⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Maintenance contract template building blocks
Keep it simple: summary + schedule + SLA + price table + CPI clause + exit terms. Everything else is fluff. Each block should reference the Toolfy workflow that enforces it (tasks, automations, exports).
- Service schedule: number of visits, scope, spare callouts.
- SLA: response time, penalties, exclusions (storms, force majeure).
- Pricing: retainer + callout rate, CPI uplift wording.
- Payment rules: direct debit/GoCardless, deposits, late fees.
Automate maintenance contracts, billing + renewals
Use Toolfy repeat jobs for each visit and tie them to recurring invoices. Add an automation that issues renewal quotes 60 days before contract end and applies your CPI uplift rules. Payment Terms Calculator (below) shows how retainer vs Net 30 shapes cash flow.
Invoice Payment Terms Calculator
See how payment terms impact your cash flow and working capital requirements
Materials, labor, overheads
Cash Flow Impact:
Payment Terms Comparison:
- Request deposits (50%) before starting work
- Offer payment plans or installments
- Use invoice financing or factoring
- Build cash reserves to 7k minimum
- Negotiate shorter payment terms with suppliers
Sales enablement pack
Bundle your template, SLA one-pager, and ROI stats (use the ROI calculator) into a Toolfy Document folder. Share the link from quotes so prospects see professionalism instantly.
Recurring revenue without spreadsheets
Turn Toolfy into your contract ops centre. Every visit, invoice, and renewal sits in one workspace so you scale with confidence.
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Know the margins you need before locking in retainer pricing.