Preventive maintenance and refrigeration contracts in Canada: schedule visits and bill the plan

In commercial refrigeration, preventive maintenance is not a luxury: a grocery store, a restaurant or a walk-in cooler that fails means lost product and a costly emergency call. A preventive maintenance contract lets the refrigeration tech schedule visits in advance and the customer avoid surprises.

FrigoTechPro keeps this simple: a contract lives in the client file, schedules the next visit, and can be billed as a plan — without forcing anything.

What a maintenance contract holds

• The client and, if needed, the covered equipment (or "all equipment").
• Visit frequency: every 1, 2, 3, 6 or 12 months, depending on the installation.
• The next visit, computed automatically and advanced after each service.
• An amount and a period (per month, per visit or per year) if the contract is billed as a plan.

The covered visit: you decide what gets billed

When a visit comes from a contract, the tech chooses at closing, case by case:

• Parts included in the contract, or billed on top (taxed by province).
• A $0 invoice as a record of the visit, or no invoice — just the report.

The timer becomes optional: a scheduled maintenance visit does not need to be billed by the hour. The contract amount itself is not re-billed on the visit: it is handled separately by recurring billing.

Reminders and scheduling

The app tracks upcoming visits and gives an overview of every contract, without opening each client file one by one. The tech sees what is coming at a glance.

Automatic recurring billing

If the contract is a monthly plan (for example $150/month), recurring billing can generate a draft invoice each period, with the province's taxes. It stays a draft: the tech reviews and sends. The system prevents any duplicate, even if a contract is billed twice by mistake.

For the billing details: HVAC-R invoicing and taxes by province in Canada. See also the field AI assistant or FrigoTechPro plans.