Key takeaways
- AMCs bring recurring revenue and steady workload, but only if visits and renewals are tracked.
- Good AMC software records coverage, plans visits automatically, assigns technicians, logs visits and tracks payments.
- Know whether each contract is comprehensive or non-comprehensive, because it decides what’s billed.
- Measure renewal rate and on-time visit rate, the clearest signs of AMC health.
What is AMC management software?
An annual maintenance contract (AMC) is an agreement to maintain a customer’s equipment for a period, usually a year, for a fixed fee. AC, RO, computer, printer, CCTV, lift, generator and medical-equipment businesses all run them. AMC management software keeps every contract, visit and payment in one place, so nothing depends on a spreadsheet or someone’s memory.
The installed base keeps growing. ICRA counted a record 12.5 million room ACs sold in FY2025, and IDC counted 15.9 million PCs shipped in 2025. Each unit is a potential contract.
The AMC lifecycle
| Stage | What happens | What software should do |
|---|---|---|
| Quote | Customer asks for an AMC on their equipment | Quotation with covered items and value |
| Draft | Terms being agreed | Save the contract as a draft before activation |
| Active | Contract signed and started | Record dates, coverage, value, payment terms; generate visits |
| Visits | Preventive maintenance as scheduled | Assign technicians; log checks, parts, observations |
| Breakdowns | Calls between scheduled visits | Job cards linked to the AMC customer |
| Payments | Instalments collected | Payment ledger against the contract |
| On hold | Customer pauses service | Pause the contract without losing history |
| Renewal / expiry | Contract ends | Flag expiring contracts; send reminders; mark expired |
Comprehensive vs non-comprehensive AMCs
A comprehensive AMC includes spare parts (usually excluding consumables and physical damage). A non-comprehensive AMC covers visits and labour only, with parts billed separately. Mixing them up is a common way to lose money. Technicians replace a part assuming it’s covered, and nobody bills it. Record the type on the contract and make it visible on every visit.
Features to look for in AMC management software
- Contract records: customer, covered equipment, type, start and end dates, value, number of visits.
- Automatic visit planning across the contract term.
- Technician assignment with visits on the technician’s phone.
- Visit logs: checks done, parts used, observations, customer sign-off.
- Payment ledger: instalments, received and balance.
- Statuses such as draft, active, on hold and expired.
- Renewal tracking and reminders.
- GST invoices for the contract and any chargeable parts.
- WhatsApp messages for activation, scheduled visits, completion and renewal.
How Rasko does it
Rasko’s AMC module has draft, active, on-hold and expired statuses, a visit planner that schedules preventive visits across the contract, technician assignment, and a payments ledger for instalments. Contracts are marked expired automatically when their end date passes.
WhatsApp templates cover AMC activation, scheduled and assigned visits, visit reminders, visit completion and renewal reminders. Breakdown calls become job cards marked as AMC work.
AMC metrics worth watching
- Renewal rate: contracts renewed ÷ contracts expired. This is the clearest measure of service quality.
- On-time visit rate: visits done by their scheduled date.
- Breakdowns per contract: high numbers can mean preventive visits aren’t thorough.
- Collection: contract value received against value due.
- Parts cost on comprehensive AMCs: whether contracts are priced right.
AMC-heavy business? See AC service software and computer repair software.