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.

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 now ships in two editions from one design — the established Windows edition, and a browser edition that is built, running on live data and usable from a phone. 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

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
• Client visit entries and service due closure with actual closed date and remarks
• 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
• 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
• 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
• 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

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 a Meta technology partner, 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
• Replies come back into the software as 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 imported from Tally, 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, 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 and category; bulk re-pricing of every active item in one protected screen
• Terms and conditions master, printed on quotations and contracts
• 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 prints as a PDF
• 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 is built and running on live data, not a plan: 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.

• 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 without a laptop
• 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 and in daily use. Both read the same shape of data, and existing customers move over with their history intact — the live migration has already been done once, 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 (ODBC), WhatsApp Business Platform, Microsoft 365 or SMTP mail, DLT-approved SMS