Guide
Service Agreements: What to Track in the System
Track the minimum so agreements don't expire or get lost: customer name, agreement type, start date, expiry date, and what's included. Set a renewal date 30 days before expiry so you have time to contact and confirm. Store agreements with the customer record (not in separate files) and update after each visit. Review weekly for expiring soon. When you're ready for software, look for agreement tracking that shows active vs expiring vs expired and renewal reminders that fire automatically.
For teams with service agreements that keep expiring or getting lost because nobody had one list or the right fields.
Next: List your 5 must-have fields and add them to every active agreement; set renewal 30 days before expiry and review the list weekly.
The situation
You have service agreements, but you lose track of what's included and when they expire. Agreements expire without renewal, or customers call about services that aren't covered.
You're not sure what to track without making it too complicated—too many fields and nobody keeps it up.
Track the minimum: customer name, agreement type, start date, expiry date, and what's included. Set a renewal date 30 days before expiry so you have time to contact and confirm. Store agreements with the customer record and update after each visit. List your 5 must-have fields and add them to every active agreement; set renewal 30 days before expiry and review the list weekly. When you're ready for software, look for agreement tracking that shows active vs expiring vs expired and renewal reminders that fire automatically.
What usually causes it
- No system to track agreements, so they're stored in different places (files, spreadsheets, memory).
- Too many fields to track, so it feels overwhelming and gets skipped.
- Not updating agreements after each visit so the record is stale.
- Missing key details: what's included, expiry date, renewal date so you can't act in time.
Quick fixes you can try this week
- Track 5 must-have fields: customer name, agreement type, start date, expiry date, what's included.
- Set renewal date 30 days before expiry so you have time to contact and get a yes or no.
- Store agreements with customer records so you're not hunting in separate files.
- Update agreements after each visit: note what was done and what's next so the record stays current.
- Review agreements weekly and sort by expiry so you catch ones expiring soon.
If you're ready: what to look for
- Agreement tracking that shows active vs. expiring vs. expired so you see status at a glance.
- Customer history that includes agreement details so the next visit has context.
- Renewal reminders that trigger automatically so you don't depend on memory.
- Agreement templates that make it easy to create and track without re-typing the same fields.
Mistakes to avoid
- Tracking too many fields so it feels overwhelming and gets skipped.
- Storing agreements in different places so nobody has one source of truth.
- Not updating agreements after each visit so the record doesn't match reality.
- Not setting renewal reminders so agreements expire without anyone reaching out.
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Copy-paste scripts and checklists for this pain: