Maintenance Solution

Built for the people who sell machines and then have to look after them — hardware dealers, machine manufacturers, IT infrastructure firms and service centres. PerfectMaint holds the installed base, the contracts written against it, the calls that come in, and the money that follows: one database, one screen to open in the morning. It is not limited to machines: we customise it for any service business that runs on calls, visits and contracts.

In daily use at Integrated Perfect Systems (I) Pvt Ltd, across five companies, with a party list running to several thousand names, fifty-odd engineers on the road, thousands of maintenance contracts and a call history of tens of thousands of visits.

PerfectMaint ships in two editions from one design — the established Windows edition, and a browser edition that works from a phone and is where everything new is built. See The browser edition below.

The morning screen

• Maintenance dues, service dues and today’s calls on startup — the working list, not a menu
• Contracts falling due for renewal, with enough notice to quote before they lapse
• Licence and subscription renewals tracked as first-class work: antivirus, firewall and similar annual expiries are usually the largest unworked value in a service business
• Your own follow-ups for the day — and, for whoever supervises, everybody’s
• New call requests from WhatsApp, on a tile of their own, with the bell and a phone notification when one arrives
• For an engineer, what to collect at the clients he is already visiting — the outstanding of only those clients with a call open on him, oldest bill first, so payment can be asked for on site without the engineer ever seeing the company’s totals

Calls booked from WhatsApp

Customers do not have to phone in a fault. They say Hi to your business number and a bot asks what the office would have asked — on buttons, with nothing to type:

• Which device and what the problem is
• Which of their addresses the engineer should go to, picked from the addresses already on their party record
• An optional description, a photo of the fault, and whether it is urgent

The request reaches the office as one ready card with a request number. One click turns it into a call sheet, and when the call is booked the customer is sent the call number on the same chat. Only numbers registered against a party get the bot; anyone else is given the office number. Outside a Hi the bot stays quiet, so your staff go on chatting normally in the WhatsApp Business app on the same number.

Calls and engineers

• Call sheet entry for calls as they come in, against party, machine and issue category
• Allocation to engineers from a dispatch list that opens on what is still open and unassigned, rather than a grid you have to filter down first
• The assigned engineer is notified the moment the call lands on them, and the notification opens that call — client name, address, machine and issue — not a list to search
• Call closure signed by the client. The engineer closes the call on his phone with what was done, the client signs on the screen, and the call PDF carries the signature and the signer’s name. When the office closes a call without a visit, it records how it was solved and why
• Machine-level history — every call ever raised against a machine, on the machine’s own record
• Posting a call for a client with no live cover is a separate permission, held by the office and not by everyone, so free work is a decision somebody made rather than one that happened
• Petty cash against engineers for day-to-day expenses (Windows edition)

Contracts, renewals and machines

• Machine details with configuration, warranty date and maintenance status
• Annual maintenance contracts that pull the party’s rate, machine count and contract period from the masters rather than asking you to retype them
• Pro-rata charging for machines still inside their warranty, so a mid-term contract is costed correctly instead of rounded
• Comprehensive and non-comprehensive cover, discount and tax on the same document
• AMC terms kept as a master and printed with the contract, including the notices your contracts carry
• Acceptance recorded against the contract, so quoted, sent and accepted are three different states
• Contract register: any date range, any party, accepted or not, live or expired — on screen, to Excel, or as a printed contract per party, one PDF per party, ready to mail as it is

Quotations

• Quotation entry in the formats your customers already recognise, including a proposal layout with sections, bullets and amounts in words
• Start from a saved template or clone last year’s quote for the same customer
• Picking an item fills its rate, unit, GST and configuration; configuration runs to as many lines as the machine needs and prints under the item
• Add-ons it would be a pity to forget — quote a desktop and it suggests the UPS and the antivirus, from rules you set per category and from what your own past quotations show went together. A suggestion only; nothing is added unless you add it
• A check before a large quote is saved: rates are compared with what you have quoted for the same item and configuration before, and anything far out is flagged. It warns; it never blocks
• Item master pricing with sale, purchase, minimum price and margin, so a discount that goes below the floor is caught on the screen and not in the accounts; purchase price is shown only to whoever is allowed to see it
• At print, choose no GST, GST on the total or GST per item, or print it as a proforma
• Quotations print as proper PDFs on your own letterhead — the letterhead of the company the quote was raised for, laid out to that artwork, per company — with your bank details and UPI QR code for payment

Challans and machines in for repair

• A machine taken in gets a barcode sticker with its own number, and moves through four steps, each with its own challan: received from the client, sent to the vendor, back from the vendor, returned to the client
• The sticker is scanned to find the machine at any step; quantities only, no rates
• The client’s name never prints on anything that goes to the vendor — not the sticker, not the challan
• Any machine can be closed or reopened by hand, with a remark

