[{"data":1,"prerenderedAt":741},["ShallowReactive",2],{"content-/maintenance-and-compliance/service-agreements":3,"docs-toc":425},{"_path":4,"_dir":5,"_draft":6,"_partial":6,"_locale":7,"title":8,"description":9,"type":10,"status":11,"applies_to":12,"last_reviewed":14,"related":15,"body":18,"_type":419,"_id":420,"_source":421,"_file":422,"_stem":423,"_extension":424},"/maintenance-and-compliance/service-agreements","maintenance-and-compliance",false,"","Service agreements","Long-running contracts with vendors for recurring or scope-defined work.","concept","live",[13],"shared","2026-05-10",[16,17],"/vendors-and-contractors","/maintenance-and-compliance/work-orders",{"type":19,"children":20,"toc":409},"root",[21,29,43,48,55,80,85,91,202,207,213,218,254,259,265,270,301,313,319,352,357,363,381,404],{"type":22,"tag":23,"props":24,"children":26},"element","h1",{"id":25},"service-agreements",[27],{"type":28,"value":8},"text",{"type":22,"tag":30,"props":31,"children":32},"p",{},[33,35,41],{"type":28,"value":34},"A ",{"type":22,"tag":36,"props":37,"children":38},"strong",{},[39],{"type":28,"value":40},"service agreement",{"type":28,"value":42}," is a contract with a vendor for ongoing or scope-defined work. The annual cleaning contract, the lift maintenance retainer, the fire alarm monitoring contract, the gardening agreement.",{"type":22,"tag":30,"props":44,"children":45},{},[46],{"type":28,"value":47},"Service agreements differ from one-off work orders in two ways: they cover a defined scope over time, and they generate predictable spend that can be budgeted.",{"type":22,"tag":49,"props":50,"children":52},"h2",{"id":51},"when-to-use-a-service-agreement",[53],{"type":28,"value":54},"When to use a service agreement",{"type":22,"tag":56,"props":57,"children":58},"ul",{},[59,65,70,75],{"type":22,"tag":60,"props":61,"children":62},"li",{},[63],{"type":28,"value":64},"The vendor visits regularly (weekly, monthly, quarterly) for the same work.",{"type":22,"tag":60,"props":66,"children":67},{},[68],{"type":28,"value":69},"The vendor is on retainer for a class of work (ad-hoc plumbing, on-call electrical).",{"type":22,"tag":60,"props":71,"children":72},{},[73],{"type":28,"value":74},"A statutory inspection happens on a fixed schedule.",{"type":22,"tag":60,"props":76,"children":77},{},[78],{"type":28,"value":79},"A long-term project (Section 20 major works, refurbishment) needs a defined contract.",{"type":22,"tag":30,"props":81,"children":82},{},[83],{"type":28,"value":84},"For one-off work, raise a work order directly.",{"type":22,"tag":49,"props":86,"children":88},{"id":87},"create-a-service-agreement",[89],{"type":28,"value":90},"Create a service agreement",{"type":22,"tag":92,"props":93,"children":94},"steps",{},[95],{"type":22,"tag":96,"props":97,"children":98},"ol",{},[99,111,116,128,146,181,192,197],{"type":22,"tag":60,"props":100,"children":101},{},[102,104,109],{"type":28,"value":103},"Open the site and click ",{"type":22,"tag":36,"props":105,"children":106},{},[107],{"type":28,"value":108},"Maintenance → Service agreements → Add agreement",{"type":28,"value":110},".",{"type":22,"tag":60,"props":112,"children":113},{},[114],{"type":28,"value":115},"Pick the vendor.",{"type":22,"tag":60,"props":117,"children":118},{},[119,121,126],{"type":28,"value":120},"Enter the ",{"type":22,"tag":36,"props":122,"children":123},{},[124],{"type":28,"value":125},"scope of services",{"type":28,"value":127}," (what the vendor will do).",{"type":22,"tag":60,"props":129,"children":130},{},[131,133,138,140,145],{"type":28,"value":132},"Set the ",{"type":22,"tag":36,"props":134,"children":135},{},[136],{"type":28,"value":137},"start date",{"type":28,"value":139}," and ",{"type":22,"tag":36,"props":141,"children":142},{},[143],{"type":28,"value":144},"end date",{"type":28,"value":110},{"type":22,"tag":60,"props":147,"children":148},{},[149,151,156,158],{"type":28,"value":150},"Pick the ",{"type":22,"tag":36,"props":152,"children":153},{},[154],{"type":28,"value":155},"pricing model",{"type":28,"value":157},":\n",{"type":22,"tag":56,"props":159,"children":160},{},[161,166,171,176],{"type":22,"tag":60,"props":162,"children":163},{},[164],{"type":28,"value":165},"Fixed fee (one number for the whole agreement).",{"type":22,"tag":60,"props":167,"children":168},{},[169],{"type":28,"value":170},"Recurring fee (£X per visit, £Y per month).",{"type":22,"tag":60,"props":172,"children":173},{},[174],{"type":28,"value":175},"Schedule of rates (a price list the vendor will quote against).",{"type":22,"tag":60,"props":177,"children":178},{},[179],{"type":28,"value":180},"Time and materials (no fixed price; bills against agreed rates).",{"type":22,"tag":60,"props":182,"children":183},{},[184,185,190],{"type":28,"value":132},{"type":22,"tag":36,"props":186,"children":187},{},[188],{"type":28,"value":189},"renewal terms",{"type":28,"value":191},": auto-renew, fixed-end, notice period to terminate.",{"type":22,"tag":60,"props":193,"children":194},{},[195],{"type":28,"value":196},"Upload the signed contract.",{"type":22,"tag":60,"props":198,"children":199},{},[200],{"type":28,"value":201},"Save.",{"type":22,"tag":30,"props":203,"children":204},{},[205],{"type":28,"value":206},"The agreement appears on the site's maintenance dashboard and on the vendor's profile.",{"type":22,"tag":49,"props":208,"children":210},{"id":209},"generate-work-orders-from-an-agreement",[211],{"type":28,"value":212},"Generate work orders from an agreement",{"type":22,"tag":30,"props":214,"children":215},{},[216],{"type":28,"value":217},"If the agreement has a recurring schedule (monthly cleaning visits, for example), PropLink can generate work orders automatically:",{"type":22,"tag":92,"props":219,"children":220},{},[221],{"type":22,"tag":96,"props":222,"children":223},{},[224,229,240,245,250],{"type":22,"tag":60,"props":225,"children":226},{},[227],{"type":28,"value":228},"Open the agreement.",{"type":22,"tag":60,"props":230,"children":231},{},[232,234,239],{"type":28,"value":233},"Click ",{"type":22,"tag":36,"props":235,"children":236},{},[237],{"type":28,"value":238},"Schedule → Add schedule",{"type":28,"value":110},{"type":22,"tag":60,"props":241,"children":242},{},[243],{"type":28,"value":244},"Pick the recurrence: weekly, monthly, etc.",{"type":22,"tag":60,"props":246,"children":247},{},[248],{"type":28,"value":249},"Pick the day(s) of the week or month.",{"type":22,"tag":60,"props":251,"children":252},{},[253],{"type":28,"value":201},{"type":22,"tag":30,"props":255,"children":256},{},[257],{"type":28,"value":258},"PropLink generates a work order on each scheduled date, pre-filled with the agreement's scope. The contractor receives the standard ContractorPort invitation.",{"type":22,"tag":49,"props":260,"children":262},{"id":261},"bills-against-an-agreement",[263],{"type":28,"value":264},"Bills against an agreement",{"type":22,"tag":30,"props":266,"children":267},{},[268],{"type":28,"value":269},"When a vendor bills you for work done under an agreement, code the bill to the agreement:",{"type":22,"tag":92,"props":271,"children":272},{},[273],{"type":22,"tag":96,"props":274,"children":275},{},[276,281,291,296],{"type":22,"tag":60,"props":277,"children":278},{},[279],{"type":28,"value":280},"Open