Service Fusion service agreements, explained: what the feature tracks, what it doesn't, and what still needs a spreadsheet

Q: How do you track maintenance agreements in Service Fusion?

You assemble each agreement from three separate objects: the Service Agreement toggle on the customer (member pricing and dates), a Recurring Invoice for billing, and Repeating Jobs for the visits. Service Fusion's help center itself suggests using Repeating Jobs or Recurring Invoices in conjunction with Service Agreements. None of the three link to each other, and no field counts visits owed versus delivered, so most shops keep a spreadsheet or a companion tracker for visit status, tier and renewal follow-up.

Q: Does Service Fusion auto-renew service agreements?

The billing can renew; the agreement record does not. A Recurring Invoice with Automatic Payment turned on and an end setting of Never charges the stored card or ACH account on every recurrence date indefinitely. The Service Agreement record itself has only an expiration date, and when that date passes the customer reverts to regular pricing until someone updates the date by hand. Leaving the expiration date blank keeps the member rate open-ended, but then nothing tracks which plan year you are in.

Q: Which Service Fusion plan includes recurring invoicing and automatic payments?

Pro includes Progress Billing and Recurring Invoicing, and the Automatic Payment toggle on recurring invoices is included in the Pro subscription. On Starter and Plus it is a paid add-on called Progress Billing and Recurring Invoicing. Automatic payments also require Service Fusion Payments as your processor. As of September 2, 2026, Service Fusion's pricing page lists Starter at $208 a month billed annually ($245 monthly), Plus at $325 ($382 monthly) and Pro at $533 ($627 monthly), with unlimited users on every plan.

Q: Can you import existing service agreements into Service Fusion?

Yes, but not self-serve. Service Fusion provides an SMA Template spreadsheet with seven columns (customer name, agreement name, effective date, expiration date, notes, amount and amount type) and the template must be emailed to support@servicefusion.com for their data import team to load. Customers, equipment and service locations import through My Office and Data Imports; agreements go by email. The template has no columns for tier, visits per year, equipment covered or card on file.

Q: Can customers book their maintenance visits through the Service Fusion customer portal?

They can request one, not book one. Service Fusion's help center says a portal submission is a request for service and not a definite time or date, and a staff member has to follow up with the customer to confirm. The portal is included in Pro; on other plans it is an add-on that requires the Plus subscription. So seasonal tune-up scheduling still comes back to the office calling, texting or emailing each member.

Q: What do Service Fusion shops use to track their agreements?

From the threads and reviews I found: a binder that became an Excel sheet, the Service Agreement dashboard's Excel export with visit columns added by hand, the Repeating Jobs dashboard as a due list, and in a few cases a dedicated tracker beside Service Fusion. A Capterra reviewer in April 2026 said it is impossible to run a valid report on all active service and maintenance plans, which is why the spreadsheet keeps coming back. Deepsel is built for exactly that tracking job and runs beside Service Fusion.

Q: Does Deepsel integrate with Service Fusion?

No. There is no Service Fusion integration. Deepsel imports your customer list or the Service Agreement dashboard export, keeps the agreement ledger (plan, tier, equipment, visits owed versus delivered, renewal date, card on file), optionally bills renewals on a card on file with retries and failed-payment flags, and sends seasonal reminder emails (texts on Pro) carrying your booking link or phone number. When a member books, your office enters the visit in Service Fusion as a normal job. Service Fusion stays your system for dispatch, invoicing and QuickBooks.

Published September 2, 2026 · Help-center quotes and tier gates verified on September 2, 2026

Every feature claim on this page is quoted from Service Fusion's own help center or pricing page, checked on September 2, 2026, or from Service Fusion users, with links and dates.
This page assumes you're staying on Service Fusion. I build Deepsel, which runs beside it, and that's covered in exactly one labeled section near the end.

