01
Define the customer and quote
Save contact and address details, select the service site and write the scope, exclusions and terms. Add itemized prices in a supported currency with whole-unit quantities and an explicit tax rate.
Maintenance contractor software
Carry the customer’s scope from quote to completed work.
Create customer records and itemized quotes, record approval, schedule maintenance work and track invoice and full-payment records.
For hvac, facilities and equipment service contractors
No card required · plans from $29/month
Where the handoff breaks
A quote in a document and a repair in a maintenance system can drift apart. Contractors need to retain what the customer approved and connect it to the work that was delivered. PreventiveHQ connects customer and pricing snapshots to scheduled maintenance work.
The working customer workflow
02
Preserve the approval record
Review and print the saved quote. Record who accepted, when and the evidence reference. The saved quote keeps its customer and pricing snapshot; expired quotes need a fresh approval cycle.
03
Schedule and execute the job
Create a due-dated work order from the accepted quote. Use the maintenance workflow to assign a technician, record evidence, consume parts and complete the job.
04
Record invoicing and payment
After work is completed, issue its invoice record and due date. Record full payment only when you have confirmed receipt in your payment account. The workflow keeps payment date and transaction reference.
When this fits
Use this workflow if maintenance execution is central to your service business and you need a clear connection between approved scope and work history. The editable HVAC checklist helps define the record before a customer job begins.
Current scope
Quote acceptance and payment are recorded manually. These actions do not email customers, create electronic signatures, charge a card or settle funds. Accounting synchronization, partial payments, refunds and a customer self-service portal need further implementation. Review customer-facing invoice details for your business before sharing.
Verify it against one real workflow
Create a sample customer and a two-line quote in the trial. Verify the total, record acceptance and create the linked work. Use a real job scope to decide whether the handoff fits how you sell and deliver service.