Installation and maintenance: from site visit to invoice

A CRM for an installation and maintenance company brings together, on each client's account, the site assessment, the approved proposal, the installation work, the maintenance contract, the requests and the invoices. That way sales, coordination and billing work from the same version of what was promised. AgentticCRM covers that part, the client, the scope, the projects, the requests and the revenue; technician dispatch, routes and parts inventory stay in the tools you already use for them.

Picture a company that installs and maintains air-conditioning equipment in offices. The salesperson does the site visit and writes measurements in a notebook. The proposal goes out as a document that lives in his email. Months later, during a maintenance visit, the technician sees that a compressor needs replacing and tells the building manager over WhatsApp. Billing issues the monthly fee without knowing anything about it, and when the client asks for the replacement quote, nobody can find who promised it or when. The CRM for installation and maintenance page sums up that whole workflow; here we follow it step by step.

The site visit has to leave something in writing

What you see on the first visit shapes everything after it, and it usually stays in the head of whoever went. On the client record you can leave dated notes under your name, upload the photos and the visit report to its files and schedule a follow-up reminder. If you need site details of your own, such as the type of equipment installed or access hours, you add them as fields on the record and they are available to the whole team.

The visit time gets logged too. A task accepts minutes logged by hand, meant for a call or a visit that already happened, with a note of what was done. If the visit comes from a new inquiry, the opportunity lives in the Sales pipeline with its owner and its next action as a dated task.

From approved proposal to installation

The proposal is built from the lines in your service catalog, and the client accepts or rejects it by email or from their portal. Once accepted, the installation is organized as a project with phases, for example preparation, installation and testing, each with dates and a person in charge. Tasks that depend on the client, such as giving access to the plant room or approving the shutdown date, are assigned to a person at their company, who confirms them from a link even without an account.

The accepted proposal becomes an invoice with the same lines, prices and taxes. If you bill by progress, you issue an invoice as each stage closes instead of waiting for the end.

The maintenance contract, in two parts

A maintenance contract has a work rhythm and a billing rhythm, and they are easier to manage separately. For the work, a task can repeat every month, every 3 months, every 6 months or every year: when you mark the visit as done, the next one is created with its new date, and that date shows on the calendar. For billing, the fee is scheduled as a recurring invoice generated on its day; the article on recurring invoices for retainers explains how.

You decide the visit frequency according to the contract. AgentticCRM does not calculate preventive maintenance plans from usage hours and does not read data from the equipment.

Requests that arrive off schedule

Between planned visits come the calls: a leaking unit, an alarm, a change of hours. Each one can be handled as a ticket in Support tickets, with a number, a priority and an owner. The client opens it from their portal, or your team creates it when they write on WhatsApp, email or call. Each priority has a response deadline in days, and a ticket that goes past it is marked in red so it gets handled first.

Inside the ticket you keep what the client reads apart from the team's internal notes, and you can turn it into a dated task if a visit is needed. If the client replies to a resolved ticket because the problem came back, the ticket reopens on its own.

When maintenance finds a replacement

Back to the compressor. The finding can become a new opportunity, linked to the same client, without touching the record of the original visit, which stays complete. The opportunity has its expected value, its owner and its next step, and the replacement proposal comes from there. If you buy the part on the client's behalf, the expense marked as billable waits for that client's next invoice as one more line. Billing then sees the month's maintenance and the replacement as two separate charges, each with its source.

If your book of contracts lives in a spreadsheet today, the article on importing clients from Excel without duplicates explains how to bring it in before you start.

Frequently asked questions

Does AgentticCRM dispatch technicians or plan routes?

No. It coordinates the client, the scope, the projects, the requests and the revenue. Field dispatch, route optimization, technician GPS, parts inventory and equipment telemetry are outside it.

Do technicians use it from their phone?

AgentticCRM is designed for a desktop browser. The usual setup is that the technician logs the visit back at the office, or that coordination records it from what he reports.

Can I bill monthly maintenance without issuing it by hand?

Yes, with a recurring invoice and the automation turned on: each installment is generated and emailed on its date. Your team records the payment when it arrives, and that updates the balance.