Service Fusion service agreements are a toggle on the customer record: an agreement name, effective and expiration dates, member-rate pricing, and an amount field the help center calls "reference-only." Billing runs in Recurring Invoices and visits in Repeating Jobs, and the three objects never link. Verified against Service Fusion's help center on September 2, 2026.

In February 2025 an office manager at a four-tech, family-owned HVAC shop posted this in r/ProHVACR:¹⁰

"We are happy with SF for our needs right now - but their service agreement management is basically non-functional for our needs. I work in the office and took over managing service agreements about a year ago, but we have drastically changed our SA program, we have 3 tiers, annual/monthly recurring billing, etc. and managing them on my current excel spreadsheet is going to drive me up the wall."

Binder, then Excel, then still Excel. She asked whether "a dedicated membership tracking software" existed, because "I know we aren't going change our CRM anytime soon." The next day she narrowed it to the list every agreement program has to keep:¹⁰

"I don't need billing, we have recurring invoices set up in Service Fusion. I just need something that tracks if and when they get their 2 maintenance visits, renewal date, tier level, last visit date, etc. I'd love automatic renewals because Service Fusion's customer emailing system is ridiculously awful - but it's not a must. I just need something to help me stay more organized and not let people slip through the cracks."

The thread got a "Very interested in this subject also, following!" and a link to a CMMS demo. One reply came from a shop that had already left: "Had service fusion for 5 years. MA plans were a nightmare."¹⁰ Nobody answered the question. This page does, and the first half of the answer is knowing what Service Fusion's feature is and isn't, in Service Fusion's own words.

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14-day free trial. No credit card required. Still on Excel? Grab the free tracking spreadsheet. It has the visit columns Service Fusion doesn't.

Does Service Fusion have service agreements?

Yes. The feature lives on the customer profile: flip "Service Agreement?" to YES and five fields appear. The help center explains the point of it in one sentence: "Active Service Agreements (in other words, agreements that have not expired or do not have expiration dates) will apply the Member Rate pricing for products and services to the customer's jobs and invoices. When the expiration date passes, the customer will automatically revert to receiving the Regular Rate pricing."¹

That's the feature. It's a pricing switch with dates on it. The help center shows no plan gate on the toggle itself (the add-on list for Starter and Plus doesn't mention it, and the dashboard only asks for a user permission),^{2, 8} so I'm treating it as available on every tier. Here's what each field does:¹

Field	What it does	What it doesn't do
Agreement Name	Free text. The help center's examples: "Platinum Agreement, Summer Maintenance Agreement, or Elite Club Member."	There's no tier field. The name is the tier.
Effective Date	Start date of the agreement.
Expiration Date	Optional. Member pricing stops after it; jobs show the agreement as current or expired.	Nothing renews or extends it.
Amount, with /Mo, /Qtr, /½ Yr, /Yr	"At this time the amount field is a reference-only field."	Doesn't bill anything. The increments "cannot be changed or have fields added."
Description/Notes	Free text, visible on jobs and estimates. "Indicating frequency, any terms/conditions, or any other notes are perfect here."	Your visits-per-year lives in a notes box.

Techs see the agreement by tapping the "info" button on the job screen.¹

Then there's the Service Agreement Management Dashboard, under Customers. It lists active agreements by type, shows a revenue speedometer for what's about to expire, and gives each customer a card-on-file icon that turns yellow when the card "expires within the evaluated time frame" and red when it's already expired. Columns: equipment, dispatch zone, open balance, most recent activity, effective date, payment frequency, expiration date. It prints and exports to Excel.²

Read that column list once more. Dates, money and a card icon. There's no column for visits owed, visits delivered, or last maintenance visit. That's the exact list the office manager asked for.

Which Service Fusion plan do you need for recurring billing?