the bill.",{"type":22,"tag":60,"props":282,"children":283},{},[284,285,289],{"type":28,"value":150},{"type":22,"tag":36,"props":286,"children":287},{},[288],{"type":28,"value":40},{"type":28,"value":290}," in the line item.",{"type":22,"tag":60,"props":292,"children":293},{},[294],{"type":28,"value":295},"PropLink validates the bill against the agreement (rate matches, scope fits).",{"type":22,"tag":60,"props":297,"children":298},{},[299],{"type":28,"value":300},"Approve and pay.",{"type":22,"tag":30,"props":302,"children":303},{},[304,306,311],{"type":28,"value":305},"Coding bills against agreements drives the ",{"type":22,"tag":36,"props":307,"children":308},{},[309],{"type":28,"value":310},"agreement spend",{"type":28,"value":312}," report, showing how much you have spent against each agreement and whether you are tracking to the agreed value.",{"type":22,"tag":49,"props":314,"children":316},{"id":315},"renewing-or-ending-an-agreement",[317],{"type":28,"value":318},"Renewing or ending an agreement",{"type":22,"tag":92,"props":320,"children":321},{},[322],{"type":22,"tag":96,"props":323,"children":324},{},[325,329,340],{"type":22,"tag":60,"props":326,"children":327},{},[328],{"type":28,"value":228},{"type":22,"tag":60,"props":330,"children":331},{},[332,333,338],{"type":28,"value":233},{"type":22,"tag":36,"props":334,"children":335},{},[336],{"type":28,"value":337},"Renew",{"type":28,"value":339}," to create a follow-on agreement (with the same scope but new dates).",{"type":22,"tag":60,"props":341,"children":342},{},[343,345,350],{"type":28,"value":344},"Or click ",{"type":22,"tag":36,"props":346,"children":347},{},[348],{"type":28,"value":349},"End",{"type":28,"value":351}," to set an end date earlier than originally planned.",{"type":22,"tag":30,"props":353,"children":354},{},[355],{"type":28,"value":356},"Past agreements stay attached to the site and the vendor for historical reference.",{"type":22,"tag":49,"props":358,"children":360},{"id":359},"reporting-on-service-agreements",[361],{"type":28,"value":362},"Reporting on service agreements",{"type":22,"tag":30,"props":364,"children":365},{},[366,368,372,374,379],{"type":28,"value":367},"The ",{"type":22,"tag":36,"props":369,"children":370},{},[371],{"type":28,"value":8},{"type":28,"value":373}," report under ",{"type":22,"tag":36,"props":375,"children":376},{},[377],{"type":28,"value":378},"Reporting → Operational",{"type":28,"value":380}," lists:",{"type":22,"tag":56,"props":382,"children":383},{},[384,389,394,399],{"type":22,"tag":60,"props":385,"children":386},{},[387],{"type":28,"value":388},"All active agreements with renewal dates.",{"type":22,"tag":60,"props":390,"children":391},{},[392],{"type":28,"value":393},"Agreements expiring in the next 90 days.",{"type":22,"tag":60,"props":395,"children":396},{},[397],{"type":28,"value":398},"Spend year-to-date per agreement vs the agreed value.",{"type":22,"tag":60,"props":400,"children":401},{},[402],{"type":28,"value":403},"Vendors with the most agreements.",{"type":22,"tag":30,"props":405,"children":406},{},[407],{"type":28,"value":408},"Useful for the procurement manager's quarterly