Check service plans for unused visits
Before a plan ends, see which included visits were never delivered and propose dates to schedule them.
Operations · Home services · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you check service plans for unused visits?
To check service plans for unused visits, set up a monthly Loop. Maito finds plans ending soon in Jobber, compares included visits with completed jobs, lists what is unused, excludes cancelled plans, and attaches drafted scheduling offers for your approval.
How it's done today
Staff open each contract and count completed visits by hand.
What Maito does
- Match each plan's included visits to completed jobs
- Exclude cancelled plans
- List remaining visits per customer
- Draft a scheduling offer for review
Example
Loop run: 1st of the month · Service plan check
8 service plans end by Dec 31. 5 still have visits unused, 11 in total. • Acme Dental: 2 of 2 tune-ups unused, ends Nov 30 • Initech: 1 of 2 unused, ends Dec 15 • Hooli Cafe: 3 of 4 unused, ends Dec 31 • Globex Storage: 2, ends Dec 20 • Wonka Foods: 3, ends Dec 31 Hooli Cafe stands out. It's paid $1,188 for the year and had one visit. Catch: Pied Piper looks like 2 visits left but its plan was cancelled Sep 3, so I excluded it. Renewal says paid through Aug. Drafts of scheduling offers are attached. Source: the plan entitlements and completed jobs in the field service software.
@Maito send Hooli and Wonka first, they have the most unused.
Those two drafts offer Nov 9 to 13 mornings. Please approve the wording before they go out. Want me to hold the other three until the first replies?
Maito (9:00 AM):
8 service plans end by Dec 31. 5 still have visits unused, 11 in total.
• Acme Dental: 2 of 2 tune-ups unused, ends Nov 30
• Initech: 1 of 2 unused, ends Dec 15
• Hooli Cafe: 3 of 4 unused, ends Dec 31
• Globex Storage: 2, ends Dec 20
• Wonka Foods: 3, ends Dec 31
Hooli Cafe stands out. It's paid $1,188 for the year and had one visit.
Catch: Pied Piper looks like 2 visits left but its plan was cancelled Sep 3, so I excluded it. Renewal says paid through Aug.
Drafts of scheduling offers are attached. Source: the plan entitlements and completed jobs in the field service software.
Omar (9:07 AM):
send Hooli and Wonka first, they have the most unused.
Maito (9:08 AM):
Those two drafts offer Nov 9 to 13 mornings. Please approve the wording before they go out. Want me to hold the other three until the first replies?
How to set it up
- Ask your agent
“On the 1st of each month, check our HVAC service plans ending in the next 60 days. Compare the visits included against visits done and post any unused ones in #office.”
- Connect field service software
- Jobber
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't tell whether a customer would want the visit. It also can't fix mismatched plan records.
Questions
It drafts offers and sends none until you approve.
It excludes them and notes why, so you don't offer visits that no longer exist.
From plan entitlements and completed jobs in Jobber, with an Airtable or Microsoft 365 sheet if you keep one.
