Service Agreements

Service Agreements are your PM (preventive maintenance) contracts — the bread and butter of a well-run compressed air service operation. They define recurring service schedules so you always know what's due and when.

Reference Numbers

Every Service Agreement gets an automatic reference number like SA-1001, SA-1002, and so on. These are unique within your company, making it easy to reference a specific agreement in conversation, on invoices, or in notes.

What's in an Agreement?

Each Service Agreement includes:

• Customer — Who the agreement is with
• Name — What it covers (e.g., "Quarterly PM - All Compressors")
• Reference Number — Auto-generated (SA-####) for easy identification
• Interval — How often service is due, in days
• Flexibility — How many days before or after the due date you can show up
• Start Date — When the agreement kicks in
• Notes — Internal notes about the agreement (what's included, special instructions, etc.)

Intervals

Agreements use a day-based interval system. Pick from common presets (30, 90, 180, 365 days) or enter any custom value that matches your contract terms. We don't judge — if your customer wants service every 47 days, NORDVEST can handle it.

Service Windows

The flexibility window defines how much wiggle room you have around the due date. Because let's face it, hitting the exact due date every time is about as realistic as a compressor that never needs an oil change.

NORDVEST calculates sensible defaults based on the interval length:

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

Example: A quarterly agreement (90 days) due March 15th with a 7-day window means you can service anytime from March 8th to March 22nd — a focused two-week window that keeps your scheduling tight while still giving you room to coordinate with the customer.

Window Dates

Each agreement tracks three key dates:

• Next Due Date — The target service date
• Window Opens — Due date minus flexibility days (earliest you should show up)
• Window Closes — Due date plus flexibility days (latest you should show up)

Services become schedulable when the window opens.

Agreement Status

Agreements are either Active or Inactive:

• Active — Currently in effect, showing up on your Next Up page
• Inactive — Paused or cancelled, quietly waiting in the background

An agreement becomes inactive when:

• You manually deactivate it
• The customer cancels their contract

Creating an Agreement

1. Navigate to Service Agreements
2. Click Add Agreement
3. Select the customer
4. Enter a descriptive name and interval
5. Set the start date
6. Save

That's it. NORDVEST takes it from there.

When Service is Due

NORDVEST tracks the next due date for each active agreement and surfaces it on the Next Up page. A service becomes due when:

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

From there, you can create a Service to begin the work.

Completing Agreement Services

When you complete a service generated from an agreement:

1. The agreement's next due date automatically advances by the interval
2. The service history is recorded under the agreement
3. The agreement stays active and starts counting down to the next cycle

It's a self-sustaining loop — do the work, close the service, and NORDVEST queues up the next one.

Best Practices

• Match your contracts — Set intervals to match what you sold the customer. Sounds obvious, but you'd be surprised.
• Use descriptive names — "Quarterly PM - All Compressors" tells the tech everything. "PM" tells them nothing.
• Track what's covered — Use the notes field to list specific equipment or services included in the agreement. When the customer says "I thought that was covered," you'll have the answer ready.