ElectricalBossPro Blog — Generator & Maintenance Plans

Every 365 Days: Setting Generator Maintenance to Come Due on Its Own

The hardest part of a yearly maintenance plan is not the visit. It is remembering the visit. A year is a long time. Techs change, the office gets busy with installs, a storm season comes and goes, and the customer who signed up last spring quietly drops off the radar. ElectricalBossPro solves that with one setting: minimum days between visits.

From Selling the Plan to Scheduling It

Once a customer says yes, whether to a generator plan or to the plan covered in Selling a Yearly Electrical Safety Inspection Plan to Homeowners, the question becomes how the visit gets on the schedule next year, and the year after that.

The answer in ElectricalBossPro is that nobody books it by hand. Each recurring service has a number of minimum days between visits. Yearly generator maintenance is 365. A yearly safety inspection is 365. A commercial lighting maintenance or relamping route might be 14 or 30. The software counts from the last completed visit and brings the next one due when the days are up.

Why Minimum Days Instead of a Fixed Date

A fixed date sounds tidy, like “every April 15.” In real life, visits slide. Rain pushes a day, a customer is out of town, an outage week takes over the schedule. With a fixed date, a visit done three weeks late still has next year's date set in stone, and the gap between visits shrinks or grows without anyone noticing.

Minimum days counts from when the work was actually done. If last year's visit happened on May 6 instead of April 15, the next one comes due 365 days after May 6. Each customer gets a real year between visits, and the office does not have to think about it.

What Happens When a Visit Comes Due

When the days are up, the visit appears on the Waiting List, a live map and list of every visit that has come due. Pins are colored by status:

• Not due yet — coming up soon, useful for planning ahead.
• Due now — ready to be put on a van and a day.
• Overdue — past a 7-day grace and starting to slip.

The office picks visits off the map, assigns them to a van and a day on the dispatch board, and the tech sees them on the phone in route order. More on the map itself in The Waiting List Map: Seeing Every Generator Visit That Is Due or Overdue.

Setting It Up

The setup takes a few minutes per service:

• Add the plan to your service list, for example “Yearly Generator Maintenance” at $189.
• Set the minimum days between visits to 365.
• Add the service to each customer's property that is on the plan.

From there, the first visit comes due and the cycle starts. When the tech completes it, the count resets. If a customer has two properties, such as a home and a lake house each with a generator, each address gets its own plan and its own clock.

The same approach works for anything else you sell on a cycle. If a customer wants their EV charger looked at on the same yearly visit, add it to the same job. If a commercial client wants the parking lot lights checked every 30 days, give that service a 30-day minimum. Every recurring service follows the same rule, so the office only has to learn one way of doing things.

One-Time Work Lives Alongside It

Recurring visits are not the only work on the schedule. Service calls, repairs and installs are one-time jobs, and they go on the same dispatch board. A van can run five generator maintenance visits in the morning and a surge protector install in the afternoon. The Waiting List feeds in the recurring visits, and the office adds one-time jobs from requests, approved estimates and phone calls.

That keeps the whole week in one view. Nobody has to check a separate maintenance calendar to see whether there is room for a panel upgrade on Thursday.

What It Means for the Business

When yearly visits come due on their own, the plan you sold actually gets delivered. Customers who paid for a yearly visit get one. Techs show up with the generator and its history on the card. The card on file is charged when the job is completed, and the visit comes due again next year.

That is what makes a maintenance plan a business instead of a promise. The software keeps the count, and your team does the work. To see how 365-day visits fit with generator records, the inspection checklist and billing, head back to the ElectricalBossPro generator maintenance software page.