Service Agreements

Service Agreements represent PM (preventive maintenance) contracts with your customers. They define recurring service schedules that generate services automatically.

What's in an Agreement?

Each Service Agreement includes:

• Customer — Who the agreement is with
• Name — What the agreement covers (e.g., "Quarterly PM Agreement")
• Interval — How often service is due (days, weeks, months, or years)
• Flexibility — How many days before/after the due date you can service
• Start Date — When the agreement begins
• End Date — When the agreement expires (optional for ongoing contracts)
• Notes — Internal notes about the agreement

Intervals

Agreements can be scheduled by:

Set the interval count and type to match your contract. For example:

• Monthly = 1 month
• Quarterly = 3 months
• Semi-annual = 6 months
• Annual = 1 year

Service Windows

The window defines how much flexibility you have around the due date. Saite calculates sensible defaults based on the interval length:

You can override the default and set a custom flexibility value for any agreement.

Example: A quarterly agreement (90 days) due March 15th with a 14-day window means you can service anytime from March 1st to March 29th.

Window Dates

Each agreement tracks:

• Next Due Date — The target service date
• Window Opens — Due date minus flexibility days
• Window Closes — Due date plus flexibility days

Services become schedulable when the window opens.

Agreement Status

Agreements are either Active or Inactive:

• Active — Currently in effect, will generate services
• Inactive — Paused or expired, won't generate services

An agreement becomes inactive when:

• You manually deactivate it
• The end date passes
• The customer cancels

Creating an Agreement

1. Navigate to Service Agreements
2. Click Add Agreement
3. Select the customer
4. Enter description and interval
5. Set start date (and end date if applicable)
6. Save

When Service is Due

Saite tracks the next due date for each active agreement. The service becomes due when:

1. The scheduled date arrives
2. You're inside the service window

You can create a Service from a due agreement to begin the work.

Completing Agreement Services

When you complete a service generated from an agreement:

1. The agreement's next due date advances by the interval
2. The service history is recorded
3. The agreement remains active for the next cycle

Best Practices

• Match your contracts — Set intervals to match what you sold
• Use descriptions — "Quarterly PM - All Compressors" is clearer than "PM"
• Set end dates — For fixed-term contracts, set when they expire
• Track what's covered — Use notes to list specific equipment or services included