Maintenance Contract Manager

Organize contracts, clients, and services — without expensive software.

Managing maintenance contracts and service visits can quickly become overwhelming. Whether you run an HVAC company, pest control service, or IT support business, keeping track of clients, contracts, and scheduled visits is essential for smooth operations. This Notion Maintenance Management Template gives you everything you need in one place: simple, flexible, and built for businesses of any size.

Screenshots
Key Features
For Whom
Why Use This Template Instead of Expensive Software?
Format
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Screenshots

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Key Features

✅ Clients Database: Store all customer information in one place, including contact details, industry, and linked contracts.
✅ Contracts Database: Manage contract details such as type, start and end dates (with automatic end-date calculation), service frequency, cost, and coverage tracking with formulas.
✅ Services & Visits Database: Schedule and track visits with fields for technician, scheduled date, execution date, and status (Pending, In Progress, Completed). Includes smart formulas for Remaining Services and Coverage %.
✅ Automation-Ready: Smart formulas and Notion’s built-in automations reduce manual updates — like automatic status (Pending, Active, Ending Soon, Expired) and calculated contract end dates.
✅ Pre-Built Views:
- Contracts: Active, Ending Soon, Expired, Pending, and more.
- Clients: Commercial insights like clients with pending issues.
- Services: Calendar, Today’s Visits, My Assigned Services, and Mobile-friendly views.
- Charts (native Notion): Contracts by type, monthly revenue, technician workload, and more.
✅ Guides & Tips Inside: Step-by-step workflows and tooltips included, so even beginners can use it without friction.

For Whom

This template is designed for any maintenance business, including:

HVAC & refrigeration services
Pest control companies
IT support and managed services
Building & facilities maintenance
Security systems providers
And more…

If your business manages contracts and recurring visits, this template works for you.

Maintenance Contract Manager — Dashboard

Why Use This Template Instead of Expensive Software?

Most maintenance software comes with complex features, high learning curves, and costly monthly subscriptions. But not every business needs all that.

With this Notion template you get:

One-time setup — no recurring fees.
Customizable to your workflow without coding or IT support.
Simplicity that works — focus on tracking what matters: contracts, clients, and visits.

If your business is growing but doesn’t need enterprise-level software yet, this template is the perfect middle ground: powerful, affordable, and easy to use.

👉 Get started today and bring clarity to your maintenance operations with Notion.