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
• Schedule — How the cadence is set: a repeating interval (every N days) or a custom day-of-the-month rule
• Cycle from — Whether the next visit counts from the scheduled date or the completed date (interval mode only)
• Flexibility — How many days before or after the due date you can show up
• Start Date — When the agreement kicks in (first due date)
• Notes — Internal notes about the agreement (what's included, special instructions, etc.)

Scheduling Modes

When you create or edit an agreement, you pick one of two scheduling modes with the Schedule toggle:

Set interval

The classic day-based cadence. Pick from common presets (every 30, 45, 60, 90, 180, or 365 days) or choose Custom… and enter any number of days that matches your contract. We don't judge — if your customer wants service every 47 days, NORDVEST can handle it.

Custom (day of the month)

For contracts that land on a calendar day rather than a rolling interval — "the 15th, every quarter," for example. With Custom mode you set:

• Day of month (1–28). If the chosen day falls on a weekend, the visit snaps to the nearest weekday in the same month — Saturday pulls back to Friday, Sunday pushes to Monday.
• Active months — leave every month checked to run monthly, or uncheck months to skip them. Quick buttons let you jump to Every month, Quarterly, Summer only, or Clear. If a calculated date lands in a skipped month, NORDVEST rolls forward to the next active month automatically.

Custom mode always cycles from the schedule (see below), so visits stay locked to the calendar regardless of when the previous one closed.

Cycle From: Schedule vs. Completion

The Cycle from setting decides how the next due date is calculated when you close a visit. It only applies to interval mode (Custom mode is always Schedule).

• Schedule (default for new agreements) — The next visit anchors on the previous scheduled (ideal) date. Cadence stays exact even when a visit closes late. A quarterly PM scheduled for March 15 always lands its next visit ~90 days after March 15, even if the tech didn't close it until March 22.
• Completion — The next visit anchors on the previous close date. Cadence drifts forward when a visit closes late. The same quarterly PM closed on March 22 would push the next due date ~90 days from March 22.

Existing agreements that pre-date this setting were left on Completion so their behavior didn't change. Brand-new agreements default to Schedule. Switching a Custom-mode agreement back to interval lets you change this again; switching to Custom forces it to Schedule (NORDVEST asks you to confirm before flipping it).

Skipped (cancelled) visits never move the cadence — both bases anchor on the scheduled date when a visit is cancelled-as-skip, so a skipped PM doesn't drag the whole schedule around.

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)

Service Requests spawned from this agreement 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

Viewing Agreements

The Service Agreements page uses the shared NordTable system — same saved views, column controls, filter highlighting, and sidebar pinning you'll find on Service Requests, We Owes, and the rest of the list pages.

Filter by status, interval, or city, group agreements by customer, and save your preferred filters as named views for quick access. The page ships with a few system views out of the box for common workflows — load them as-is or pin them to your sidebar.

The Customer column and dedicated Customer filter were dropped, since SA titles already include the customer name. Filter by customer using the search box (matches against the title), or group by Customer to cluster rows.

See Working with Tables for full details on searching, filtering, grouping, and saved views.

Bulk Print

The Bulk Print page lets you generate printable work orders for multiple agreements at once. A Group by City toggle clusters agreements by customer city so printed work orders come out in geographic batches, ready to hand to the tech driving the route. Customers without a city sort last.

The Agreement Detail Page

Open any agreement (click its row in the list) and you get a two-up layout: the work and history on the left, a glance-able schedule card on the right.

• The schedule card shows a one-line summary of the cadence — e.g. "Every 90 days · cycles from schedule · ±7 days" or "Day 15 of month · Jan, Apr, Jul, Oct · ±10 days" — so you can read the whole setup without opening the editor.
• Below it are the Next Due Date and Window (opens/closes) for the current open visit.
• Notes and the Active toggle are inline-editable right on the card — click the pencil, edit, save, no modal.
• Everything else about the schedule (mode, interval/day, active months, cycle-from, flexibility) is changed through the Edit button at the top of the page, which opens the full form. Print sits right next to it for a printable work order.

Creating an Agreement

1. Navigate to Service Agreements
2. Click Add Agreement
3. Select the customer
4. Enter a descriptive name
5. Pick the Schedule mode — Set interval (every N days) or Custom (day of the month + active months)
6. For interval mode, choose Cycle from Schedule or Completion
7. Adjust Flexibility if you want a tighter or looser window (it auto-defaults from the interval)
8. Set the Start Date (first due date)
9. 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 PM visit becomes due when:

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

Each active agreement always has one open Service Request with reason = Service Agreement waiting for you. Work it the same way you work any other request.

Completing a Scheduled Visit

When you close the PM Service Request for an agreement:

1. The agreement's next due date automatically advances — by the interval (interval mode) or to the next active day-of-month (Custom mode), anchored on the Cycle from rule you chose
2. A fresh Service Request is spawned for the next cycle
3. The history of completed visits stays linked to the agreement

It's a self-sustaining loop — close the request, 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.