Solutions / Maintenance contractors
Your AMC renewals live in a spreadsheet nobody opens in time.
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.
01 / The problem
Recurring revenue that quietly walks out the door.
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.
02 / Why the obvious fixes fail
You've probably already tried these.
Calendar reminders
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.
Keeping the spreadsheet current
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.
Just chase them harder
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.
03 / How the system works
A pipeline that watches the dates for you.
Contract store
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.
Renewal tracking & internal alerts
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.
Client-facing reminders
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.
Renewal quote & approval gate
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.
Status tracking & escalation
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.
04 / What's in scope — and what isn't
Clear lines, agreed up front.
In scope
- A structured contract store holding every AMC with its renewal date and terms
- Automated renewal-date tracking across your whole contract book
- Internal alerts to your team at defined lead times before expiry
- Client-facing renewal reminders over WhatsApp and email
- Renewal quotation drafting, with a human approval gate before it's sent
- Status tracking through the renewal and escalation when one goes quiet
Out of scope
- Signing or agreeing contracts on your behalf
- Setting or changing your prices — you own the rate table
- Sending priced renewal quotes without a human approving them
- Replacing your CRM or system of record
05 / Integration surface
Named systems, not “connects to anything.”
We confirm exactly which of your systems connect during scoping. The pipeline commonly touches:
Timeline & scope
Live in weeks, quoted before we start.
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. We map the work in a short discovery call and send a fixed-fee proposal — scope, timeline, and deliverables — before any build begins. No hourly billing, no surprises.
06 / Questions contractors ask
Straight answers.
Where do the contract renewal dates come from?
From 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.
How far ahead does it start reminding us?
At whatever lead times you set. Most contractors want a first internal alert well before expiry, a follow-up as it gets closer, and client-facing outreach on its own schedule. You define the lead times per contract type during scoping, and the pipeline fires each reminder on that cadence without anyone watching a calendar.
Does it contact our clients automatically?
It sends the client-facing reminders automatically over WhatsApp and email at the lead times you set — a courtesy notice that a maintenance contract is coming up for renewal. What it does not do automatically is send a priced renewal quote: those are drafted by the system and held for a human to approve before anything goes out.
Can it generate the renewal quote itself?
It drafts the renewal quotation from the existing contract and your approved rates, and can tie into a full quotation pipeline where you need one. It assembles and formats the document; it does not set your prices. Every renewal quote lands in front of a person to approve or adjust before it reaches the client.
Does it handle Arabic, and bilingual client messages?
Yes. The reminder and renewal messages handle English and Arabic, and can be sent bilingually where your clients expect it. Contract terms stored in either language are kept intact.
How long does it take to go live?
Most builds go live in about two to four weeks, depending on how many contracts and contract types you carry, the reminder cadences involved, and which systems it connects to. We scope the work first and send a fixed-fee proposal before starting.
Who owns the system once it's built?
You do. It runs on your infrastructure and accounts, the contract data stays yours, it's documented, and it's handed to your team — no black box and no dependency on us to keep it running.
Start
Stop letting renewals age out in silence.
Tell us how your AMC renewals get tracked today. We'll map the pipeline and send a fixed-fee proposal within 24 hours.