Planned maintenance visits, billed the way each agreement says.

A technician finishes a quarterly visit on a customer's rooftop units: filters changed, belts and coils checked, refrigerant topped up on one unit, and a seized condenser fan motor replaced after the facility manager approved the quote. Your service billing clerk then pulls the agreement, works out what the visit already covers, prices the rest and builds the invoice.

In the proof of concept, AI reads the same agreements, checklists and tickets and drafts the billing for each visit: what the agreement already pays for, what is billable on top, whether a quote was approved first, and the parts, filters and refrigerant behind each line. Nothing is sent, no agreement is touched, and your clerk compares each draft with the invoice that went out.

Coverage is set unit by unit. An agreement's equipment list names each covered unit by customer tag, manufacturer, model and serial, with a coverage level and a count of services per year. In one public planned service agreement, basic coverage means the scheduled visits and their scheduled materials, while premium coverage adds repair labor and repair material, and one air handler on its list carries one comprehensive visit, one operational visit and four standard filter changes. Only listed equipment is covered, and changing the list takes both parties in writing. So a repair on an unlisted unit, or on one at basic coverage, bills on its own, even during an included visit.

Exclusions are where the billing questions start. Refrigerant is often left out of the agreement price and billed separately, so the amount the technician added has to come off the ticket and onto the invoice. A full maintenance agreement can still exclude heat exchangers, or cover compressors only on units newer than a set year. Filters may be included at a stated type and schedule, such as pleated MERV 10 changed quarterly, with one building on a tighter schedule than the rest; anything beyond that is extra. And a customer who asks for an inspection on overtime can owe the difference between regular and overtime rates.

Extra work needs an approval behind it. When a technician writes up a deficiency, the repair is normally quoted and approved before it is billed. Some agreements say repairs found on the first inspection go to the owner for approval, and if the owner declines, that equipment can come off the agreement with the price adjusted. That is a change to the agreement, so the draft flags it for a person. ServiceTitan's commercial setup draws the same line: a job either fulfills an agreement visit or is linked to the agreement as pull-through work, never both, and a client-specific pricing rule can set the rates for unplanned and pull-through work while the agreement is active.

The agreement price follows its own schedule. ServiceTitan offers time of service (an invoice at each visit), upfront, annual, biannual, quarterly, every other month and monthly, and biannual, quarterly and every-other-month billing only fit agreements whose length divides evenly. In Vista Service Management, a periodic service billed separately carries its own billing schedule while other services bill with the agreement or through the work order, and any change to an active agreement's terms or pricing goes through an amendment so each revision is tracked. So the draft never edits an agreement; it bills to the revision in force on the visit date.

The checks your clerk will run: included tasks billed by mistake, extra work billed with no approved quote, refrigerant and filters missing from the invoice, extra-work rates that don't match the agreement, units that aren't on the equipment list, and visits done but never billed.

With your reviewer's yes, the same job runs for about 30 days on visits as your technicians close them, against the same agreements.

Each drafted invoice waits for a person before it goes to a customer. A repair with no approval on file, or a unit the agreement doesn't list, arrives flagged with the reason.

Renewals, price changes and amendments stay with your service manager. You see the live job's fixed price before you sign. Later jobs are quoted one by one, and monthly support begins when a job goes live.