The agreement toggle costs nothing extra. Charging the customer for it does. Recurring Invoices, and the Automatic Payment toggle on them, are "included in the PRO plan subscription" and otherwise require "the Progress Billing & Recurring Invoicing add-on" on Starter or Plus.^{5, 8} Automatic payments also need Service Fusion Payments as your processor.⁵ The Customer Web Portal is in Pro, and as an add-on it "requires you to have the Plus subscription."⁸ Prices from the pricing page on September 2, 2026:⁹

Plan	Billed annually	Month to month	Recurring invoicing + auto-pay	Customer web portal
Starter	$208/mo	$245/mo	Paid add-on	Needs Plus first, then the add-on
Plus	$325/mo	$382/mo	Paid add-on	Paid add-on
Pro	$533/mo	$627/mo	Included	Included

Every plan comes with unlimited users, and all three are month to month: "you will receive a 15% discount if you choose any of our annual pricing options."⁹ Add-on prices aren't published. The office manager in the thread said her shop pays "I think its $500 a month," which is where Pro lands.¹⁰ The full cost picture, add-ons and processing included, is on the Service Fusion pricing page.

How do agreements, Repeating Jobs and Recurring Invoices fit together?

They don't, and the help center says so as politely as it can: "If your Service Agreement involves scheduling jobs on a given frequency, considering using Repeating Jobs or Recurring Invoices in conjunction with Service Agreements."¹ "In conjunction with" means you build a maintenance agreement out of three separate objects:

The Service Agreement toggle on the customer, which sets member pricing and holds the dates.¹
A Recurring Invoice, defined by the help center as "standalone" invoices that repeat "independent of a job and manual creation." Frequency is daily, weekly, monthly or yearly; it ends on a date, after a set number of occurrences, or "Never."⁴ With Automatic Payment on, it charges the stored card or ACH account "on the recurrence date, not the invoice's created on date."⁵
A Repeating Job, which copies a job onto the calendar "for up to a year in advance" at whatever interval you choose, with a starting status you pick.⁶

The full walkthrough of Repeating Jobs and Recurring Invoices, from setup to what they can't do, is here.

Independent is the operative word. The invoice doesn't know whether a visit happened. The job doesn't know whether the invoice was paid. The agreement record knows about neither; it holds a reference-only amount and an expiration date. So when a member's card declines on a recurring invoice (the autopay article doesn't say what happens next, and I found no retry or alert setting in it), the agreement stays active and the member discount keeps applying until somebody spots the number in the dashboard's Balance column.^{2, 5}

Repeating Jobs have their own problem for tune-ups. Each one is a real job, on a real date and time, that the homeowner never agreed to. The office still has to reach every member and drag the job to a slot that works. That's the second thread the same office manager started, three months later: "Previously we called each customer but as we've grown and my role has grown and taken on more and more responsibilities I now have the issue of not having the time to call individuals. I've emailed, sent texts, etc."¹¹ A commenter pointed her at the customer portal for self-scheduling. The portal doesn't book. Service Fusion's own article: the customer "should know and understand this is a REQUEST for service and it's not a definite time/date for the job. A staff member will have to follow up with the customer for a confirmation of the date/time of the job."⁷

The reference-only amount and the xlsx-by-email import

Two smaller details that tell you how the feature was built.

The Amount field, per the help center: "At this time the amount field is a reference-only field. Additionally, the time increment in the drop down list (/Mo, /Qtr, /1/2 Yr, /Yr) cannot be changed or have fields added."¹ Need weekly, or a plan paid in two halves at each visit? The help center's suggestion is the notes box.

Importing existing agreements isn't self-serve either. The SMA Template.xlsx has seven columns (customer name, agreement name, effective date, expiration date, notes, amount, amount type), and the import article says: "This template must be emailed directly to support@servicefusion.com and our data import team will import this spreadsheet for you."³ Customers and equipment upload under Data Imports; agreements go by email. And the template has no column for tier, visits per year, equipment covered, or card on file.

