What an AMC really is
An annual maintenance contract is a promise: for a fixed period, you will look after a client's software, website or systems within an agreed scope. For many IT companies, AMCs are steady income that keeps the team busy between projects.
The trouble is that AMCs are easy to forget. The contract is signed once, the end date sits in a PDF, and nobody notices it has lapsed until the client asks why a fix is being charged.
What to record for every AMC
Keep one record per contract with:
- Client name and contact person
- Start date and end date
- What is covered and what is not
- Response time you have agreed to
- Invoice schedule: yearly, quarterly or monthly
Handle tickets under the contract
Every support request should become a ticket linked to the client and, where it applies, to their AMC. Give each ticket a priority, an owner and a status. When the request is outside the AMC scope, mark it so you can quote it as extra work.
Over a year, the ticket history tells you how much the contract really costs you to serve. That is the best data you have when it is time to renew or reprice.
Do not miss renewals
Look at AMCs ending in the next 30 to 60 days every month. Reach out early with a short note on what was handled in the year and what you suggest for the next one. Clients renew more easily when they can see the value in plain words.
If a client does not renew, close the AMC on its end date so the team knows that new requests are now paid work.
Common mistakes
These cost IT companies money every year:
- Contract end dates kept only in signed PDFs
- Support requests handled on calls with no ticket
- No clear line between AMC work and extra work
- Renewal conversations started after the contract has ended
How Akshvara helps
Akshvara keeps each AMC with its dates and scope, logs support tickets with priority and owner, and shows which contracts are due for renewal. AMC invoices are raised from the same client record. Book a free demo to see it with your own contracts.
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