How to Create Maintenance Agreement Reports

Build a maintenance agreement report in FieldPulse to total annual fees, group agreements by service or billing frequency, and track upcoming service.

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

A maintenance agreement report is built from the Maintenance Agreement tab in raw data reporting, and it pulls your recurring service contracts — total annual fee, price per bill, service frequency, billing frequency, status, and the last and next job occurrences — into one table. That table is where you see the recurring revenue your agreements carry and which agreements are due for service.

Overview

A maintenance agreement report answers one question about your recurring work: which agreements match the conditions you care about. Use it to total the annual fees you are carrying, group agreements by how often you service them or how often you bill them, and see everything one customer is signed up for.

Building a maintenance agreement report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Reporting on maintenance agreements is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a report in raw data reporting

Before you begin

• Create the maintenance agreements you want to report on, and confirm maintenance agreements are enabled in your account. See How to Create a Maintenance Agreement.

• Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

1. Select Reporting under the Management tab in the left-side menu.

2. Select the Maintenance Agreement tab, then select Raw Data.

3. Select the calendar icon and choose the start date range you want to report on.

4. Select Load Data.

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which maintenance agreement fields appear in the report table and the order they appear in.

The maintenance agreement report includes these columns by default:

Column	What it holds
#ID	The maintenance agreement number
Title	The maintenance agreement title
Status	Maintenance agreement status
Customer	Customer linked to the agreement
Location	Service location for the agreement
Created At	Date and time the agreement was created
Created By	Author of the agreement
Job Notes	Notes on related job records
Agreement Notes	Notes on the agreement
Start Date	Maintenance agreement start date
Price per Bill	Price per agreement bill
Total Annual Fee	Total agreement price per year
Frequency Display Name	Frequency of the maintenance agreement
Last Job Occurrence Month	Last maintenance agreement job occurrence
Next Occurrence — Next Occurrence Month	The month and year of the next scheduled occurrence (for example, May 2026). If a job has already been created for that occurrence, the cell links directly to the job record
Next Occurrence — Next Occurrence Record	Blank if no job has been created yet. If a job exists, displays the job title with a hyperlink to the job record
Next Occurrence — Next Occurrence Schedule Status	Blank if no job exists or if the job is unscheduled. If the job has been scheduled, displays the date and time it is booked for
Next Occurrence — Next Occurrence Job Status	Blank if no job exists. If a job has been created, displays its current status
Billing Frequency Display Name	Frequency of billing
Custom Fields	User-created fields related to the maintenance agreement
Customer — Custom Fields	User-created fields related to the customer record
Customer — Customer Phone	Customer’s primary phone number
Customer — Customer Email	Customer’s primary email address
Customer — Customer Phone 2	Customer’s secondary phone number
Customer — Customer Email 2	Customer’s secondary email address
Customer — Customer Assigned To	User assigned to the customer record
Customer — Customer Lead Source	Lead source on the customer record
Customer — Customer Pipeline Status	The customer’s custom sales pipeline status
Customer — Customer Next Steps	Next steps listed on the custom sales pipeline
Customer — Customer Notes	Notes on the customer record
Customer — Customer Job Notes	Job notes on the customer record, automatically inserted onto job records
Customer — Customer Created Date	Date and time the customer was added to FieldPulse
Customer — Customer Tags	Tags attached to the customer record

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

Most fields filter by contents — you choose an operator and enter a value. The Filters panel offers these fields:

Field	How you filter
#ID	Filter by contents
Title	Filter by contents
Status	Select the status
Customer	Filter by contents
Location	Filter by contents
Created At	Filter by date
Created By	Filter by contents
Job Notes	Filter by contents
Agreement Notes	Filter by contents
Start Date	Filter by date
Frequency Display Name	Filter by contents
Last Job Occurrence Month	Filter by contents
Billing Frequency Display Name	Filter by contents
Custom Fields	Select the custom field
Customer — Customer Phone	Select the phone number
Customer — Customer Email	Select the email address
Customer — Customer Phone 2	Select the phone number
Customer — Customer Email 2	Select the email address
Customer — Customer Assigned To	Filter by contents
Customer — Customer Pipeline Status	Select the status
Customer — Customer Next Steps	Filter by contents
Customer — Customer Notes	Filter by contents
Customer — Customer Job Notes	Filter by contents
Customer — Customer Created Date	Filter by contents
Customer — Customer Tags	Filter by contents

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

Common maintenance agreement reports

Three reports cover most of what teams pull from the Maintenance Agreement tab. Each one keeps whichever columns you want, plus the one column it groups on — drag that column into the grouping bar above the table.

Report	What it shows	Column it must include	Group by
Maintenance agreements by frequency	Your maintenance agreements sorted by frequency of services	Frequency Display Name	Frequency Display Name
Maintenance agreements by billing frequency	Your maintenance agreements sorted by billing frequency	Billing Frequency Display Name	Billing Frequency Display Name
Maintenance agreements by customer	Your maintenance agreements sorted by customer	Customer	Customer

Video walkthrough: Building the by-frequency, by-billing-frequency, and by-customer reports

Tips

• Total Annual Fee is the column to add up when you want the recurring revenue your agreements represent.

• Add the Next Occurrence columns when you want to see which upcoming services already have a job created, what that job’s status is, and when it is booked.

FAQs

Can I save a maintenance agreement report to use again?

Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow.

Can I export a maintenance agreement report to a spreadsheet?

Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Related articles

• How to Use Raw Data Reporting
• How to Create a Maintenance Agreement
• How to Manage Assets
• How to Create Asset Reports

Your maintenance agreement report is working when the table returns the agreements you expected for the date range, shows the fee and frequency columns you selected, and rolls the rows up under the column you grouped by.