Use Case
Recurring maintenance contracts on autopilot.
PM visits, contract billing, customer reports, renewals — BeanRails handles the full recurring contract workflow so the office reviews exceptions instead of running the schedule.
Auto-generated PMs · Monthly contract billing · Customer reports
The problem
Spreadsheets can't run a recurring service business.
Recurring maintenance is the backbone of most service businesses — and the most common source of dropped balls. A PM gets missed. An invoice goes out late. A customer doesn't renew because nobody noticed the contract expiry. Multiply by fifty contracts and the office is firefighting instead of running the business.
The fix is systemising the recurring work — every visit scheduled the same way, every invoice generated the same way, every customer report produced the same way. BeanRails gives you that system out of the box.
How BeanRails does it
Six steps from contract setup to renewal.
Contract setup
Create the contract with the customer — service frequency, included visits, hourly rate, billing terms. BeanRails captures everything once.
Sites and assets registered
Every site and every asset (lift, pump, AC unit, generator) under contract is registered with its own PM intervals and SLA tier.
PM jobs auto-generated
BeanRails generates the next round of PM jobs based on each asset's due date, interval, and the contract terms. No manual scheduling.
Visits completed
Technician completes the PM on the mobile app, captures photos and readings, and gets customer sign-off on the phone.
Service report auto-emailed
Customer receives a service report after every visit — what was done, readings, any follow-up flagged. No office paperwork.
Monthly invoice + SLA report
Monthly contract invoice generated automatically. SLA compliance report generated for the customer. Office reviews exceptions only.
The outcome
What changes when recurring contracts run themselves.
PM compliance goes from 80% to 99%+. Customers stop receiving surprise invoices and start receiving consistent monthly statements. The office stops spending Monday mornings building next week's route and starts spending it on renewals, upsells, and the exceptions that actually need a human.
The biggest change is the renewal conversation. When you have a year of perfect PM data, every service report, every SLA compliance number, every customer satisfaction score — the renewal is a conversation about value, not a chase to keep the customer from leaving.
And the office doesn't grow proportionally with the contracts. A dispatcher who used to manage fifty contracts on a spreadsheet can manage two hundred on BeanRails — same headcount, twice the recurring revenue.
FAQ
Common questions about recurring contracts on BeanRails.
How does BeanRails generate PM visits automatically?
Each asset is configured with its PM intervals (e.g. monthly, quarterly, every 250 hours). BeanRails schedules the next PM based on the interval and the last completed date. The visit appears on the schedule automatically — no manual creation.
Can BeanRails handle different PM frequencies on the same contract?
Yes. A single contract can have assets on different PM frequencies. A quarterly genset PM, a monthly lift inspection, an annual fire system check — BeanRails handles each on its own schedule under one customer account.
How does BeanRails bill monthly recurring contracts?
Each contract is configured with its monthly terms — flat amount, per-visit amount, or tiered by asset. BeanRails generates the invoice on the same day every month and emails it to the customer. Failed payments are flagged for follow-up.
Can customers see their PM schedule and service history?
Yes. The customer portal shows upcoming visits, completed service history, photos, and any open issues. Customers can also raise ad-hoc requests through the portal.
How does BeanRails handle contract renewals?
BeanRails tracks the contract end date and flags it 60-90 days before expiry. The office gets a renewal queue to act on, with the customer's service history and SLA performance attached for the renewal conversation.
What if a PM gets cancelled or skipped?
Cancelled visits are flagged, and BeanRails prompts the dispatcher to reschedule. Skipped visits show up in the SLA report — the office has visibility into every deviation from the contract terms.
Every PM. Every invoice. Every report. Automatic.
Try BeanRails free for 14 days. Auto-generated PMs, contract billing, customer reports, and renewal tracking — without the spreadsheets.