A PM agreement book is a schedule of work the shop has already sold. It is worth something if you deliver the visits, hold the cost, collect the invoice, and earn the next term. Repairs you noticed on site, and renewals nobody has signed, stay in the pipeline until the customer commits.
The visits themselves are scheduled and recorded in generator maintenance software. The customer, the equipment, and the approval trail around that work are the generator service software record. This page is about the book: what you forecast, what you do not, and what you bring to a renewal meeting.
Build the forecast from the signed terms
For each agreement, keep the covered equipment, the scope, the visit cadence, the price, the billing schedule, the term, and the renewal provisions. Those belong in the file the office works from. Contracted value, invoices issued, and cash received answer different questions. Do not add them into one "recurring" number.
Read the inclusions before you forecast margin. Travel, consumables, after-hours response, fuel testing, and load bank work change what the visit costs. The agreement should say what is included, what is excluded, and what needs a separate approval. Pricing those lines is its own method. The PM contract guide covers it, without sample dollar amounts.
Turn findings into quotes, not into sold work
A technician may find an ATS problem, a coolant leak, or a weak battery on a PM. Record it against the right equipment, keep the photo or the reading, and name the person who will price the repair.
Do not count the repair as revenue because the customer already pays for PM. The quote, the approval, and the job are three steps. When you review the account, compare the repairs you finished with the findings you wrote down. A ratio of PM dollars to repair dollars is a shop fact. This page does not publish one.
Qualify the account before you promise the scope
Healthcare campuses, data centers, municipal buildings, water plants, and telecom sites do not share one equipment list or one reporting habit. Start from the sites you would service and find out who can approve the work, an outage, a repair, and the renewal.
- Match each generator by make, model, serial, kW, and fuel type.
- List the ATS equipment and what transfer testing is in scope.
- State load bank work on its own, including who brings the bank.
- Where NFPA 110 applies, confirm the adopted edition and the AHJ. The standard's public scope is emergency and standby system performance, and NFPA lists 2025 as the current edition. The site may be on an older one. Source: NFPA 110.
- Write down who receives the report and how open deficiencies get followed up.
The form for the test log is the NFPA 110 checklist. This guide does not restate that checklist. It is about whether the agreement promised the visit the log is for.
What to open before you send a renewal
Open each covered generator and ATS. Compare the visits you promised with the PM reports, transfer tests, and load bank reports you still have. Carry unresolved deficiencies into the next-term scope so the customer can see delivered work and repairs that still need a yes. Chase missing evidence before the meeting. Check disputed invoices in the same pass.
A stored report is evidence you submitted. Someone qualified still has to read it and decide whether it matches the agreement and the rules on that site. A full file does not lock the account to you. If they change contractors, keep the original records and make the handover explicit so the next shop is not starting from a blank unit.
What PowerOps stores on the agreement
The agreement and the due list
The PM scheduling page describes an agreement as customer and contact details, equipment lines, service selections, pricing, labor rates, and notes. Matched equipment, from the unit on file or by serial, can feed the schedule list. Each unit is scheduled at the most frequent monthly, quarterly, semi-annual, or yearly service on its lines, and defaults to yearly when it has none. Review the result. Separate service types do not become separate schedules through that sync.
An authorized person uses Auto-Generate WOs to draft jobs for enabled schedules that are overdue or due within 30 days. Staff still review the draft, assign the crew, and commit the schedule. The button does not dispatch anyone, and it does not renew the agreement.
The visit and the invoice
Inspection, checklist, and service-report drafts save locally after an online session check. Reconnect to resume or submit; they never submit in the background. Only explicitly eligible note and labor operations sync automatically. Photos, signatures, time and job-status actions, and final completion need a connection.
Audited completion keeps the account, the server time, the attestation, and a snapshot. Working records can remain editable. Payment receipt can move an invoice from Invoiced to Paid. That is the automatic step. It does not replace the technician's completion or the office review before the invoice goes out.
When AI reporting is configured, it drafts from stored equipment and recent work. A person reviews the draft. The model does not approve the visit or the renewal. Book a demo to see an agreement, a due list, and a draft work order on a sample account. Prices are not on this page.
Renewal meeting