The volume is discovered late
A twenty-day contract is used up intervention after intervention. Without a count kept as you go, you learn it is exhausted the day you schedule the next one, or the day the invoice surprises the client.
Solutions Maintenance contract management
Maintenance contract management often happens in two places that do not talk to each other: the contract sleeps in a folder, and the interventions live in a schedule. In between, the volume used is rebuilt by hand, the day the client asks for it. In pylotik, the maintenance contract is a managed object: its period, its volume, its catalog, its committee and its indicators, read by you and by your client on the same data.
The problem
A contract signed, then put away.
A maintenance contract commits over time. That is precisely what makes it forgotten between two deadlines.
The committee has no material
The maintenance committee is prepared with extracts copied into a deck. What was done, what remains, what slipped: everyone arrives with their own figures, and the meeting is used to reconcile them.
Nobody knows who decides
Who approves an intervention at the client, who rules on an overrun, who sits on the committee? Written in the contract, rarely in the tool where the work is done.
How it works
What a maintenance contract carries in pylotik.
The contract is attached to its client, who can be an external organization or an internal team. It goes from draft to active, then to closed.
Period and purchase order
A start and end date, a reference, a description and a purchase order. The contract knows what it is made of before the first intervention.
Days, to the half-day
An intervention volume in days, deducted at each approved intervention. A schedule that would exceed the remaining volume is refused and the gap is stated, rather than noted after the fact. A volume left empty means a contract with no ceiling.
Fixed price or time and materials
Under fixed price, the contract has its own payment schedule. Under time and materials, each approved intervention is valued at the rate of its type. It is a billing mode, chosen contract by contract, not a steering mode.
What can be done, and by whom
The contract authorizes a list of intervention types, each with its default duration and rate. What is not in the catalog cannot be scheduled on this contract.
On both sides of the contract
A director and a manager on the supplier side, their counterparts on the client side. Everyone knows what falls to them, and it is the tool that reminds them, not the memory of whoever signed.
An equipped maintenance committee
The contract has its committees, held on the pylotik. screens. The contract's indicators are frozen there at each session, and the minutes go to the client for approval.
Maintenance contract steering is part of the core, on every tier, like the contract of each project, where fixed price or time and materials is chosen. Scheduling interventions and their acceptance signed by the client make up the Interventions module, from the Business tier: see the pricing page.
The cycle
From the signed contract to the history, in the same tool.
A maintenance contract is not a flow of requests to resolve as they come: it is a dated commitment, which follows a cycle.
- The contract opens Period, purchase order, volume in days, catalogue of interventions and roles on both sides. It moves from draft to active.
- Interventions are scheduled With the Interventions module, each intervention is placed by the half-day on the teams' actual workload, within the remaining volume.
- The intervention is carried out The team declares it done, on mobile or in the tool.
- The client approves or rejects The client signs the intervention, or rejects it with a reason, with no account to create. The consumed volume updates.
- The committee freezes the indicators The maintenance committee is held on the pylotik screens. The contract's indicators are frozen at the session, and the minutes go to the client for validation.
- The history remains Committees, decisions and frozen indicators stay dated and available, until the contract is closed and after.
The client's role
The client sees the same indicators, and approves.
Your client finds their contracts in their space: the volume used, committed and remaining, interventions by status, lead times. These are the indicators frozen at the last committee, the same as yours. They approve or refuse, with a reason, the interventions that concern them, and they approve or refuse the minutes of the maintenance committee. Their access is free.
What you keep to yourself does not change: your teams' workload, your costs, your margins and your internal reporting stay invisible on their side. A shared truth about the contract, a responsibility that stays whole on the supplier's side: this is what we call operational commitment management.
Limits
What pylotik does not do on a maintenance contract.
The scope is deliberately clear, so that the demo holds no surprise.
What the contract does not manage
No service level (SLA) management and no computed penalties. No automatic contract renewal, and no deadline alert: the end of the period is read on the contract, it does not remind itself. No asset or equipment management: it is not a CMMS, which remains the tool for equipment maintenance, spare parts and meters included (see CMMS and maintenance contract). No incident ticket: handling a queue of requests as they come belongs to a support tool or to IT service management (ITSM) (see project ticketing or ITSM), alongside which pylotik lives, without exchanging data. And no invoice issued: the contract's payment schedule says what is to be invoiced, your invoicing tool produces it.
What the maintenance contract does bring, on the other hand, is what is most often missing: a volume kept up to date, interventions scheduled against real workload, a committee that has its material, and a client who reads the same thing as you. The drift mechanics are the same as on a project: a maintenance contract is a dated commitment, which the commitment levels page places at the heart of the target.
Frequently asked questions
What we are asked about maintenance contracts.
What is the difference between a managed maintenance contract and support handled incident by incident?
A managed maintenance contract is a dated commitment: a period, a volume in days, a catalogue of interventions, interventions scheduled on the actual workload and validated by the client, a committee and a history. Support handled incident by incident is a flow of requests to resolve as they come, under service levels: that is the job of a project ticketing or ITSM tool. pylotik manages the former and handles neither service levels nor penalties. See project ticketing or ITSM and where pylotik fits.
Can a maintenance contract be managed on time and materials?
Yes. The billing mode is chosen contract by contract: fixed price, with its own payment schedule; time and materials, valuing each approved intervention at the rate of its type. Steering, for its part, does not change.
What happens when the contract volume is used up?
An intervention that would exceed the remaining volume cannot be scheduled on this contract, and the gap in days is displayed. The overrun is discussed before the intervention, not on the invoice.
Is the contract renewed automatically?
No. The period is carried by the contract and can be read at any time, but no renewal or deadline alert is automated today.
Does the client see the contract?
They see their contracts and their indicators, frozen at the last committee: volume used, committed and remaining, interventions, lead times. They see neither your costs, nor your margins, nor your teams' workload.
Can a contract concern an internal team?
Yes. The client of a contract can be a team in your organization: an IT department that maintains its business lines' tools holds the same commitments, without a commercial contract.
Next
Going further.
- Intervention management: from the catalog to client approval.
- CMMS and maintenance contract: maintaining equipment, or holding the contract with the client.
- Contractual commitment tracking: milestones, deliverables, amendments and client delay.
- Financial tracking: fixed price or time and materials, ordered against used.
- The product tour: projects, contracts, teams and finances in the same tool.
- Steering for integrators: from the fixed-price project to the maintenance contract, with the client.
- Industrial project management software: projects, maintenance and subcontractors, alongside the ERP and the CMMS.