What still needs a spreadsheet

Go back to the office manager's list. Here's where each item lives in Service Fusion as of September 2026:

What she needs to track	Where it is in Service Fusion	The gap
"If and when they get their 2 maintenance visits"	Repeating Jobs on the calendar; the customer's job history	No visits-owed count per agreement. Nothing flags a plan year ending with a visit still undelivered.
Renewal date	Expiration Date on the agreement	Nothing renews it. The member rate switches off and someone re-keys the date.
Tier level	Agreement Name, free text	No tier field. Reporting by tier depends on everyone spelling the name the same way.
Last visit date	The dashboard's Recent Activity column; job history	Recent activity is any activity. There's no per-agreement visit log.
Automatic renewals	Recurring Invoice with Automatic Payment, end set to Never (Pro, or the add-on)	Billing renews; the agreement record doesn't. A declined card leaves the agreement active.
Filters, UV bulb expirations	Equipment records; the Notes field	Equipment attaches to the customer, not to the agreement.

Two Capterra reviews from this year land on the same spot: reporting. An owner and office manager at an electrical contractor, two-plus years on Service Fusion, April 2026: "Service Fusion's reporting is useless, as it's impossible to run a valid report on all active service/maintenance plans."¹² A company president whose shop does "40% of our work" as contracted PM services, January 2026: "Being unable to view 'ALL' the PM Jobs for each month in a LARGE VIEWABLE WINDOW sucks!… We've been requesting since day one to please work on the PM Service portion of SF. I'm considering looking into Service Titan to see what they can offer in this area."¹²

Five workarounds inside Service Fusion

If you're staying put, and the office manager was clear that she is, these are the practices that get the most out of what ships today.

Put the tier and the visit count in the Agreement Name. "Gold, 2 visits, $249/yr" beats "Gold." The name prints on every job and estimate, the dashboard's Type column groups by it, and the Excel export sorts by it.^{1, 2}
One Repeating Job per visit, yearly, in a holding status. Give each agreement a "Spring PM" and a "Fall PM" job, each repeating yearly, with "Initial Status Of New Job(s)" set to a status you never dispatch from (call it "PM Unconfirmed").⁶ Twice a year, the Repeating Jobs dashboard becomes your who's-due list. Confirm with the member, move the job to the real slot, flip the status.
Bill from a Recurring Invoice with Automatic Payment on and the end set to "Never," and leave the agreement's Expiration Date blank. That keeps both the discount and the billing alive across renewals with nobody re-keying a date.^{4, 5} The cost: a cancellation now needs two manual stops, the invoice and the toggle. Write both into your cancellation checklist.
Reconcile monthly from the dashboard export. Export the Service Agreement by Type widget to Excel,² add two columns (spring delivered, fall delivered), and tick them off against job history. Thirty minutes a month, and the only place visits owed vs delivered will exist.
Run a 60-day expiry-and-balance check. Filter the dashboard for agreements expiring within 60 days, then for anyone with an open balance or a yellow card icon.² Those are the members about to lapse silently. The text and email icons in the Customer column let you reach them from the same screen.

If step four looks like the spreadsheet she was trying to leave, it is. The version with the visits-at-risk filter already built is free here, and how to track HVAC maintenance agreements compares the methods by agreement count.

The dedicated tracker the thread asked for, beside Service Fusion

This is the part I have a product in, so weigh it accordingly.

The office manager's spec was precise: track whether and when each member gets their 2 visits, renewal date, tier level, last visit date, automatic renewals if possible, and no CRM change. That's what Deepsel is, and it runs beside Service Fusion rather than inside it. About the plumbing, plainly: there is no Service Fusion integration. You export your customer list (or the Service Agreement dashboard's Excel file) and import it. Deepsel keeps the agreement ledger. When a member books a visit, your office enters it in Service Fusion as a normal job, the same way it does today. Dispatch, invoicing and the QuickBooks sync don't move.

