How to Create and Manage Service Plans

How to Create and Manage Service Plans

Learn how to create and manage recurring maintenance contracts for your customers using Service Plans in Lessen Pro.

What Are Service Plans?

Service Plans allow you to manage recurring maintenance contracts without manually creating a work order for every visit. Once configured, Lessen Pro can automatically generate visits, schedule work, and create invoices based on your preferences.

Common use cases include:

  • Lawn care and landscaping
  • HVAC preventative maintenance
  • Janitorial and cleaning services
  • Pest control
  • Plumbing inspections
  • Electrical maintenance
  • Facility preventative maintenance
  • Snow and ice management

πŸ“Œ Service Plans are designed for self-managed recurring work and are not available for Lessen-dispatched work orders.

Access Service Plans

1

Select Service Plans from the navigation menu. 
2

From this page you can view all plans, filter by status or customer, export to CSV, and create new plans.

Create a New Service Plan

Click + New Service Plan to open the setup form. The creation process is divided into six steps.

1

Enter Basic Information

Complete the required plan details:

  • Customer
  • Service Plan Name
  • Description (optional)
  • Source

πŸ“Œ Choose a clear plan name that helps identify the recurring service agreement β€” e.g. Monthly Cleaning Contract.
2

Define the Service Scope

Add the services (from Pricebooks or Create New) that will be performed during each visit, including:

  • Service descriptions
  • Scope of work
  • Pricing
  • Visit requirements
3

Choose a Scheduling Method

Select how work orders will be managed for this plan:

βš™οΈ Fully Automated

Lessen Pro automatically generates future work orders, schedules visits, and assigns technicians. Ideal for recurring services with predictable schedules.

πŸ– Manually Managed

Lessen Pro generates work orders one at a time, allowing you to schedule each visit as needed. Works well when scheduling depends on technician availability, weather, or customer preferences.

πŸ“Œ Note: All work orders generated from a Service Plan are initially placed in Pending Schedule status.

βœ…To complete scheduling, assign a technician and confirm a visit date and time for each work order individually.

πŸ”„οΈIf needed, work orders can also be rescheduled at the work order level after they are created.
4

Configure the Schedule Frequency

Select how often the service should occur. Supported frequencies include:

  • Daily
  • Weekly
  • Bi-weekly (every 2 weeks)
  • Monthly
  • Quarterly (every 3 months)

You can also configure specific patterns such as every Monday and Wednesday, the second Tuesday of each month, or quarterly inspections.
5

Configure Invoicing

Choose how invoices should be handled for this Service Plan:

  • Automatically create invoices after visit completion
  • Automatically send invoices to customers
or

  • Hold invoices for manual review before sending
creenshot: Invoicing configuration options
6

Review and Create the Plan

Review all Service Plan details β€” customer, scope of work, schedule, pricing, and invoicing settings β€” then click Activate Plan.

Send a Service Plan Estimate

Before activating the Service Plan, send a professional estimate to the customer (via email or text) outlining the scope of work, schedule, and pricing for approval. Customers can:

  • Review the service scope and pricing
  • Review the schedule
  • Approve or reject the agreement
  • Sign electronically

Manage Existing Service Plans

Open any Service Plan to view its full details page. From here you can see:

  • Upcoming and completed visits
  • Work order history
  • Invoice history
  • Customer information
  • Contract details

Service Plan Statuses

Service Plans move through the following statuses during their lifecycle:

Draft Plan has been created but not yet sent to the customer.
Awaiting Response Estimate has been sent and is pending customer approval.
Active Customer has approved the plan and recurring work is underway.
Completed The service contract period has ended.

Team Permissions

Service Plans support team-based permissions so you can control who has access to recurring contracts. Permission levels include:

  • View Only β€” can see plan details but cannot make changes
  • Edit β€” can update plan details and settings
  • Full Access β€” can create, edit, and delete Service Plans

πŸ“± For Technicians on Mobile

When a Service Plan generates a work order, technicians will check in and check out of those work orders using the standard workflow in the Lessen Pro mobile app β€” the same process as any other self-managed work order.

πŸ’‘ Best Practice

  • Use descriptive plan names that clearly identify the contract
  • Select Fully Automated scheduling for predictable recurring services
  • Use Manually Managed scheduling when flexibility is required
  • Review invoicing settings before activating the plan
  • Send customer estimates for approval before beginning recurring work
  • Regularly review Service Plan details to monitor visit and invoice history

    • Related Articles

    • Step by Step: Create Lead

      Learn how to create, manage, and convert leads in Lessen Pro from start to finish. Overview Leads are your starting point for all work opportunities in Lessen Pro β€” every opportunity for work that comes in, whether from Lessen, a phone inquiry, or ...

    • Mobile App: How to Create Quotes

      Create professional quotes to your customers for self-managed work orders directly from the Lessen Pro mobile app. Overview Quotes can be built using services from your Pricebook or custom services, then send it to customers by text message, email, ...

    • Web: How to Set-Up and Manage Forms

      Capture what happens on every job β€” automatically, in the right place, every time. ? Coming Soon Forms is not yet available in Lessen Pro. Stay tuned for release updates from our newsletter! What Is Forms? Forms is a feature in Lessen Pro that lets ...

    • Mobile App: Create a Lead & Schedule On-Site Assessment

      Learn how to create a lead for your self-managed work and schedule an on-site assessment directly from the Lessen Pro mobile app. Overview You can create a lead and schedule an on-site assessment in just a few steps directly from your phone. Use the ...

    • Web: How to View and Manage Assets for Lessen Work Orders

      Learn how to view and manage assets associated with Lessen Work Orders in the Lessen Pro web portal. ⚠️ Important Asset workflows such as asset replacement and required data collection should be completed through the mobile app when technicians are ...