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Preventive Maintenance Schedules

Automate recurring maintenance with PM schedules that create tickets automatically and link to approved estimates

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OverviewHow It WorksCreating PM Schedules from EstimatesCreating PM Schedules ManuallyManaging PM SchedulesBest PracticesTipsQuestions

Overview

Preventive Maintenance (PM) Schedules automate recurring maintenance work like HVAC tune-ups, filter changes, or seasonal inspections. Set up a schedule once, and BlueClerk creates tickets automatically when they're due - you never forget a customer's maintenance needs. When you approve an estimate with a property, BlueClerk prompts you to set up a recurring PM schedule linked to that estimate, making it easy to convert one-time jobs into ongoing service contracts.

How It Works

Automatic Ticket Creation

Every morning at 10am UTC, BlueClerk checks all active PM schedules:

  • Creates tickets for schedules that are due
  • Adds [PM] prefix to ticket descriptions so you know it's from a schedule
  • Sends notification to admins: "PM Due: HVAC at 628 Arabian Colt"
  • Does NOT notify homeowner - you handle customer communication

PM Schedule Frequency Options

Choose how often maintenance should occur:

  • Monthly - Every month
  • Quarterly - Every 3 months
  • Biannual - Every 6 months
  • Annual - Once per year

Creating PM Schedules from Estimates

Setup Prompt After Estimate Approval

When you approve an estimate that has a property assigned:

  1. Green banner appears at the top of the estimate page
  2. Banner text: "Set up a recurring service schedule for this property?"
  3. Click "Set Up Schedule" to open the setup modal
  4. The prompt only appears once - after you create a schedule, it won't show again for that estimate

Setting Up the Schedule

In the PM schedule setup modal:

  1. Select frequency - Monthly, Quarterly, Biannual, or Annual
  2. Pick first service month - When the first PM should occur
  3. Review projected dates - See all scheduled service dates for the year
  4. Click "Create Schedule" to confirm

BlueClerk creates the PM schedule with:

  • Linked to the estimate via the new estimateId field
  • Customer and property pre-filled from the estimate
  • Service description from the estimate line items
  • 14-day reminder set by default

When the Banner Appears

The setup prompt shows when:

  • Estimate status is APPROVED
  • Estimate has a property assigned
  • No PM schedule exists yet linked to this estimate

The banner will not appear if:

  • Estimate is not approved
  • No property is assigned
  • A PM schedule already exists for this estimate

Creating PM Schedules Manually

From the Finance Menu

  1. Click "Finance" in the sidebar
  2. Select "PM Schedules" from the flyout menu
  3. Click "New PM Schedule"
  4. Fill in the details:
    • Property: Where the work will be done
    • Customer: Who to bill (optional - can be different from property owner)
    • Service type: What maintenance is being performed
    • Description: Additional notes about the service
    • Frequency: How often (Monthly, Quarterly, Biannual, Annual)
    • Mode: Pinned Date or Flexible Month
    • Next date/month: When the first PM should occur
    • Reminder days: How many days before to notify (default 14)
    • Estimate ID: Optionally link to an estimate (auto-filled when using the estimate prompt)

Schedule Modes

Pinned Date Mode (default):

  • Locks to a specific day of the month
  • Example: 1st of every month, 15th of every quarter
  • Best for time-sensitive maintenance

Flexible Month Mode:

  • Schedules within a month range
  • Allows flexibility in actual service date
  • Best for seasonal or less time-critical work

Managing PM Schedules

Viewing Your Schedules

  1. Go to Finance > PM Schedules
  2. See all active schedules with next due dates
  3. Filter by property to see schedules for specific locations
  4. Filter by status - Active, Paused, or Cancelled

Schedule Information Displayed

Each schedule shows:

  • Property address
  • Service type and description
  • Frequency
  • Next due date
  • Last completed date (if any)
  • Linked estimate (if connected via estimate approval flow)
  • Status (Active, Paused, Cancelled)

Editing a Schedule

  1. Click the schedule you want to modify
  2. Update any details - frequency, dates, service description
  3. Click "Save"
  4. Next due date recalculates based on new settings

Pausing a Schedule

Temporarily stop a PM schedule without deleting it:

  1. Open the schedule
  2. Change status to "Paused"
  3. No tickets will be created while paused
  4. Change back to "Active" when ready to resume

Cancelling a Schedule

Permanently stop a PM schedule:

  1. Open the schedule
  2. Change status to "Cancelled"
  3. Schedule stops creating tickets
  4. Cancelled schedules remain in history for record-keeping

Best Practices

Linking Estimates to Schedules

  • Use the estimate approval prompt to quickly set up recurring service after closing a deal
  • Link schedules to estimates to track which estimate generated the recurring revenue
  • Review PM schedules periodically to ensure they're still needed

Frequency Selection

  • HVAC tune-ups: Biannual (spring and fall)
  • Filter changes: Quarterly or Monthly depending on system
  • Seasonal inspections: Annual
  • Pool maintenance: Monthly during season
  • Gutter cleaning: Biannual (spring and fall)

Reminder Days

  • 14 days (default) gives you time to schedule
  • 7 days for urgent or time-critical maintenance
  • 30 days for advance planning on larger jobs

Customer Communication

  • Schedule sends you notifications but not the customer
  • Reach out to customer to schedule when ticket is created
  • Use the ticket to track communication and scheduling

Tips

  • Set up PM schedules after completing maintenance - Convert one-time jobs into recurring revenue
  • Use the estimate approval flow to capture PM opportunities when closing deals
  • Name service types consistently - Makes it easier to filter and report
  • Add detailed descriptions - Helps your team know exactly what to do
  • Review schedules quarterly - Remove inactive ones, adjust frequencies as needed
  • Track PM revenue separately - Filter invoices by [PM] prefix to measure recurring revenue

Questions

Q: What happens if I miss a PM schedule date? A: The system creates the ticket as soon as it's due. If you don't complete it that day, it remains open until you do. The next PM won't schedule until the current one is complete.

Q: Can I have multiple PM schedules for one property? A: Yes. Create separate schedules for different services - HVAC, plumbing, electrical, etc.

Q: Can I link a PM schedule to an estimate after it's created? A: Yes, edit the PM schedule and add the estimate ID manually. However, it's easier to use the automatic prompt when approving estimates.

Q: What if I want to change the frequency mid-year? A: Edit the schedule and change the frequency. The next due date will recalculate based on the new frequency.

Q: Can customers see PM schedules? A: No. PM schedules are internal to your company. Customers only see the tickets created from them.

Q: Does the system charge customers automatically? A: No. PM schedules create tickets, which you convert to jobs and invoices manually. You control when and how to bill.

Q: Can I delete a PM schedule? A: Yes, but we recommend cancelling instead. Cancelled schedules remain in your history for reporting and record-keeping.

Q: Will the green banner appear for estimates I approved before this feature was added? A: Yes, as long as the estimate has a property and no

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