Invoices into Tally

• A sales invoice made fresh, or brought from a quotation, an AMC, a call or a challan — and a line already billed is not billed again
• Numbered by PerfectMaint in its own series, under whichever of your companies is billing
• Posted into Tally at save as a sales voucher, with your PerfectMaint items and parties mapped once to their Tally stock items and ledgers
• GSTIN and HSN are checked before anything is billed: party GSTIN verified, state taken from it, HSN filled from your Tally item names and, where Tally has none, looked up for you to approve
• The invoice prints with your bank details and UPI QR code

Follow-ups and reminders

• A follow-up list of your own — a note about anything, with a date to be reminded on
• Supervisors see everyone’s, as a permission, on the list and on the dashboard alike
• Reminders for tasks and payment collection, popped up at the date and time you set

Mail, WhatsApp and messaging

• E-mail sent from your own mailbox, with your signature and the document attached. Two ways to connect it: Microsoft 365, where no password is stored anywhere at all, or any SMTP mail server if you are not on Microsoft
• WhatsApp Business on your own number — service call updates, payment reminders and quotations go out from the number your customers already have saved. Silverbyte is an approved Meta Tech Provider, so the number and the WhatsApp account stay yours and you authorise us through Meta itself; there is no token for anyone to type in. Your staff keep using the WhatsApp Business app on the same number
• Messages become work. A WhatsApp message or an e-mail that lands in the service mailbox is turned into a task against a party — matched by keyword rules you maintain, not by somebody reading the inbox and retyping it
• SMS on approved DLT templates, in bulk or one at a time (Windows edition)
• An automatic reminder run that can be scheduled, with an approval step before anything leaves — nothing goes to a customer without a person having seen the list
• Every message sent, on every channel, written to one searchable log with its delivery result

Outstanding and collections

• Outstanding bills brought in from Tally by a small add-on loaded in Tally itself, which sends them across on its own — matched to the parties already in PerfectMaint
• Party-wise and company-wise statements, printed or mailed as a PDF reminder letter on your letterhead
• An opt-out list so a party who has asked not to be chased is never chased by an automated run

Masters

• User master with per-user login and rights on each menu — view, add, edit, delete and print are separate grants
• One master for every person: office staff and field engineers are the same list, so an engineer can be given a login without becoming a second record
• Company master with address, contact, GST details, bank details, UPI QR code, letterhead and the signature used on mailed documents
• Party master with maintenance rate, contract start month, contact and GST details, GSTIN verification, and multiple addresses per party
• Item master with configuration, pricing, category and HSN; bulk re-pricing of every active item in one protected screen
• Terms and conditions master, printed on quotations and contracts; AMC terms master
• Parameter masters for issue category, machine configuration, item category and unit, engineers and party category
• Attachments on every screen — the signed contract, the site photo, the mail that started it, filed against the record itself rather than in somebody’s folder

Reports and exports

• Maintenance due, maintenance contract register, call analysis, machine warranty details, renewals due, outstanding, and an all-in-one party view — detail and summary
• Every grid exports to Excel exactly as you have filtered and sorted it on screen, and every document has Print and PDF, the file named by its document number
• Ask for a report in plain English and get the answer back as a grid you can export — for the questions nobody thought to build a report for

The browser edition

The browser edition has every menu the Windows edition has, ported screen for screen — masters, call sheets, maintenance, acceptance, renewals, quotations, allocation, the Tally import, the whole reports group and the collection run — and everything above that is new: the WhatsApp call bot, signed call closure, challans, invoices into Tally.

• Nothing to install. Opened from any machine in the office, and from outside it if you host it that way
• It works in Chrome on a phone — measured on a 390px screen, not assumed — so an engineer in the field can see the call, the machine’s history and the client’s address, and close the call with the client’s signature, without a laptop
• “How to use this screen” on every page, so a new user is not left guessing
• Runs on your own server, in your own office, on your own database — or hosted, if you would rather not run one
• The Windows edition remains supported. Both read the same shape of data, and existing customers move over with their history intact — contracts, calls, engineers and all

Technical details

• Windows edition: Microsoft .NET on Microsoft SQL Server
• Browser edition: .NET 9 Blazor on SQL Server or Azure SQL, on your own server or hosted
• PDFs are generated by the application itself — no Office, no print driver and no conversion service to install on the server
• Integrations: Tally (TDL add-on loaded in Tally), WhatsApp Business Platform, Microsoft 365 or SMTP mail, DLT-approved SMS