Maintenance contractors · Solution
Soluvide builds an AMC renewal automation system for UAE maintenance and facilities contractors. It holds every annual maintenance contract with its renewal date and terms in one store, sends internal alerts and client reminders by WhatsApp and email at set lead times, drafts the renewal quote for a human to approve, and escalates any renewal that goes quiet — so recurring revenue stops slipping out the door unnoticed.
The problem
What the day actually looks like — described as an operator would, not as a brochure.
Your annual maintenance contracts are the steadiest revenue you have — signed, priced, and predictable. But the record of when each one expires usually lives in a single spreadsheet, and that spreadsheet only works if somebody opens it, keeps it current, and acts on it in time. Between site visits, callouts, and new tenders, that somebody rarely gets to it.
So renewals get noticed late, or not at all. A contract lapses, the client moves on or forgets, and by the time anyone realises, the window to renew cleanly has closed. Every AMC that slips through is recurring revenue you already earned once and then let go — not because the work was bad, but because nobody was watching the date.
The whole process depends on one person remembering. Reminders are manual. Renewal quotes are typed from scratch off the old contract. Chasing the client for a decision is one more thing on a to-do list that never empties. When that person is busy, on leave, or has left the company, the renewal pipeline goes dark and nobody notices until the numbers come in low.
And unlike a missed new lead, a missed renewal is invisible. There is no inbound RFQ sitting unanswered to remind you of it — the contract simply ages out in silence. That is what makes the leak so easy to ignore and so expensive to keep ignoring.
Why the obvious fixes fail
None of them are stupid. They fail because the work itself stays manual — they just move who does it.
Setting a reminder for every contract feels like a fix until the alerts start landing on a busy day. They get dismissed, snoozed, and buried under everything else on the calendar. A reminder with no owner and no next step is just a notification you learn to ignore — the renewal still depends on a human deciding to act.
The spreadsheet only tells the truth if someone updates it every time a contract is signed, amended, or renewed. In practice it drifts within weeks — dates go stale, columns get half-filled, and two people keep two versions. It didn't fail because it was badly built; it failed because keeping it current was manual work nobody owned.
Telling the team to stay on top of renewals adds pressure, not a system. With no automated outreach, every reminder and every renewal quote waits for someone to find the time — so the contracts that get renewed are the ones that happened to be top of mind, not the ones that were actually due.
What we build
The honey step is where a person stays in control. Everything else is the typing and checking the system does for you.
Engineering decision. Courtesy reminders go out automatically; priced renewal quotes never do. Every quote is drafted from the existing contract and your approved rates, then held for a person to approve or adjust — the system watches the dates, it does not set your prices.
Every AMC lives in one structured store — client, scope, terms, start date, and renewal date. Your existing contracts are imported at setup, and each new or amended one is recorded once. This replaces the single fragile spreadsheet with one source of truth that the rest of the pipeline reads from.
The system watches every renewal date across the whole book and raises internal alerts to your team at the lead times you set. Nothing depends on someone opening a file — the pipeline surfaces what's coming due, who owns it, and what state it's in.
At defined lead times before expiry, the system sends client-facing renewal reminders over WhatsApp and email — a courtesy notice that a contract is coming up. Messages handle English and Arabic. Replies are captured against the contract so the thread stays in one place.
The system drafts the renewal quotation from the existing contract and your approved rates — and can tie into a full quotation pipeline where you have one. It assembles and formats the document; it does not set prices. Every priced quote is held for a human to approve or adjust before it's sent.
Each renewal is tracked through its states — reminded, quoted, awaiting client, renewed, or lapsed. When one goes quiet past its follow-up window, it's escalated to a person rather than left to drift. Nothing ages out in silence, and the whole book stays visible.
We confirm exactly which of your systems connect during scoping. The pipeline commonly touches:
Engineering decisions
What the fixed price covers, and the things we will not build. Both are written into the scope before we start.
In scope
Not in scope
What you get
Most AMC renewal systems go live in about two to four weeks. What moves it inside that range is how many contracts and contract types you carry, the reminder cadences involved, and how many systems it connects to. No hourly billing, no surprises.
A short call, then we document how your AMC renewals get tracked today — including the exceptions and the workarounds people built around it. You get a written scope, acceptance criteria and a fixed price before any build begins.
You get: Scope + fixed quote
WhatsApp Cloud API, Gmail / Outlook, Google / Outlook Calendar and the rest of your stack — no rip-and-replace. Outputs are structured and checked against your own data, not trusted blindly.
You get: Working system on your stack
The human step is tested with the people who will own it before anything goes out. Logging and alerts so problems surface early, documentation your team can read, and you own the code and the accounts.
You get: Approval gate, monitoring, full ownership
Tell us how your AMC renewals get tracked today. We reply within one business day, and the price is fixed after a free scoping conversation.
Questions contractors ask
If yours isn't here, send it on WhatsApp and you will get a straight reply.
Prefer a form? Contact pageFrom wherever they live today. During setup we import your existing AMCs — start date, renewal date, scope, and terms — from your spreadsheet, CRM, or ERP into a single contract store. From then on, every new or amended contract is recorded once, and the renewal date is tracked automatically instead of relying on someone to remember it.
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Services behind this build
Each service page lists exactly what is included and the questions owners ask before they start.