PPM contract management

Planned preventive maintenance (PPM) contracts let you manage long-term service agreements with clients — tracking visit schedules, assets in scope, contract values, and expiry dates from a single screen.

What is a PPM contract?

A PPM contract records the agreement between you and a client to perform regular maintenance visits at a set frequency — monthly, quarterly, annually, etc. It captures:

• The client and property covered
• Which assets from your asset register are in scope
• The visit frequency and contract period
• The contract value and billing arrangement
• Internal notes not visible to the client

Where to find it

Go to PPM in your dashboard navigation (visible to owners and dispatchers). The page lists all your contracts with status badges showing active, expiring soon, or expired.

Creating a PPM contract

Click New contract, then fill in the contract name, customer, visit frequency, and dates. Once a customer is set, the Assets in scope section shows only that customer's assets from your register — pick which ones this contract covers, and optionally set a service interval, next-due date, and notes for each. If the asset you need isn't listed yet, use the + Add asset box right there on the form to create it on the spot (just a name and category — add make, model, warranty, or other details later from the asset register).

Linking jobs to a PPM contract

When you log a direct job, you can link it to an active PPM contract using the Link to PPM contract dropdown on the job creation form. This ties the job to the contract for reporting and renewal tracking.

When a recurring job is linked to a PPM contract, each new recurring instance inherits the contract link automatically.

Contract status

• Active — contract is current.
• Expiring (amber) — contract end date is within the next 30 days.
• Expired (red) — contract end date has passed.

Open-ended contracts (no end date) are always shown as active.

Expiry alerts

TruePro sends an email and in-app alert to the business owner 30 days and again 7 days before a contract expires, giving you time to renew or renegotiate. The customer under the contract receives the same two-stage alert, so they know to expect you to be in touch.

Compliance certificate renewal

If a compliance certificate on a job is linked to a PPM contract and the certificate is due to expire, TruePro automatically creates a renewal visit job under the same contract. This ensures you never miss a certificate renewal that is part of an ongoing maintenance agreement.