A ledger per agreement. Plan, tier, the equipment covered by model and serial, visits owed vs delivered per unit, last visit date, renewal date, card on file. It's her list as columns, with a filter for who's due.
Renewals you can hand off or keep. Deepsel charges renewals on a card on file, retries when a card fails, and flags the ones that still won't go through. Or, if your Service Fusion recurring invoices are working, leave billing off and use Deepsel for visits and renewal dates only.
Seasonal reminders that carry your booking link. Spring and fall, every member with a visit owed gets an email (a text, on Pro) with whatever you use to book: your phone number, a booking form on your website, or your Service Fusion portal link if you run one. Nobody in the office works a call list.
A warning before a paid visit expires. Workaround five, run every day, sent to you and to the member.

Pricing is flat: Starter $79 a month, Pro $159 a month (coming soon), unlimited users, a 14-day free trial with no card, and no percentage taken on membership revenue. Details on the pricing page. For a shop paying about $500 a month for Service Fusion Pro, it's the $79 module that finishes the job.

What the thread asked for	Service Fusion alone	Service Fusion + Deepsel Starter ($79/mo)
Visits owed vs delivered, per agreement	No. Repeating Jobs sit on a calendar⁶	Yes, per covered unit, with a who's-due filter
Renewal date with a warning	Expiration Date, no warning¹	Yes, to you and to the member
Tier level	Free-text agreement name	A field you can filter and report on
Last visit date	Customer job history	Logged per agreement
Automatic renewals	Recurring Invoice + auto-pay (Pro or add-on)⁵	Yes, with retries and failed-payment flags, or keep billing in Service Fusion
Seasonal booking outreach	The office calls, texts or emails each member¹¹	Reminder emails go out with your booking link (texts on Pro)
Dispatch, invoicing, QuickBooks	Service Fusion	Service Fusion, unchanged

Frequently asked questions

Does Service Fusion have service agreements or maintenance plans?

Yes. Every customer profile has a Service Agreement toggle with an agreement name, effective and expiration dates, a reference-only amount and notes. While it's active, member-rate pricing applies to that customer's jobs and invoices; after the expiration date it reverts.¹ A dashboard lists active agreements by type with card status, balance and dates.² The help center shows no tier gate on the toggle; recurring billing is what depends on your plan.

How do you track maintenance agreements in Service Fusion?

You assemble each one from three objects: the Service Agreement toggle (member pricing and dates), a Recurring Invoice for billing, and Repeating Jobs for the visits. That's the help center's own advice.¹ None of the three link, and no field counts visits owed vs delivered, so most shops keep a spreadsheet or a companion tracker for visit status, tier and renewals.

Does Service Fusion auto-renew service agreements?

The billing can; the agreement record can't. A Recurring Invoice with Automatic Payment on and its end set to "Never" charges the stored card or ACH account on every recurrence date.^{4, 5} The agreement itself has only an expiration date, and once it passes the customer reverts to regular pricing until someone updates the date. Leave the date blank and the member rate is open-ended, but then nothing tracks which plan year the member is in.

Which Service Fusion plan includes recurring invoicing and automatic payments?

Pro. On Starter and Plus, "Progress Billing & Recurring Invoicing" is a paid add-on, and Automatic Payment on recurring invoices requires Service Fusion Payments.^{5, 8} As of September 2, 2026 the pricing page lists Starter at $208/mo billed annually ($245 monthly), Plus at $325 ($382) and Pro at $533 ($627), unlimited users on every plan.⁹ Full breakdown on the Service Fusion pricing page.

Can you import existing service agreements into Service Fusion?

Yes, by email. Fill in the seven-column SMA Template (customer name, agreement name, effective date, expiration date, notes, amount, amount type) and send it to support@servicefusion.com for their import team to load.³ There's no column for tier, visits per year, equipment covered or card on file.

Can customers book their maintenance visits through the Service Fusion customer portal?

They can request one. The help center is explicit that a portal submission "is a REQUEST for service and it's not a definite time/date for the job" and that a staff member follows up to confirm.⁷ The portal is included in Pro and, as an add-on, requires Plus.⁸ Seasonal tune-up scheduling still comes back to the office reaching each member.

