Service contracts — coverage, monthly reports, and replacement intelligence

A service contract in Roldesk isn't just a billing record — it can cover specific assets, produce a monthly report for your customer automatically, and warn you when a covered machine is wearing out.

These features are on the Advanced contract tier. The contracts module itself is available from the Advanced plan; the monthly report and replacement intelligence are on Professional.

Covering assets

On the contract form, link the assets the contract covers (a warranty contract references existing assets; a service agreement can also attach newly sold equipment). Those links are what the monthly report and health tracking work from — coverage is per asset, not per customer, so a report only talks about the machines this contract actually looks after.

The monthly intervention report

Turn on Auto monthly report on the contract (the "i" tooltip next to the checkbox explains it). On the 1st of each month, a scheduled job builds the previous month's report for that contract and emails a branded PDF to the account's opted-in contacts. The report contains:

Interventions — every work order carried out that month on the covered assets, with dates.
Parts replaced, by machine — the Materials consumed, grouped by the asset they went into (so the customer sees exactly what was swapped in which unit, and why).
Recommendations — plain-language advice, including any asset our health check flags as due for replacement.

You can also generate the report on demand from the contract page (as JSON or PDF) for any month, without waiting for the schedule.

Replacement intelligence

For every covered asset, Roldesk tracks its breakdown history and age and raises a replacement recommendation when either crosses a threshold:

Too many breakdowns — a count of breakdown work orders within a rolling window.
Too old — the asset's age passes a maximum service life.

When either is true, the asset is flagged and the recommendation surfaces in the monthly report so you can advise the customer to replace the machine before it fails again.

Tuning the thresholds

The numbers are yours to set under Settings → Contracts → Asset health:

Breakdown threshold — how many breakdowns in the window trigger the flag (default 5).
Window — how many months back to count breakdowns (default 12).
Age threshold — service life in years beyond which age alone triggers the flag (default 10).

What counts as a breakdown

A breakdown is recorded explicitly, not guessed from the work-order type. See Recording a breakdown for how and why.