ServiceFlow Pro Docs
Jobs & Scheduling

Maintenance Schedules

Elijah Johnson · Published · Updated · 5 min read
The Maintenance Schedules page (/maintenance-schedules) is your operations queue for what is due, due soon, or overdue, with filters, CSV export. Maintenance schedules link customers to price book services with a recurring interval. When a qualifying job completes, ServiceFlow can create or update a schedule automatically based on the price book item’s maintenance interval.
Open Maintenance Schedules from the main navigation (/maintenance-schedules). Schedules also appear on customer records when configured. Price book items define intervals under Price Book editing. View pending maintenance for the next 90 days (default load). Filter by status (overdue, due today, due soon, upcoming), customer, search text, and date range. See last service, next due, interval, and reminder lead time per row. Create Job prefilled with customer and price book service. Edit next due date and notes. Mark reminder sent after your team contacts the customer. Deactivate a schedule when a customer cancels a plan. Automatic reminders may run via backend cron when your deployment has maintenance reminder jobs enabled, confirm with your admin. Price book items must have Maintenance interval (months) set to auto-create schedules on job completion. Optional: Maintenance reminder lead (days) on the price book item controls “due soon” windows (defaults to 14 days).

Overview

Maintenance schedules link customers to price book services with a recurring interval. When a qualifying job completes, ServiceFlow can create or update a schedule automatically based on the price book item’s maintenance interval.
The Maintenance Schedules page (/maintenance-schedules) is your operations queue for what is due, due soon, or overdue, with filters, CSV export, and one-click job creation.

How to access

  1. Sign in to ServiceFlow.
  2. Open Maintenance Schedules from the main navigation (/maintenance-schedules).
Schedules also appear on customer records when configured. Price book items define intervals under Price Book editing.

How do you view pending maintenance for the next 90 days (default load)?

View pending maintenance for the next 90 days (default load).
  • View pending maintenance for the next 90 days (default load).
  • Filter by status (overdue, due today, due soon, upcoming), customer, search text, and date range.
  • See last service, next due, interval, and reminder lead time per row.
  • Create Job prefilled with customer and price book service.
  • Edit next due date and notes.
  • Mark reminder sent after your team contacts the customer.
  • Deactivate a schedule when a customer cancels a plan.
  • Export filtered results to CSV.
Automatic reminders may run via backend cron when your deployment has maintenance reminder jobs enabled—confirm with your admin.

Prerequisites

  • Price book items must have Maintenance interval (months) set to auto-create schedules on job completion.
  • Optional: Maintenance reminder lead (days) on the price book item controls “due soon” windows (defaults to 14 days).
  • Completing a job with those line items triggers schedule create/update.
  • Users need job permissions (create/edit) to act on schedules.

Step-by-step

Configure recurring service on the price book

  1. Go to Price Book and edit a service item.
  2. Set Maintenance interval (months) (for example, 12 for annual tune-ups).
  3. Optionally set Maintenance reminder lead (days).
  4. Save. Future completed jobs with this item maintain the customer’s schedule.

Work the maintenance queue

  1. Open Maintenance Schedules (/maintenance-schedules).
  2. Sort and filter to Overdue or Due soon.
  3. Click Create Job on a row to start a job for that customer and service.
  4. After contacting the customer, use Mark reminder sent if your process tracks outreach.
  5. When the new job completes, the schedule’s last service and next due dates update automatically.

Adjust or retire a schedule

  1. Click Edit on a row to change next due date or notes (for example, customer deferred service).
  2. Use Deactivate when the customer opts out of recurring service.

Export for calling campaigns

  1. Apply filters (for example, due in the next 14 days).
  2. Click Export to download a CSV for phone or email campaigns.

Example: an annual furnace tune-up that should book itself next October

On the price book item "Furnace tune-up," set Maintenance interval (months) to 12 and Maintenance reminder lead (days) to 14 if you want a two-week warning. Leave the lead blank and the due-soon window defaults to 14 days. Save the item. The schedule is not created when you edit the price book. It is created or updated when a job that includes that item is completed. A quote that was never completed does not start the clock.
/maintenance-schedules then lists that customer in the next 90 days of pending work. Filter Overdue, Due today, Due soon, or Upcoming, and narrow by customer, search text, or a date range. Each row shows last service, next due, interval, and reminder lead. Create Job opens a job for that customer and that price book service. After someone calls, Mark reminder sent records the outreach. It does not send the message for you. Email and SMS reminders run only if that deployment's cron and messaging are turned on. Ask an admin before you assume customers are being texted automatically.
When the new job is completed, last service and next due move forward by the interval. Edit is for a deferred date or a note ("customer is out of town until November"). Deactivate is the opt-out. Deactivate does not delete the old jobs. Export downloads the filtered rows for a call list. A 90-day window means a plan that is due in five months is not on this page yet. Open the customer, or export again closer to the date.
There is no separate "every 6 months" switch on the customer that ignores the price book. If the interval is not on the item, the schedule is not automatic. Ad-hoc recurrence without a price book item is not this screen's create form. Job create and edit permissions are required to turn a row into a visit.

Current limitations

  • Schedules are driven by price book maintenance fields—ad-hoc recurrence without a price book item requires manual schedule management via API or future UI.
  • The list loads a 90-day pending window by default; very long horizons may need repeated exports or customer-level views.
  • Reminder email/SMS automation depends on server cron and messaging configuration in your environment.

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