How do AC and RO service businesses manage service calls and AMCs?

An AC or RO service business runs on three things: service calls answered and closed quickly, technicians who know where to go, and AMC contracts that renew instead of quietly expiring. The way to manage all three is one app where the AMC itself creates the visits, each visit is a job on the technician's phone, and renewal reminders go out before the term ends.

This guide covers how that works day to day, what to check in any software, and when BizOS is not the right choice.

Why is the AMC the part that gets lost?

The AMC is usually the most profitable thing a service firm sells, and the easiest to lose. Picture an AC service firm in Chennai with four technicians and 200 AMC customers. Each AMC means two to four visits a year. That is several hundred visits to plan by hand, on a calendar or in a register, and every missed visit is a customer who will not renew.

Renewals have the same problem. Nobody looks at the register until the customer calls a competitor, and by then the term has already ended.

So the job of the software is simple to state: once an AMC is sold, nobody should have to remember a service date or a renewal date again.

How do AMC contracts schedule their own visits?

In BizOS you build an AMC package once, for example "12 months of RO care" or "Annual AC service — 2 units". A package has a duration, a price and a list of tasks:

• Recurring tasks, such as a filter change every three months starting in month 3.
• One-time tasks, such as a deep clean at month 6.

Each task carries a line plan of the items and labour that visit involves, each marked covered or chargeable.

When you sell the package, every service visit for the whole term is created at once, and so is a job for each visit. The visits appear on the jobs board like any other work. Covered lines land on the visit's job at ₹0, described as covered by the contract, with the original worth kept so you can show the customer what the AMC saved them. A chargeable part, such as a component outside the AMC, carries its price and is billed normally.

Editing a package later never rewrites contracts already sold: each contract keeps a snapshot of what the customer bought.

Before each visit, a daily sweep creates a follow-up for whoever will do the work (7 days before by default), and, if customer updates are switched on, can message the customer that their service is coming up.

How do renewals stop slipping?

The same daily sweep watches the term:

• Reminders on set days before the end date, 30 and 7 days by default, to the owner and optionally the customer.
• The dashboard lists AMCs expiring this month.
• On the day after the end date, an active contract is marked expired, so an expired AMC is never counted as active.
• Renewal quote makes a quotation from the contract, so the customer gets next year's price on WhatsApp before the term runs out, and can accept it from the link.

Renewing creates a new contract linked to the old one, so you can see a customer is in year three.

To grow AMC sales, a customer journey can move one-time buyers forward as they buy filters, and flag repeat buyers as AMC candidates for an offer.

How should service calls and technicians be handled?

A breakdown call ("AC not cooling", "RO leaking") is a job. The office books it, picks the crew and sets the schedule. Stages are your own words, such as Call received → Assigned → On site → Awaiting part → Done. A stage can auto-assign, so entering Ready to bill hands the job to your billing person.

The technician opens the BizOS phone app to their own jobs only. From a job they:

• call the customer and open directions to the site;
• start and stop the timer;
• add parts and materials used;
• take before and after photos;
• collect the customer's signature on completion, with a note of the work done.

They never see prices, costs or price lists. If you switch on customer updates, the customer gets a WhatsApp message when the visit is scheduled, when the technician starts, and when the work is completed, each switchable on its own.

After the job, an optional one-tap 1–5 rating link goes to the customer. A low rating creates a same-day follow-up for the owner; a 4 or 5 can show a Google review nudge.

How do I track spares used on jobs?

Gas, filters, membranes, capacitors and PCBs walk out of the store every day. In BizOS, parts handed to a technician for a job move out of stock as a job consumption, tagged with who received them. Anything unused is returned, which puts it back. Parts the technician adds on site become lines on the job, so a part used is a part billed, unless it is covered by the AMC.

Low stock shows as an alert, and with the Stock Plus module you can build a reorder list and send it to your supplier on WhatsApp, then track what arrived.

How do technicians collect payment on site?

From the job, the technician opens that job's invoice and its UPI QR, so the customer scans and pays on the spot. Or they record a cash payment against the job's bill. Every payment gets a numbered receipt.

Cash is where small service firms leak. The cash drawer shows, per technician, the cash they recorded minus what they have handed over, so the owner knows who is still holding how much. Anything left unpaid is chased by WhatsApp reminders; see WhatsApp payment reminders.

What should I check in any AC or RO service software?

Check	Why it matters
Selling an AMC creates all its visits	No visit depends on someone's memory
Covered vs chargeable lines on each visit	Customer sees the value; extra parts are billed
Renewal reminders before expiry	The AMC renews instead of lapsing
Renewal quote sent on WhatsApp	Next year's price reaches the customer in time
Technician app with only their jobs	Clear day, private prices
Parts issued and returned per job	Stock matches what left the store
Collection on site by UPI QR or cash	Paid before the technician leaves
Cash held per technician	Cash reaches the owner
Customer updates and feedback on WhatsApp	Fewer "where is the technician?" calls

When is BizOS not the right fit?

• You need full accounting. Books, purchases with payables, P&L and payroll stay in Tally or with your CA; BizOS keeps Tally in step with each bill.
• You must generate e-invoices or e-way bills. BizOS prepares the GSTR-1 file but does not file returns, generate IRNs or e-way bills.
• You dispatch a large fleet with route planning. A dedicated field-service product may go deeper; BizOS is built for small teams.
• Your technicians work offline most of the day. The phone app shows what it loaded earlier, but saving updates and payments needs a connection.
• You want to manage contracts from the phone. AMC contracts are on the web app; technicians receive the visits as jobs on the phone.
• You are outside India. BizOS bills in rupees, with +91 numbers and GST.

Contracts come with the Jobs & Field Service module, in the Service Pro bundle (₹12,999 a year, or ₹1,299 a month on autopay, with 3 office and 3 field users) and the Complete bundle (₹19,999 a year), all before 18% GST. See Plans & billing. If you also do electrical or plumbing work, see the app guide for electricians and plumbers.

Set up your first AMC package in the 30-day trial: start free.