review.",{"title":7,"searchDepth":410,"depth":410,"links":411},3,[412,414,415,416,417,418],{"id":51,"depth":413,"text":54},2,{"id":87,"depth":413,"text":90},{"id":209,"depth":413,"text":212},{"id":261,"depth":413,"text":264},{"id":315,"depth":413,"text":318},{"id":359,"depth":413,"text":362},"markdown","content:10.maintenance-and-compliance:service-agreements.md","content","10.maintenance-and-compliance/service-agreements.md","10.maintenance-and-compliance/service-agreements","md",{"_path":4,"_dir":5,"_draft":6,"_partial":6,"_locale":7,"title":8,"description":9,"type":10,"status":11,"applies_to":426,"last_reviewed":14,"related":427,"body":428,"_type":419,"_id":420,"_source":421,"_file":422,"_stem":423,"_extension":424},[13],[16,17],{"type":19,"children":429,"toc":733},[430,434,443,447,451,470,474,478,565,569,573,577,608,612,616,620,647,656,660,688,692,696,710,729],{"type":22,"tag":23,"props":431,"children":432},{"id":25},[433],{"type":28,"value":8},{"type":22,"tag":30,"props":435,"children":436},{},[437,438,442],{"type":28,"value":34},{"type":22,"tag":36,"props":439,"children":440},{},[441],{"type":28,"value":40},{"type":28,"value":42},{"type":22,"tag":30,"props":444,"children":445},{},[446],{"type":28,"value":47},{"type":22,"tag":49,"props":448,"children":449},{"id":51},[450],{"type":28,"value":54},{"type":22,"tag":56,"props":452,"children":453},{},[454,458,462,466],{"type":22,"tag":60,"props":455,"children":456},{},[457],{"type":28,"value":64},{"type":22,"tag":60,"props":459,"children":460},{},[461],{"type":28,"value":69},{"type":22,"tag":60,"props":463,"children":464},{},[465],{"type":28,"value":74},{"type":22,"tag":60,"props":467,"children":468},{},[469],{"type":28,"value":79},{"type":22,"tag":30,"props":471,"children":472},{},[473],{"type":28,"value":84},{"type":22,"tag":49,"props":475,"children":476},{"id":87},[477],{"type":28,"value":90},{"type":22,"tag":92,"props":479,"children":480},{},[481],{"type":22,"tag":96,"props":482,"children":483},{},[484,493,497,506,520,548,557,561],{"type":22,"tag":60,"props":485,"children":486},{},[487,488,492],{"type":28,"value":103},{"type":22,"tag":36,"props":489,"children":490},{},[491],{"type":28,"value":108},{"type":28,"value":110},{"type":22,"tag":60,"props":494,"children":495},{},[496],{"type":28,"value":115},{"type":22,"tag":60,"props":498,"children":499},{},[500,501,505],{"type":28,"value":120},{"type":22,"tag":36,"props":502,"children":503},{},[504],{"type":28,"value":125},{"type":28,"value":127},{"type":22,"tag":60,"props":507,"children":508},{},[509,510,514,515,519],{"type":28,"value":132},{"type":22,"tag":36,"props":511,"children":512},{},[513],{"type":28,"value":137},{"type":28,"value":139},{"type":22,"tag":36,"props":516,"children":517},{},[518],{"type":28,"value":144},{"type":28,"value":110},{"type":22,"tag":60,"props":521,"children":522},{},[523,524,528,529],{"type":28,"value":150},{"type":22,"tag":36,"props":525,"children":526},{},[527],{"type":28,"value":155},{"type":28,"value":157},{"type":22,"tag":56,"props":530,"children":531},{},[532,536,540,544],{"type":22,"tag":60,"props":533,"children":534},{},[535],{"type":28,"value":165},{"type":22,"tag":60,"props":537,"children":538},{},[539],{"type":28,"value":170},{"type":22,"tag":60,"props":541,"children":542},{},[543],{"type":28,"value":175},{"type":22,"tag":60,"props":545,"children":546},{},[547],{"type":28,"value":180},{"type":22,"tag":60,"props":549,"children":550},{},[551,552,556],{"type":28,"value":132},{"type":22,"tag":36,"props":553,"children":554},{},[555],{"type":28,"value":189},{"type":28,"value":191},{"type":22,"tag":60,"props":558,"children":559},{},[560],{"type":28,"value":196},{"type":22,"tag":60,"props":562,"children":563},{},[564],{"type":28,"value":201},{"type":22,"tag":30,"props":566,"children":567},{},[568],{"type":28,"value":206},{"type":22,"tag":49,"props":570,"children":571},{"id":209},[572],{"type":28,"value":212},{"type":22,"tag":30,"props":574,"children":575},{},[576],{"type