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Maintenance Contracts

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Sorry for having to put this here, but I didn't get any responses from the IT Consultant forum. I'm trying to figure out how to present a maintenance contract to some new clients but I don't know what I should be covering and how much I should be charging. Normally our hourly charge is between $85-95 an hour, so how would that get rolled into a maintenance contract/agreement? Do I cover service only up to a certain amount of time? Do I just show up X amount of hours per month? Do I cover certain tasks laid out in the contract/agreement? How do I do this and still make a profit??? Thanks.

8 replies

by jose mir

I will tell you how I do it.
My per-hour price to final customers is $ 98.00 an hour. But in every quotation I always state that the minimum billable amount of hours per visit will be 2. That is the customer should have to pay $ 196.00 per visit up to two hours. I said "should" because if the customer is repetitive I will let, in some cases, dispute this "two-hours-rule".
But I don?t make maintenance contracts in a per-hour basis. Contracts usually are intended to offer the customer a better per-hour value by acquiring a fix minimal amount of hours per month.
Hope this help.
Jose.-

by pesk, mbcs, mcse, mcitp, sts

I would suggest that, since most jobs are normally completed within the first 2 hours, charge a higher amount per hour for the first two hours (e.g. $200 for 1st 2 hours) and less for subsequent hours (and $90 p.h. there-after). The customer feels that you are being sympathetic to the job taking so long and that you are willing to meet them half-way, and that way, you keep to your pricing structure and still make a profit without the customer being any wiser!

by briantruitt

I'm thinking more along the lines of what is covered by a contract. Should I put something like I'll take care of any/all updates, general maintenance, i.e. defrag, etc., virus updates, and any other "services"? I'd be more than happy just to charge any hourly rate like I have been, but this new company that hired me wants to offer clients some kind of Maintenance Agreement and I want to make sure we're going to be making money doing it.

by tlampron

I do a maintenance contract at a lower rate, estimating the number of hours needed to do general maintenance work for that particular client (with an agreement to adjust, if necessary, after 3 months). Additional hours above the contract are billed at my best rate - I'm not in the insurance business, and I'm not going to assume the risk of my client's president opening an e-mail that infects every workstation with a worm, but I'll give them a fair price when "$h!7 happens".

The benefits to the client - I'll answer the phone if "my" network crashes at 2 a.m. on New Year's Eve, they know they'll be on my schedule every week, they have one person to gripe at if something goes wrong - basically, I take the responsibility and the headache of keeping their network humming. I'm not answering midnight calls for customers who say "yeah, we probably ought to do maintenance, but it costs too much." Also, my 2-hour minimum drops to 1 (less if I just drop in for an emergency and don't feel like being there); I have 24-hour access to their systems and often perform critical maintenance before they know there's a problem; and they have less overhead managing my billing (a fixed monthly contract doesn't require the level of checking that an hourly contract would, and I give them better rates because it reduces my paperwork). I also know their network inside and out.

What you cover - and how you spell it out - depends on you and the client. Some clients can only afford $X, and I tell them that I will prioritize work each month up to the contracted level, then fill them in on what else should be done. Some clients prefer that you spell out in a contract the exact tasks you'll perform. You should know what the client wants from the contract before you sell them a contract, anyway.

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