What do Service Fusion shops use to track their agreements?

From the threads and reviews I read: a binder that became an Excel sheet,¹⁰ the dashboard's Excel export with visit columns added by hand, and a dedicated tracker beside Service Fusion. A Capterra reviewer in April 2026 called it "impossible to run a valid report on all active service/maintenance plans,"¹² which is why the spreadsheet keeps coming back. The best HVAC maintenance agreement software roundup compares the options by shop size.

Does Deepsel integrate with Service Fusion?

No. Deepsel imports your customer list or the Service Agreement dashboard export, keeps the agreement ledger (plan, tier, equipment, visits owed vs delivered, renewal date, card on file), bills renewals on a card on file if you want it to, and sends seasonal reminder emails (texts on Pro) carrying your booking link or phone number. When a member books, your office enters the visit in Service Fusion as a normal job. Service Fusion stays your system for dispatch, invoicing and QuickBooks.

Sources

Service Fusion help center, "Customer Service Agreement Tracking": member-rate behavior, the five agreement fields, "At this time the amount field is a reference-only field," "considering using Repeating Jobs or Recurring Invoices in conjunction with Service Agreements," and the tech-side info button. servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Service Agreement Management Dashboard": permission requirement, revenue speedometer, card-on-file icon colors, column list (equipment, zone, balance, recent activity, effective date, payment frequency, expiration date), and Excel export. servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Service Agreements Import": SMA Template.xlsx columns and "This template must be emailed directly to support@servicefusion.com and our data import team will import this spreadsheet for you." servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Recurring Invoices": "standalone" invoices "independent of a job and manual creation," frequency options, and the Never / Date / After end settings. servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Setting up Automatic Payments on Recurring Invoices": "included in the PRO plan subscription or requires the 'Progress Billing & Recurring Invoicing' add-on," Service Fusion Payments requirement, and charging "on the recurrence date, not the invoice's created on date." servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Repeating Jobs": jobs populate the schedule "for up to a year in advance," repeat options, the "Initial Status Of New Job(s)" setting, and the Repeating Jobs dashboard. servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Using the Customer Web Portal": "this is a REQUEST for service and it's not a definite time/date for the job. A staff member will have to follow up with the customer for a confirmation." servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion help center, "Upgrading your Service Fusion Subscription and Adding Add-ons": add-on list for Starter and Plus (Progressive and Recurring Billing, Customer Web Portal, and others), "The Customer Web Portal module requires you to have the Plus subscription," and Open API as Pro-only. servicefusion.zendesk.com, retrieved September 2, 2026.
Service Fusion pricing page: Starter $208/mo annual ($245 monthly), Plus $325 ($382), Pro $533 ($627); "Progress Billing & Recurring Invoicing" and "Customer Web Portal" listed under Pro; unlimited users on every plan; month to month with a 15% annual discount. servicefusion.com/pricing, retrieved September 2, 2026.
r/ProHVACR, "Service Agreement Management," February 19–20, 2025: the original post (office manager, 4-tech family shop), the "I don't need billing" follow-up (Feb 20), the "Very interested in this subject also, following!" reply (Feb 19), the "MA plans were a nightmare" reply (Feb 20), and the "$500 a month" comment (Feb 20). reddit.com, retrieved September 2, 2026.
r/ProHVACR, "Scheduling maintenance for service agreements," May 22, 2025: same office manager: "Previously we called each customer but as we've grown… I now have the issue of not having the time to call individuals," and the customer-portal suggestion. reddit.com, retrieved September 2, 2026.
Capterra, Service Fusion reviews: Pam W., owner and office manager, electrical contractor, used 2+ years, April 15, 2026 ("impossible to run a valid report on all active service/maintenance plans"), page 2; Rick P., president, consumer services, used 2+ years, January 8, 2026 ("40% of our work is contracted PM Services"), page 1. Retrieved September 2, 2026; review pagination shifts as new reviews post.