":28,"value":217},{"type":22,"tag":92,"props":578,"children":579},{},[580],{"type":22,"tag":96,"props":581,"children":582},{},[583,587,596,600,604],{"type":22,"tag":60,"props":584,"children":585},{},[586],{"type":28,"value":228},{"type":22,"tag":60,"props":588,"children":589},{},[590,591,595],{"type":28,"value":233},{"type":22,"tag":36,"props":592,"children":593},{},[594],{"type":28,"value":238},{"type":28,"value":110},{"type":22,"tag":60,"props":597,"children":598},{},[599],{"type":28,"value":244},{"type":22,"tag":60,"props":601,"children":602},{},[603],{"type":28,"value":249},{"type":22,"tag":60,"props":605,"children":606},{},[607],{"type":28,"value":201},{"type":22,"tag":30,"props":609,"children":610},{},[611],{"type":28,"value":258},{"type":22,"tag":49,"props":613,"children":614},{"id":261},[615],{"type":28,"value":264},{"type":22,"tag":30,"props":617,"children":618},{},[619],{"type":28,"value":269},{"type":22,"tag":92,"props":621,"children":622},{},[623],{"type":22,"tag":96,"props":624,"children":625},{},[626,630,639,643],{"type":22,"tag":60,"props":627,"children":628},{},[629],{"type":28,"value":280},{"type":22,"tag":60,"props":631,"children":632},{},[633,634,638],{"type":28,"value":150},{"type":22,"tag":36,"props":635,"children":636},{},[637],{"type":28,"value":40},{"type":28,"value":290},{"type":22,"tag":60,"props":640,"children":641},{},[642],{"type":28,"value":295},{"type":22,"tag":60,"props":644,"children":645},{},[646],{"type":28,"value":300},{"type":22,"tag":30,"props":648,"children":649},{},[650,651,655],{"type":28,"value":305},{"type":22,"tag":36,"props":652,"children":653},{},[654],{"type":28,"value":310},{"type":28,"value":312},{"type":22,"tag":49,"props":657,"children":658},{"id":315},[659],{"type":28,"value":318},{"type":22,"tag":92,"props":661,"children":662},{},[663],{"type":22,"tag":96,"props":664,"children":665},{},[666,670,679],{"type":22,"tag":60,"props":667,"children":668},{},[669],{"type":28,"value":228},{"type":22,"tag":60,"props":671,"children":672},{},[673,674,678],{"type":28,"value":233},{"type":22,"tag":36,"props":675,"children":676},{},[677],{"type":28,"value":337},{"type":28,"value":339},{"type":22,"tag":60,"props":680,"children":681},{},[682,683,687],{"type":28,"value":344},{"type":22,"tag":36,"props":684,"children":685},{},[686],{"type":28,"value":349},{"type":28,"value":351},{"type":22,"tag":30,"props":689,"children":690},{},[691],{"type":28,"value":356},{"type":22,"tag":49,"props":693,"children":694},{"id":359},[695],{"type":28,"value":362},{"type":22,"tag":30,"props":697,"children":698},{},[699,700,704,705,709],{"type":28,"value":367},{"type":22,"tag":36,"props":701,"children":702},{},[703],{"type":28,"value":8},{"type":28,"value":373},{"type":22,"tag":36,"props":706,"children":707},{},[708],{"type":28,"value":378},{"type":28,"value":380},{"type":22,"tag":56,"props":711,"children":712},{},[713,717,721,725],{"type":22,"tag":60,"props":714,"children":715},{},[716],{"type":28,"value":388},{"type":22,"tag":60,"props":718,"children":719},{},[720],{"type":28,"value":393},{"type":22,"tag":60,"props":722,"children":723},{},[724],{"type":28,"value":398},{"type":22,"tag":60,"props":726,"children":727},{},[728],{"type":28,"value":403},{"type":22,"tag":30,"props":730,"children":731},{},[732],{"type":28,"value":408},{"title":7,"searchDepth":410,"depth":410,"links":734},[735,736,737,738,739,740],{"id":51,"depth":413,"text":54},{"id":87,"depth":413,"text":90},{"id":209,"depth":413,"text":212},{"id":261,"depth":413,"text":264},{"id":315,"depth":413,"text":318},{"id":359,"depth":413,"text":362},1778601704048]