Vexflow builds a verified record of your service agreements, then uses those dates to remind customers, alert the right staff member, hand scheduling to the people who actually control the calendar, and report which visits were completed and which agreements renewed.
The Assessment is a 20-minute call. Built on white-labeled HighLevel.
Named deliverables. Not real customer data.
Where agreements are managed by memory, a spreadsheet or a field-service system that nobody watches, a few patterns tend to show up:
A maintenance visit coming due and a contract expiring are different events, with different owners and different consequences.
Missed visits, rescheduled work and manual edits leave due dates out of step with reality.
An agreement can approach expiration without a named person responsible for the conversation.
A reminder goes out, but scheduling still depends on a phone call that may not happen.
It is hard to answer which agreements are due in the next quarter and which are at risk.
Maintenance & Renewal is designed to put each date, owner and next step in one place, with your approval rules built in. The Assessment is where we find out whether this matches how you work.
Review of agreement types, terms, dates and where each lives today
You getInventory, data-quality findings, fix-first listCustomer, site, asset (where relevant), agreement, status, visit due date, expiration date and owner, configured in HighLevel custom fields or custom objects depending on complexity and plan
You getDocumented data modelSeparate date-based workflows for visit due and contract expiration, with status changes when work is completed or a date is corrected
You getConfigured workflows, test logDue, overdue and expiring alerts to the assigned owner or a manager queue
You getTask rules, notification mapApproved customer messages with escalation steps and notice rules that respect your agreement terms
You getSigned-off sequence setCustomers are offered real availability only where your calendar allows it. Otherwise the dispatcher or scheduler gets a task.
You getHandoff rules matched to dispatch authorityAccepted, declined, needs-quote and no-response outcomes recorded, with commercial changes routed to a manager
You getRenewal pipeline and review queueSuggestions drawn only from your approved catalog (e.g., an added visit or coverage tier), never invented
You getApproved catalog rulesViews of agreements and visits coming due, with at-risk accounts flagged by rules you approve
You getSmart Lists, pipeline views, dashboard where plan supportsCompleted maintenance, renewal outcomes, retained contract value and verified retained contribution, reconciled against your records
You getMonthly report, change logHighLevel holds the record, runs date-based workflow triggers and handles messaging, tasks and pipelines. Your field-service system stays the authority for dispatch and completed work. Data moves between them only when integration is scoped and access is verified; otherwise a scheduled, reviewed import is used. AI is used where judgment helps: classifying exceptions in customer replies, preparing staff briefs and drafting nuanced replies inside approved rules. Dates and status changes are always deterministic.
DEMO. Fictional company, customer and dates. Not a real record or result.
| KPI | Definition | Source |
|---|---|---|
| Expiring agreements | Agreements with an expiration date inside the selected window | Agreement record |
| Renewal tasks completed | Renewal tasks the assigned owner closed with a recorded outcome | HighLevel tasks |
| Accepted renewals | Agreements renewed with manager-approved terms | Renewal pipeline + system of record |
| Renewal rate | Accepted renewals divided by agreements that reached expiration in the period, with the baseline period stated alongside | Calculated from the above |
| Due / overdue visits | Maintenance visits due in the window, and those past due without a completion | Visit-due field |
| Completed maintenance | Visits marked completed in the system of record | Client FSM or CRM |
| Retained contract value | Contract value of accepted renewals, as recorded in your system | Client records |
| Verified retained contribution | Contribution from renewals above the agreed baseline, using your margin figures | Client finance data, agreed method |
A reminder is not a completed visit, and a renewal task is not a renewal. Reporting keeps those stages separate.
An illustration of a forward view of visits and agreements coming due. Everything below is fictional DEMO data for an invented business. It shows no real results.
Seasonal PM visits are tracked separately from agreement expirations, with renewal conversations assigned to account managers.
Service-due reminders for recurring visits, with cancellation requests routed to a retention owner rather than processed automatically.
Contract expirations surface ahead of the season, and approved add-on services (e.g., seasonal enhancements) are suggested only from your catalog.
These are possible applications, not descriptions of past clients. See all industries →
Please don't send passwords or raw exports by email or chat. We'll set up secure transfer and scoped access.
It could if configured carelessly, so overlap is the first thing we check. We map what your current system already sends and either switch off duplicates or design around them. Often the gap is ownership, renewal handling and reporting rather than the reminder itself.
That's common, and it is why the audit comes first. Messages run only from verified dates. Date corrections are part of exception testing, and an incorrect date can be fixed without restarting the sequence.
No. It can capture a customer's intent and prepare the renewal, but acceptance of terms is recorded only after a manager approves it.
Your data is kept in your own HighLevel sub-account, separate from other clients, with access scoped to the work. We don't load your records into shared AI tools.
It depends on how clean your agreement data is, whether integration or imports are needed, and how quickly rules are approved. You get a written plan with remaining steps after the validation phase.
We agree a baseline period, the renewal-rate definition and margin inputs before launch. Retained value is reported from your records, and contribution is calculated against the baseline rather than total renewals.
The pilot starts with one agreement type. Multi-location rollout is scoped separately once the model is proven in your environment.
In a 20-minute Revenue Systems Assessment we look at your agreement types, where dates live and who owns the next step. If it isn't a fit, we'll say so.
Prefer to talk first? (330) 919-6670 · [email protected]