KaryaFlowContract details are scattered
The signed scope and service dates sit in different files. Keep the key terms with the customer record.
FROM AGREEMENT TO RENEWAL
AMC contract management software for service businesses
Keep each agreement, covered machine, service visit and renewal date together. When a customer calls, your team can see what the contract promises and what work is still due.
Payment receivedContract billing updated
AMC created2 units covered
Visits scheduledNext: 15 Jan 2027
THE DAILY QUESTION
What does this customer's AMC actually cover?
A customer asks for a visit. The office must check the agreement, machine, site and remaining work before promising a date or a charge.
Coverage is unclear
Which unit and which work fall under this AMC? Record covered sites and machines so the office can check.
Visits need a clear owner
A promised visit is useful only when someone plans the job and records what the technician did.
Renewal arrives unnoticed
The next visit date and contract end date answer different questions. Review both before the agreement ends.
A CONNECTED RECORD
How does an AMC move from agreement to renewal?
These are the records your team connects. Each step still needs the right person to review and act.
- 01
Agree the coverage
Confirm the customer, machines, visit commitment, dates and price before setting up the contract.
Quotation software - 02
Create the AMC
Record the contract and the customer sites and equipment it covers.
Customer asset management - 03
Plan the visits
Set service dates and connect scheduled work to the right job record.
Work order management - 04
Record the work
The technician records the checks, work, parts and completion details for the visit.
Technician mobile app - 05
Review billing
Keep contract charges, payment information and any separately billable work clear.
Reporting and exports - 06
Follow up before expiry
Review the end date, remaining visits and service history before discussing a renewal.
AMC renewal guide
CONTRACT AND COVERAGE
Put the agreement beside the machines it covers
Record the customer, contract term, visit allowance and service notes. Add the covered site and equipment so the office can answer the practical question: is this the machine in the agreement?
A comprehensive or non-comprehensive agreement still depends on the terms you set with the customer. Review the covered parts and exclusions before approving extra work.
Explore customer asset managementILLUSTRATIVE CUSTOMER RECORDSample customer
Site: Main officeCovered
Unit 01 · preventive serviceCovered
Unit 02 · preventive serviceCovered
Check the written scope before classifying a repair or part as covered.
ILLUSTRATIVE VISIT PLAN · 4 PROMISED
15 Jul 2026Completed · linked job
15 Oct 2026Completed · linked job
15 Jan 2027Planned · next service
15 Apr 2027Planned
Two completed, two remaining. Contract ends 30 Jun 2027.
VISITS AND SERVICE HISTORY
See what was promised and what was done
Plan visits against the AMC and connect them to service jobs. The job record carries the technician's checks, work notes, parts and completion details. The office can compare that evidence with the contract's visit commitment.
If a part is unavailable, keep the visit open to review, arrange a new date and record who will follow up. A delayed visit is not a completed visit.
See how service jobs are managedBILLING AND FOLLOW-UP
Keep service work, payment and expiry distinct
The contract records the agreed maintenance arrangement. Its billing record tracks the contract charge. A service job records the actual visit; parts or work outside the agreement may need a separate invoice. Payment received does not, by itself, prove a visit was completed.
Before the AMC expires, review its end date, remaining visits and service history. Then contact the customer about renewal terms. KaryaFlow keeps the records together; your team decides the offer and follow-up.
Next service dateWhen the next visit is planned
Contract expiryWhen the agreement ends
Payment recordWhat the customer has paid
BUILT FOR FIELD SERVICE
One AMC record, different types of equipment
The contract details change by industry. The office still needs to know the covered unit, promised visits and next action.
AC and HVAC
Keep covered units and seasonal service visits tied to the customer.
Explore the workflowWater purifiers
Check filter work, covered machines and the next visit.
Explore the workflowCCTV and security
Keep covered equipment and site visits visible across a contract.
Explore the workflowElevator maintenance
Review each lift, its service record and contract schedule.
Explore the workflowAppliance service
See what is covered before assigning a repair visit.
Explore the workflowPRACTICAL ANSWERS
AMC contract management questions
What is AMC contract management software?
AMC contract management software keeps a customer's maintenance agreement, covered equipment, service commitments and contract dates together. KaryaFlow connects those records with planned visits and service jobs so the office can review what has happened and what comes next.
Can one AMC cover multiple machines or sites?
Yes. KaryaFlow supports contract sites and covered equipment lines, including individual machines. The office can record which customer site and equipment the agreement covers.
How are promised and completed AMC visits recorded?
The contract records its visit allowance. Planned visits can be associated with service jobs, and the visit record tracks the work against the contract. Review the actual job and completion details before counting a visit as delivered.
Is the next service date the same as the contract expiry date?
No. The next service date tells the team when the next visit is due. The expiry date marks the end of the agreement. A contract may have several service visits before it expires.
Can the team record a breakdown call between planned visits?
KaryaFlow can record a separate service job for a breakdown. Check the customer's AMC terms before deciding whether that job falls within the agreed coverage or needs a separate charge.
Are contract payments and service invoices the same record?
No. The AMC agreement, its billing records and the work completed on a service job serve different purposes. Review the contract charge and any separately billable visit or parts before issuing an invoice.
What happens if an AMC visit must be moved?
The office should review the planned visit and related job, arrange the next date with the customer and record the next action. Keep the delayed visit distinct from completed work. Ask for the rescheduling flow to be demonstrated with your team's setup.
Can AMC coverage and contract fields be configured?
KaryaFlow records covered sites, equipment and visit commitments. Contract fields and coverage details can be configured for the way your team works. Discuss any business-specific change during the demo so its scope is clear.
Are WhatsApp AMC reminders included?
The contract can hold service and expiry dates for the office to review. A WhatsApp reminder should not be assumed from those dates alone. Ask KaryaFlow which messaging setup and services apply to your account.
How does the team follow up on AMC renewals?
The office can review contract end dates, remaining visits and service history before contacting the customer about new terms. A permitted user can initiate a renewal; the agreement does not renew by itself.
SEE IT WITH YOUR OWN WORKFLOW
See your AMC workflow in KaryaFlow
Bring a typical contract to the demo. We'll walk through the equipment, visits, payment records and renewal follow-up your team needs.
The demo request opens WhatsApp. Configuration and optional services can be discussed for your business.