. Use the status pills to filter by one status at a time, the search box to match on agreement name, number, description, or covered-worksite name, and the filter panel to narrow by billing model, SLA priority, auto-renew, or start / renewal / end date ranges. You can also scope by a customer or worksite chip, and sort the results.

Delete an agreement

Deleting removes a non-terminal agreement from the lists. It needs the remove permission and doesn't touch any recurring tasks that were already generated — cancel those separately in the Task area if you no longer want them.

If it doesn't work

Common blocks & how to fix them

• "Customer is required" / "Name is required"The header needs a customer and an agreement name. Fill both, then save.
• Can't activate the draftA draft needs at least one covered worksite before it can be activated. Add a worksite, then Activate.
• "Generate template" is greyed outThe worksite is On demand (no schedule), the agreement isn't Active yet, or your role lacks the modify permission. Use a cadence, activate the agreement, or ask an admin.
• Billing interval or included-visits field disappearedThose fields depend on the billing model. Per visit hides both; Fixed recurring shows the interval; Included visits shows both. Switching the model clears values that no longer apply.
• Edit or status buttons are missingThe agreement is Expired or Terminated — both are terminal and read-only. Create a new agreement if you need to continue the contract.
• No "New" button, or an access error on the whole areaEither your role lacks the contracts permission, or your plan is below Team. An administrator can grant the permission; a plan change is an account owner action.

FAQ

Related pages

Manage customersWho the agreement is forManage worksitesThe sites an agreement coversTasksWhere generated recurring work landsWork ordersThe field work technicians handle