Advanced Maintenance Contract Management - Dolibarr

1. Product Overview

Advanced Maintenance Contract Management (technical name: contratsmaintenance) is a complete, native maintenance-contract, CMMS/GMAO and Facility Management solution for Dolibarr. It turns Dolibarr into a professional platform for maintenance-service companies without modifying the core: everything lives under custom/contratsmaintenance/. The module covers the entire contract lifecycle — offer preparation, contract drafting, validation, activation, covered assets, scheduling, preventive and corrective maintenance, service requests, SLA tracking, technician dispatch, spare parts, cost control, recurring billing, renewals, termination, reporting, satisfaction and operational & financial steering — across 45 native business objects and 5 languages.

2. Business Objectives

Enable a maintenance company to manage its contracts and field operations end-to-end inside Dolibarr, replacing spreadsheets and disconnected tools with a single, auditable system that links contracts, assets, interventions, parts, costs and invoices, and that surfaces the right priorities and financial outcomes in real time.

3. Target Industries

·       Industrial, electrical and electromechanical maintenance

·       IT, network and telecom maintenance

·       HVAC, refrigeration and climate control

·       Elevators, generators and pumping stations

·       Medical-equipment and laboratory maintenance

·       Building maintenance and facility management

·       Security, fire-safety and access systems

·       Fleet, machinery, construction and agricultural equipment

·       Photovoltaic installations and professional kitchens

·       After-sales service and multi-site technical operations

4. Key Benefits

·       Single source of truth for contracts, assets, interventions, parts and costs

·       Contract lifecycle automation: templates, amendments, renewals, billing schedules

·       SLA engine with response/resolution targets and compliance measurement

·       Preventive plans that auto-generate work orders; regulatory-control tracking

·       Profitability visibility per contract, customer, site, equipment and technician

·       Native Dolibarr integration (Third parties, Products, Stock, Invoices, Projects, Agenda, Tickets)

·       Five languages, secured REST API, scheduled tasks, and a modern control-center dashboard

5. Dashboard — Maintenance Contract Control Center

A modern operational cockpit: a contract-steering band (total/active/expiring/expired contracts, annual & recurring contract value, forecast margin, renewal rate, unprofitable contracts), a due-date radar (contracts and invoices due, preventive visits to schedule, expiring documents/warranties/certifications), a contract-health matrix scored 0-100, an intervention pipeline, a dynamic schedule view, and operational/SLA/financial KPI bands with charts and a priority-alert list.

6. Maintenance Contracts

Each contract records its parties, covered sites and assets, scope and exclusions, coverage windows, included visits/hours/parts, periodicity, price and indexation, SLA, penalties, renewal and termination terms, and a full status workflow (draft to validated, signed, active, expiring, renewed or terminated). Twenty-two contract types are provided as configurable dictionaries.

7. Contract Templates

A reusable template library speeds up drafting: templates by activity and language, standard and optional clauses, included services, default periodicity and duration, and linked SLA - ready to instantiate into new contracts.

8. Covered Assets

Full equipment records: identification (serial, barcode/QR), technical characteristics, counters, location within a site to building to system to equipment hierarchy, purchase/installation/warranty dates, criticality, and a complete maintenance history with MTBF, MTTR, downtime and cost.

9. Customer Sites

Multi-site management with addresses, GPS, access instructions and hours, security level, responsible contacts, technical zones and the assets present, all linkable to one or several contracts.

10. Preventive & Corrective Maintenance

Preventive plans (time-, usage- or condition-based) auto-generate work orders over a configurable horizon; corrective work is driven from service requests. Rounds, inspections, condition readings and predictive analyses complete the maintenance strategies.

11. Work Orders & Service Requests

Service requests are captured from many channels, qualified against contract coverage/SLA/quotas, and converted into work orders. Work orders carry diagnosis, planning, dispatch, time logs, parts consumption, a structured intervention report and customer sign-off.

12. Planning, Technicians & Skills

Technicians, teams, skills, certifications and on-call rosters are managed with a competency matrix, so the right person is dispatched by skill, availability, proximity and priority. Multiple schedule views (by technician, team, site, contract) support assignment and conflict detection.

13. SLA Management & Contract Quotas

The SLA engine sets response, arrival and resolution targets per priority, measures compliance against actual performance and computes potential penalties. Quotas and flat-rate banks (included interventions, visits, hours and parts) are tracked with consumption alerts and automatic billing of overages.

14. Spare Parts & Inventory

Parts, reservations, tools and purchase requests integrate with Dolibarr Products, Stock and Warehouses: reservation, consumption on work orders, returns, technician/vehicle stock, supplier purchasing and reconciliation with the intervention.

15. Checklists & Customer Signatures

Configurable checklists standardise controls with pass/fail, measurements, mandatory comments on non-conformity and scoring. Intervention reports capture before/after readings, photos, customer observations and electronic sign-off, and are generated as professional PDFs.

16. Document Management

Documents are organised by contract, site, equipment, intervention, technician, amendment and renewal, with versioning, expiry dates, confidentiality and categories.

17. Billing, Renewals & Terminations

Contractual billing runs on flexible periodicities and drafts recurring invoices with contractual lines, overages, parts, travel and penalties (no auto-validation without explicit right). Billing schedules track each due amount and its invoice. Renewals support manual, automatic and tacit modes with multi-step reminders (180 to 7 days); terminations manage notice, effective date, penalties, final billing and archiving.

18. Financial Analysis & Reporting

Per-contract profitability consolidates labour, parts, travel, subcontracting and penalty costs against invoiced and collected revenue, with analytical breakdowns by contract, customer, site, equipment, technician and period. A 15-axis reporting module (contracts, renewals, interventions, SLA, maintenance, finance, energy, stocks, technicians, contractors, regulatory) is filterable, printable and exportable.

19. Customer Portal & Satisfaction

A secure customer portal lets clients view their contracts, assets, quotas and visits, raise and follow service requests, download reports, validate interventions and answer satisfaction surveys - restricted to their own third-party data. Satisfaction surveys compute averages and NPS per technician, contract and customer.

20. API, Security & Multilingual

A secured REST API exposes contracts, assets, requests, work orders, plans, controls, parts and dashboard indicators using Dolibarr's API authentication. Security includes 43 permissions, CSRF protection, escaped queries, per-action rights checks and audit logging. The module ships in French, English, Spanish, Italian and German.

21. Dolibarr Native Integrations

Third parties & contacts, prospects/CRM, quotes, orders, invoices, native contracts/subscriptions, products & services, stock & warehouses, suppliers, projects & tasks, agenda, HR, accounting, GED and Tickets - the module enriches these natively while keeping full traceability.

22. Technical Requirements & Installation

Dolibarr 16 to 23, PHP 8.x, MariaDB/MySQL (PostgreSQL-ready where feasible). Requires the native Third Parties (modSociete) and Products (modProduct) modules. Unzip contratsmaintenance into htdocs/custom/ and enable it from Configuration to Modules; activation creates the llx_ctm_* tables, menus, permissions, scheduled task and optional demo data. Main descriptor class: modContratsMaintenance.

23. Copyright

Advanced Maintenance Contract Management is developed and published by DoliResources (www.doliresources.com). Copyright © DoliResources. All rights reserved.