What is maintenance contract software?

Maintenance contract software helps a service business keep customer equipment serviced on a schedule and billed on a recurring cadence. It combines planned-maintenance scheduling with recurring invoicing. MDMS ties both to the serialised machine, so the schedule raises the jobs and the recurring billing drafts the invoices, keeping the two promises of a maintenance contract — regular service and predictable revenue — from quietly breaking.

How does MDMS schedule planned maintenance?

You define a preventive-maintenance schedule per equipment type that triggers on hour-meter readings, on the calendar, or both, with an inspection checklist attached. As readings come in from services and visits, MDMS builds the due and overdue list automatically and turns any due unit into a work order with its checklist pre-loaded, so scheduled service does not slip when breakdowns pile up.

Does MDMS bill recurring maintenance contracts?

Yes. Attach a recurring billing contract to the units under agreement with a cadence and line items, and MDMS drafts the invoice each period — monthly, quarterly or annually — through the standard Australian tax-invoice engine. Invoices are drafted for review rather than charged automatically, so a person stays in the loop while the revenue stops depending on someone remembering to raise it.

Does MDMS model service coverage or entitlement agreements?

Not as a distinct coverage object. MDMS gives you preventive-maintenance schedules and recurring billing contracts tied to the equipment, which together cover scheduled service and standing billing. It does not model an entitlement agreement that tracks included hours or parts drawn down against a contract, so we describe planned maintenance plus recurring billing rather than a coverage-and-entitlement agreement it does not have.

Can I see the service history for a contracted machine?

Yes. Every scheduled visit and call-out writes to the serialised unit's service history, so each machine carries a complete chronological record of what was done, by whom, with which parts and at what hour reading. That gives a renewal or dispute conversation a defensible record, and lets the next technician start from what actually happened rather than guesswork.

Solutions

Maintenance contract software for planned service and recurring billing

Keep customer equipment serviced on schedule and billed on time — planned maintenance by hour or calendar, tied to the machine, with recurring invoices that draft themselves.

Keep contracted equipment serviced on schedule and billed on its cadence, without chasing either by hand.

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The problem

A maintenance contract is two promises — show up on schedule, and it is worth predictable money — and both quietly break without a system. Planned visits are the first thing to slip when the workshop is swamped with breakdowns, so the schedule drifts and the customer notices. On the billing side, a monthly or quarterly charge gets raised late, skipped, or forgotten across a book of contracts, and nobody chases an invoice for work that was never written up. The contract you sold on reliability stops being reliable.

What you get

Planned maintenance by hour or calendar

Define a preventive-maintenance schedule per equipment type, triggered on running hours, on the calendar, or both, each with the right inspection checklist attached.

A due list that builds itself

As hour readings come in from visits, MDMS works out which units under contract are due or overdue and lists them, so the schedule runs off a rule rather than a diary.

One-click job with the checklist

Turn a due unit into a work order with its checklist pre-loaded, ready to dispatch to the workshop or a mobile technician in the field.

Recurring billing contracts

Attach a recurring billing contract to the units under agreement and MDMS drafts the invoice on its monthly, quarterly or annual cadence through the standard tax-invoice engine.

Call-out priority and SLAs

Emergency work under a contract can be raised as an urgent job with tighter response and resolution windows and a live countdown, so what is at risk is visible.

History on the machine

Every scheduled visit and call-out writes to the unit's service history, so a renewal conversation starts from a complete record of what was actually done.

How it works

1
Register the installed base
Record each machine under contract as a serialised unit against its customer and site, so the equipment you are responsible for maintaining is visible and ready to schedule rather than sitting in a filing cabinet.
2
Set the maintenance regime
Create a preventive-maintenance schedule for the equipment type, triggered by running hours or the calendar, with an inspection checklist attached, so the interval is a rule the system enforces rather than a note someone has to remember.
3
Attach the recurring billing
Put a recurring billing contract on the units under agreement with a cadence and line items, so the contracted revenue drafts its own invoice each period instead of depending on someone raising it by hand.
4
Run the visits and bill the cycle
MDMS surfaces the due units and raises the jobs, technicians complete them in the workshop or the field, and the recurring invoice drafts on its cadence, so the schedule and the money both stay on track.

The schedule, the visit and the invoice on one machine

Most tools do planned maintenance or recurring billing, and stitching them together means keeping a scheduling system and an invoicing system in sync by hand. In MDMS the preventive-maintenance schedule, the work order it raises, the service history and the recurring invoice all hang off the same serialised unit, so keeping equipment serviced and keeping it billed are two sides of one record.

The modules behind it

Buy only what you use — these are the MDMS modules this solution runs on.

Service Workshop Finance Field Service

Frequently asked questions

What is maintenance contract software?: Maintenance contract software helps a service business keep customer equipment serviced on a schedule and billed on a recurring cadence. It combines planned-maintenance scheduling with recurring invoicing. MDMS ties both to the serialised machine, so the schedule raises the jobs and the recurring billing drafts the invoices, keeping the two promises of a maintenance contract — regular service and predictable revenue — from quietly breaking.
How does MDMS schedule planned maintenance?: You define a preventive-maintenance schedule per equipment type that triggers on hour-meter readings, on the calendar, or both, with an inspection checklist attached. As readings come in from services and visits, MDMS builds the due and overdue list automatically and turns any due unit into a work order with its checklist pre-loaded, so scheduled service does not slip when breakdowns pile up.
Does MDMS bill recurring maintenance contracts?: Yes. Attach a recurring billing contract to the units under agreement with a cadence and line items, and MDMS drafts the invoice each period — monthly, quarterly or annually — through the standard Australian tax-invoice engine. Invoices are drafted for review rather than charged automatically, so a person stays in the loop while the revenue stops depending on someone remembering to raise it.
Does MDMS model service coverage or entitlement agreements?: Not as a distinct coverage object. MDMS gives you preventive-maintenance schedules and recurring billing contracts tied to the equipment, which together cover scheduled service and standing billing. It does not model an entitlement agreement that tracks included hours or parts drawn down against a contract, so we describe planned maintenance plus recurring billing rather than a coverage-and-entitlement agreement it does not have.
Can I see the service history for a contracted machine?: Yes. Every scheduled visit and call-out writes to the serialised unit's service history, so each machine carries a complete chronological record of what was done, by whom, with which parts and at what hour reading. That gives a renewal or dispute conversation a defensible record, and lets the next technician start from what actually happened rather than guesswork.

Ready to try maintenance contract software?

Start a 14-day free trial — no credit card, no implementation fee, no sales call required. Or book a personalised demo with our team to see your workflow in MDMS.

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Built for these industries

Power, pumps & compressors

For businesses that keep an installed base of standby and rotating equipment alive, MDMS ties the units on each site to their agreements, their planned visits and their emergency call-outs.

Materials handling & forklifts

MDMS runs the forklifts you keep going for customers — planned maintenance by hour meter, recurring service billing, mobile job cards for the van, and the parts to back them.

Hire & rental fleets

MDMS runs a hire fleet on the numbers that matter — on-hire and off-hire, rate cards and recurring billing, guided damage assessment on return, deposits, and utilisation per unit.

Construction & earthmoving

Sell it or hire it, then keep it running — MDMS manages earthmoving machines and their attachments through sale, wet and dry hire, damage recovery on return and machine-hour servicing.

Agricultural

From the first quote to the tenth season of service, MDMS runs the machines you sell — build and delivery, hour-based servicing, multi-OEM warranty recovery and the parts behind them.