Maintenance contract software for plumbing and heating businesses — a series instead of a spreadsheet
Who is calling the customers on a maintenance contract this year? Is the report from the last visit still in the service van or already in the folder? And what happens when one system slips through — does anyone notice before the customer does? In many plumbing and heating businesses the maintenance contracts hang on a spreadsheet and on one person's memory. krafteq Handwerk sets them up as a recurring series per system and customer: the appointments create themselves, the fitter fills in the report as a questionnaire, the history stays on the job — and the invoice comes out of the maintenance visit. krafteq Handwerk is standard software for trade businesses — not a project built for you from scratch. We are currently rolling it out with the first businesses: you test it free of charge, receive an individual offer afterwards, and we set up your business together with you.
Maintenance appointments, jobs, hours and invoices sit in one body of data — no second system for service.
Where you are nowWhere maintenance contracts break down in daily work
krafteq Handwerk is built for plumbing and heating businesses with 5 to 50 employees — heating systems, heat pumps, air conditioning and ventilation. On the subject of maintenance we hear the same five sentences again and again:
The maintenance list is a spreadsheet that keeps growing
Customer, system, last appointment, next appointment — one more row every year. As long as one person maintains it, all is well. As soon as two people work in it, or that person is on holiday, nobody is sure any more which version applies.
An appointment slips through
One system gets overlooked, the customer calls in autumn with a fault, and then the question stands in the room of when it was actually last serviced. That costs not only the contract but the argument about it.
The history hangs on one person's memory
Which burner is in that cellar, what was replaced last time, why is the old expansion vessel still there? The colleague who knows is on another site right now — or retired two years ago.
The report gets written twice
On the form on site, into the system at the office in the evening. In between a sheet goes missing, a reading becomes illegible, and the follow-up question goes by message to the fitter, who finished hours ago.
The visit turns into an invoice late
The maintenance visit is done, the invoice follows weeks later — because hours, material and report have to be collected first. With a maintenance portfolio of many small amounts, that is cash sitting out there for no reason.
FeaturesHow krafteq Handwerk represents maintenance contracts
With us the maintenance contract is not a separate add-on module but a sequence of work: a recurring series per system and customer, with independent work sections per appointment. Everything that happens there hangs on the job.
Recurring maintenance series per system
You define interval, scope and responsibility, and the system generates the appointments as records of their own — per heating system, heat pump, air conditioning unit or ventilation system. Half-yearly, yearly, every two years: the series keeps the list, not the spreadsheet.
Questionnaires as the maintenance report
Whatever gets recorded on site you represent through questionnaires — and you define the fields yourself: system type, visual inspection, flue gas readings, pressures, parts replaced, remarks. It is filled in on the phone or tablet, and the result hangs on the job instead of in a folder.
System data on the customer and on the job
Manufacturer, type, serial number, commissioning and previous years' visits sit on the customer and on the respective job — captured via questionnaires and line items, findable again at the next service. There is deliberately no separate system record as its own module; the data lives where the work happens.
Appointments in scheduling rather than in a list
The generated appointments go into staff scheduling: who drives when to which system, in which time window. The fitter sees the day in the mobile daily view — job, address, task, hours, receipts. No prices, no customer data, no settings; the scoping is enforced on the server.
Hours and material on the maintenance visit
Travel and working time per assignment type, material installed from the catalogue, photos and defects — all on the same record. That way at year end you also see which part of the maintenance portfolio carries its weight and which is mostly travel.
Invoice out of the maintenance visit
The completed visit becomes the invoice — individually per visit or as a recurring invoice for the maintenance flat rate, as XRechnung in XML format or as a ZUGFeRD PDF. Plus receivables, dunning, payment matching against the bank statement, and the DATEV export for your tax advisor.
E-invoicing for trades businesses — obligations and formatsFaults and emergency callouts in the same system
The Sunday phone call becomes a record like any other: create the job, capture travel and hours, book material, add a photo. And because the system is already on file, the fitter sees the history before going down to the cellar.
Set up a real maintenance contract as a series
We set up your test instance, configured for the plumbing and heating trade. You represent one of your maintenance contracts as a series, build the questionnaire for the report and see on your own system whether it fits — usually within three working days, without a sales call.
- No subscription
- No sales call
- No obligation
SequenceOne maintenance year, as it runs in the system
Four steps, after which it repeats by itself. The difference from a spreadsheet is not the list — it is that appointment, report, hours and invoice all hang on the same record.
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Set the contract up as a series
Customer, system, interval, scope, responsibility — entered once. The series produces the individual maintenance appointments as independent records. Maintenance may be a sequence of its own: its own name, its own statuses, its own number range, its own document defaults — pure configuration, no development.
The portfolio sits in the system, not in a file on a drive.
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Schedule the appointments
The due visits go into staff scheduling: who drives when to which system. Whom you call or write to beforehand is still your decision — the system supplies the list for it and records what came of it.
No more reconciling between spreadsheet, calendar and memory.
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Work on site
The fitter opens the job on the phone, sees the system data and the last visits, fills in the questionnaire as the report, records hours and material, and attaches photos. All on the same record, with no paper in the service van.
Record once instead of writing twice.
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Invoice and file
The visit becomes the invoice, the report goes to the customer as a document, and everything stays on the job. At the next appointment the fitter opens the same customer and sees what happened last time.
The history builds itself, without anyone maintaining it.
The modelBought instead of rented — for the maintenance portfolio too
You buy the software once. You rent the operation of your installation — or take it over yourself. The concrete terms are fixed in your offer, not on this page.
Fixed-price perpetual licence instead of monthly rent
You buy a perpetual right of use to the software delivered. Billing is per business, not per user and not per workstation — the accounts for your service fitters are included, even as the portfolio grows.
A dedicated installation per business
Your own database, your own domain, your own configuration. Your system data and customer addresses sit in your installation — on servers in Germany, on your own server, or entirely inside your own network. Data export at any time.
Fine-tuning after go-live
In the first year all updates and security updates are included, as is fine-tuning within the agreed scope: you define the fields of your maintenance report yourself anyway; if the maintenance sequence needs a different shape or the printout a different form, we adjust it. After that, updates run through maintenance — and without maintenance your version simply keeps running.
FAQCommon questions about maintenance contracts
Looking for the full overview for your plumbing and heating business?
Maintenance contracts are one part of it. Quotes, calculation, GAEB, site documentation, e-invoicing, DATEV export and the model behind it are on the overview page for plumbing, heating and HVAC.
See the software for plumbing and heating businessesWould you rather talk about your maintenance portfolio first?
Book a 30 to 60 minute first call. You describe how your maintenance contracts run today, and we give an honest assessment — even if the answer is that your spreadsheet is fine for now. No sales pitch, no obligation.
- No sales call
- No obligation
- 30–60 minutes