Service Contracts Template

Keep every service agreement on every piece of equipment in one place. Each record holds the vendor, what is covered, the service levels you agreed to, the coverage window, the contract value, and the signed document. When a vendor misses an SLA or a renewal comes up, the terms are already in front of you.

Use Template
Vendor Agreements
Service Contracts
Vendors
Assets
Locations
Purchase Orders
Warranties
Work Orders
Service contracts3 pending renewal · $184K active MRJLTKTable ViewAdd contract
Ask Search Filter Sort
Contract
Vendor
Expires
Value
Chiller full-service agreement
Trane Commercial
Dec 31
$48,000
Elevator maintenance
Otis
Aug 14
$36,500
Generator quarterly service
Cummins
Apr 30
$12,800
Fire suppression inspection
Cintas
Mar 31
$7,200
Grounds and landscaping
BrightView
Jan 15
—

How the Service Contracts Workflow Works

Record Each Agreement

Create one record per contract with the contract name, type, vendor, and the asset it covers. Assign an internal contract manager so every agreement has an owner.

New contractActive
Chiller full-service agreement
Full service
Vendor · Trane Commercial
Covered asset · Chiller 3
Linked
TKManager · T. Kane
Status · Active
Active

Capture the Terms

Record what the contract covers and the service levels it commits to, along with the start date, expiration date, and contract value. Upload the signed contract to the record.

Terms$48,000
Coverage · parts and labor
SLA · 4-hour emergency response
Start · Jan 01, 2025
Expires · Dec 31, 2026
Signed-contract.pdf
Attached

Manage the Renewal Cycle

Move contracts through Active, Pending Renewal, Inactive, Expired, and Cancelled. The list view groups by status, so agreements approaching renewal sit in their own band.

By status18 contracts
Pending renewal
3
Active
11
Expired
2
Inactive
1
Cancelled
1

Benefits of This Service Contracts Workflow

  • Have the Terms When You Need Them

    Coverage and SLA language sit on the record with the signed document attached, so the conversation with a vendor starts from what was agreed.

  • See What Coverage Costs

    Contract value on every record shows what you are spending on coverage, and which assets it is going to.

  • Stop Losing Track of Agreements

    One list of every contract, grouped by status and owned by a named contract manager, instead of a folder of PDFs.

What’s Included in This Workflow

The Contract Record

Contract name, contract type, vendor, covered asset, internal contract manager, and status.

  • Contract name
  • Contract type
  • Vendor
  • Covered asset
  • Contract manager
  • Status

Coverage and Service Levels

Free-text coverage and SLA fields for the specific commitments in your agreement.

  • Coverage
  • Service levels

Dates, Value, and Documents

Start date, expiration date, contract value, and an upload for the signed contract, plus a list view grouped by status.

  • Start date
  • Expiration date
  • Contract value
  • Signed contract

Customize the Workflow for Your Team

Change contract types and statuses, add fields like notice period or auto-renewal terms, and adjust the list view to match how your team reviews agreements. Point the asset link at your existing Coast asset workspace. Coast AI can add renewal reminders, an expiring-soon view, or an approval step before a contract is renewed.

Use Template

FAQs About Service Contracts

What happens when I add this workflow to Coast?

Coast creates the Service Contracts workspace with the full record, the contract type and status options, and a list view grouped by status. Your team can start adding contracts immediately.

How can Coast AI help with this workflow?

Coast AI can customize the record, build reminder and reporting processes, and answer questions using the contracts stored in Coast.

Does it remind me before a contract expires?

The template records an expiration date on every contract and includes a Pending Renewal status. Automatic reminders are not turned on by default — Coast AI can add a reminder or an expiring-soon view for your team.

Can I import my existing contracts?

Yes. Import your existing agreements and attach the signed documents rather than rebuilding the list one record at a time.

Use Template

More Documents & Knowledge templates