Recurring maintenance & service plans

Set up a service plan from a template

Pick a built-in maintenance template — things like a gutter clean, deck reseal, warranty visit or Healthy Homes check. The template pre-fills the plan name, a typical price, scope notes, and the recurrence. Type or pick the client (Toolie autocompletes clients you’ve worked with and flags an existing client so service history links automatically), add the site address, the first-visit date, the price per visit, and scope notes that show on the plan. Client name and site address are required.

Each plan stores its recurrence as a frequency and interval, so you can run weekly, fortnightly, monthly, quarterly or yearly — for example every 6 months, every quarter, or annually.

The next visit schedules itself

When you mark a recurring maintenance job Completed, Toolie automatically schedules the next visit at the next interval. One thing to know: the next visit only rolls forward when you mark the current one done — there’s no background scheduler ticking over a skipped or open visit on its own.

The Upcoming tab lists your recurring, maintenance and inspection plans sorted by next due date and grouped into Overdue, Due in the next 30 days, Due in 30–90 days, and Later. Each row shows a plain-English countdown — “3d overdue”, “Today”, “Tomorrow”, “in 12 days” — plus the exact date. Search live by client name, plan name or site address to find one fast.

Chase it, then bill it

For any visit due within 30 days, tap “Remind client it’s due” to open a pre-filled SMS (if a phone number is on file) or an email addressed to the client, with the plan, site and due date filled in. It’s draft-first — you send it — and the app marks that visit reminded so it isn’t chased again. The reminder button only shows when there’s a phone number or email on file. For any priced visit, tap “Draft invoice” to generate a Draft at the plan’s price with the GST portion split out and a 14-day due date; you review and send it from Invoices, and a double-bill guard marks it invoiced afterward.

One-off callouts and full history

For “come fix this” jobs, the quick callout workflow lets you set urgency (Urgent for today, 1–2 days for +2 days, or “When can” for no fixed date), enter the client, site and issue, and set a callout fee, hourly rate and estimated hours to see a live total estimate. Save it as a Lead or confirm and schedule — either way it creates a Callout job. Every plan, callout and visit is a normal job, so tapping a row opens the full job detail, and the Service history tab groups completed and recurring work by site.

Prices per visit are standing figures you set on the plan or template — Toolie doesn’t re-measure or re-quote each visit — and there’s no per-appliance asset register; history is grouped by site and job. See how it fits with the rest of your tools on features, job management, invoicing and client CRM.