An AMC is a promise of visits. A preventive maintenance schedule format turns that promise into a calendar the office can work from: who is due, in which month, and whether the visit happened. Download the CSV below; it holds a full year for each contract.

Preventive maintenance schedule format: columns

  • Contract no., customer, site
  • Equipment (AC unit 2, RO in kitchen, lift A, 12 cameras)
  • Frequency (monthly, quarterly, three a year)
  • Contract start and end
  • One column per month: P for planned, the date when done
  • Technician, next due date, remarks

How to plan the visits

  • Count visits from the contract start, not from January.
  • Spread them evenly: a quarterly AMC that starts in April gets April, July, October, January.
  • Move visits out of your peak season where you can (AC services before May, pest treatments before monsoon).
  • Group visits by area so one technician covers nearby sites on one day.

Monthly routine

  1. On the 1st, filter the month's column for "P".
  2. Call or message customers and fix dates.
  3. Assign technicians and enter the visits in the day plan.
  4. When done, replace "P" with the date; carry missed visits forward and mark them.

What the schedule tells you

  • Visits owed vs done per contract: the first thing a customer checks at renewal.
  • Months that are overloaded, so you can hire or shift.
  • Contracts ending in the next 60 days, for the renewal routine.

When the sheet gets too big

With a few hundred contracts, a twelve-column sheet becomes hard to keep right. In ServicePilot an AMC contract creates its visits from the plan when it is signed, the visits appear as jobs, and the dispatch board shows who goes where. Keep the AMC tracker for contract values and renewals.

In ServicePilotSee AMC management software in ServicePilotHow ServicePilot handles this for your business, with a free demo.