Service Plans

Before You Get Started

To set yourself up for success before creating service plans, make sure the following are already in place:

• Your price book is set up

• Line items are created in settings

• If service plans are enabled on your account, at least one agreement template exists that can be generated and signed

  • An agreement setup tutorial is available

Once those steps are complete, you’re ready to begin working with service plans.

Viewing and Creating Service Plans

When you navigate to a customer account, you’ll see a running list of all their active and inactive service plans. The display may change in the future, but there will always be a clear distinction between active and inactive plans.

Click New Plan to begin configuring a service plan.

If service plans are enabled on your Rotor account, you’ll see the following steps:

• Service

• Agreement

• Schedule

If service plans are not enabled, you’ll only see Service and Schedule, since agreements are part of the service plan feature.

Service Configuration

Plan Start Date

Start by choosing when the service plan begins. This could be immediately or later in the year, such as closer to spring/fall.

Service Type

Select the service type for the plan. This is tied directly to the service types you’ve created in settings.

Frequency

Choose how often the service repeats. Options depend on your settings and may include:

• One-Time

• Annual

• Quarterly

• Other recurring frequencies

Tip: One-Time services occur once, while Annual services repeat once per year

If there are frequencies you don’t offer, you can disable them in Settings → Service Plans.

Custom Frequency

If none of the presets fit, choose Custom and build your own cadence on the web app. Enter a number in the Every field and pick Day(s), Week(s), or Month(s) — for example, every 6 weeks.

Choosing Days of the Week

On daily cadences, click the calendar icon next to the frequency to open Customize schedule. Under Customize days, select which days of the week the plan should run. You can select up to 7 days.

Note: Day selection does not affect the first job — it applies to the recurring jobs that follow. Month-based cadences use the Customize months tab in the same window.

Auto-Renew and Plan Duration

Once a frequency other than One-Time is selected, the auto-renew toggle appears (if the Service Plans feature is enabled on your account).

Auto-renew means the plan duplicates itself once completed so the customer is automatically added back to the schedule.

Plan Duration Options

You’ll see duration options up to 36 months. One option that can be confusing is 13 months. For example, with a quarterly plan:

• Services may occur in March, June, September, and December

• The 13-month option adds an additional service the following March

Adding Line Items and Pricing

Line items are pulled from your price book, so the items shown may differ depending on your setup.

Examples might include:

• Exterior window cleaning

• Interior window cleaning

• Screen cleaning

Applying Line Items to Specific Jobs

Each line item includes an Apply to All Jobs toggle.

This allows you to build more dynamic service plans. For example, you can charge more for the first clean if it requires extra work by adding separate line items that apply only to certain jobs within the plan.

Discounts and Promotions

You can add discounts to incentivize customers to sign up for recurring plans, such as:

• A flat discount on the initial job

• A percentage discount

Naming and stacking discounts

• Name your discounts. Give each discount a name, like “Fall Promotion” or “Friends Discount.” The name shows on the job and the invoice, so it’s clear why the price changed.

• Stack multiple discounts. You can add more than one discount to the same job, and mix dollar and percentage discounts. Each one appears as its own line on the invoice.

  

• Tax is calculated after discounts.

Example: A $100 job with a “Fall Promotion” ($25 off) and a “Friends Discount” (10% off) comes to $65.00. With 10% tax ($6.50), the total is $71.50.

Billing Configuration

Next, configure how the customer will be billed.

Standard Billing

Standard billing invoices the customer after each job is completed. This is the most common option.

Monthly Billing

With monthly billing:

• The first job is paid in full following the job being completed

• Future jobs are prepaid month by month

• You can choose on what day follow-up charges occur

Start of Month Billing

With start of month billing:

• The first jobs is paid in full following the job being completed

• Future jobs are prepaid in full on the 1st of month the service is to be performed

Note: A card must be on file for the customer in order to enable this monthly billing workflow.

Within the service plan, the outlined service schedule shows:

• The months when services actually occur (Initial vs. Ongoing)

• The months where only a monthly billing payment occurs with no physical service

Notes and Sales Attribution

You can add internal notes to the service plan.

By default, the plan is attributed to the signed-in user, but you can assign credit to another team member if necessary.

Generating and Signing the Agreement

In the agreement step, click Generate Agreement.

This automatically pulls in:

• Customer information

• Business information

• A breakdown of services and pricing

Once finalized, the agreement can be:

• Signed in person on a mobile device

• Saved as a link and sent via email or text

Scheduling Jobs in the Service Plan

After the agreement step, you move into scheduling.

Add Jobs to Pending Queue When Due

Pending jobs recognize when services are due but do not immediately place them on the schedule.

Note: If Routes are enabled, the system will not create jobs automatically and will instead place them into a pending list for later routing.

Create Jobs Now

This option places all jobs directly on the schedule. You can configure:

• Start time

• Duration

• Recurring schedule

Click Set up recurring schedule to access the calendar and choose which specific days of the month the service should occur (for example, the 3rd Tuesday).

Once saved, the Job creation & schedule section will reflect your recurring logic, showing exactly when upcoming jobs are due to be created or scheduled.

Managing Existing Service Plans

After creation, you can:

• Edit service plan details

• Deactivate a service plan

• Manage agreements

Once an agreement is signed, it appears in Attachments along with all related links.

Plan Renewals

Renewals keep a plan going when its current term ends, so you don’t have to rebuild it from the Price Book.

• What auto-renew means: the plan duplicates itself once its duration completes, and the customer is automatically added back to the schedule.

• Where the setting lives: the auto-renew toggle is on each plan (any frequency other than One-Time). In Settings → Service Plans, Show auto-renew controls whether the toggle appears, and Default auto-renew on sets whether new plans start with it enabled.

• At the end of the term: Rotor creates the next plan period. Jobs keep being created the way you chose (pending queue or create now / recurring schedule), and plans on a billing cycle keep the cycle running.

• Auto-renew was off? If the term has ended, create the next plan (or duplicate the prior plan’s configuration) and schedule the next jobs.

Plan didn’t renew? Check that auto-renew was on, the duration actually ended, and the plan is still active. Then check for PM Needed, Auto-pay off, or failed payments (Financials → Payments → Failed). Still stuck? Contact support with the plan ID and expected renewal date.

Final Thoughts

Service plans are the foundation of predictable revenue and efficient scheduling in Rotor, especially for teams working in the field. Once configured, service plans guide you step by step—from service selection and pricing to agreements, billing, and scheduling—so nothing is missed during signup. Plans work seamlessly on both desktop and mobile, making them ideal for door-to-door workflows. Additional training resources are available for advanced topics like scheduling pending jobs and reviewing service plan analytics, and the Rotor team is always available to help you walk through specific scenarios.

Tips

• Set up your price book, line items, and agreements before creating service plans to avoid interruptions during signup

• Use auto-renew and plan duration options carefully to control how and when plans repeat

• Apply line items to specific jobs to account for first-time cleans or special pricing scenarios

• Use monthly billing only when a payment method is on file to ensure smooth billing

• Fix payment-method and failed-payment issues before a plan’s term ends so renewals go through smoothly

Congratulations! You can now create, manage, and renew service plans in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Related articles

• Price Book — line items and plan templates first

• Agreements — agreement templates customers sign

• Billing Cycles — charge on a repeating schedule

• Service Plans Page Guide and Filters — find plans that need attention