How to Track AMC Renewals: A Checklist for Service Companies
To track AMC renewals, record the start and end date for each machine (not only each customer), start the renewal process about 90 days before expiry, and send staged reminders.
Know what the contract actually cost you in visits and parts before you price the renewal. A spreadsheet can do this for a handful of contracts, but it breaks down once reminders, visits and invoices live in different places.
A missed renewal is not just one lost invoice. The customer may sign with someone else, or the machine may run for months with no cover and no visits. This post gives a checklist you can use today, with or without software.
Why do AMC renewals get missed?
The usual causes are simple:
- The expiry date lives in a contract PDF or one person's diary.
- Renewal is treated as one event on the last day, not as a process.
- Nobody knows if the contract made money, so nobody can price the renewal confidently.
- The customer's accounts team and the engineer team never talk to each other.
What is the best time to start an AMC renewal?
One vendor guide recommends treating renewal as a roughly 90-day workflow rather than a single event, with four stages: service review, profitability check, priced proposal and negotiation. That figure is a vendor recommendation, not a rule, but a clear lead time is the real point. Pick a number that suits your sales cycle and apply it to every contract, not just the ones you remember.
The AMC renewal checklist
| When | What to do | Who |
|---|---|---|
| At signing | Enter machine serial number, start date, end date, contract type (AMC or CMC) and number of PM visits | Coordinator |
| At signing | Create the full PM visit calendar for the year so visits do not drift | Coordinator |
| 90 days before expiry | Start the renewal file: visits done, breakdown calls, parts used, open issues | Service manager |
| 75-60 days before | Check cost per contract and decide the renewal price | Service manager |
| 60 days before | Send the priced proposal and the reminder letter | Sales |
| 30 days before | Follow up by phone, log the answer, escalate if no reply | Sales |
| 15 days before | Final reminder, confirm decision date with the customer | Sales and manager |
| Expiry day | Renewed: issue the new contract and invoice. Not renewed: mark lapsed with a reason | Coordinator |
| After expiry | Review lapsed contracts monthly for win-back | Sales |
The day counts in the middle rows are suggestions for you to adjust. Reminder tools commonly let you pick timings such as 30 days, 15 days or closer, by email, SMS or dashboard.
What should an AMC renewal reminder letter contain?
A sample reminder letter template suggests keeping it short and clear:
- Contract number
- Start date and expiry date
- Any change in terms or price, with the reason
- A date by which the customer should confirm
For medical equipment, add the machine model and serial number, and a one-line summary of the work done during the year.
How do you decide the renewal price?
Anchoring the price to last year's number plus a fixed increase hides a problem: you do not know if the contract was profitable. Track the cost of visits, parts and escalations for each contract and use that history in the conversation. It turns "can you give a discount?" into a discussion backed by evidence. This matters most for CMC contracts, where parts are included in the price. For the difference between the two contract types, see AMC vs CMC for medical equipment.
What records should be ready for the customer?
Hospitals and imaging centres often want proof that the contract delivered. A healthcare-focused guide suggests a buyer should be able to see:
- Equipment covered
- Completed work
- Unresolved breakdowns
- Parts charged separately
- Outstanding documents
Keeping these per machine, not per customer, makes the renewal meeting faster and the price harder to argue with.
How Anant AGI helps
In the Anant AGI equipment-service pack, the product code already holds the building blocks: an asset register, AMC contract records, service tickets with SLA, PM visits and dispatch, a spare-parts catalogue, agreement documents and a customer portal. A renewal-expiry detector for AMC contracts is part of the Revenue Recovery design. Tuning that detector, WhatsApp reminders and payment links are listed as still to do, so confirm current status before you rely on them. See the blog for how the same revenue-recovery thinking applies to overdue invoices generally.
FAQ
How early should I send an AMC renewal reminder?
There is no fixed rule. Common practice in reminder tools is staged alerts, for example 30 days and 15 days before expiry, with the renewal process itself starting earlier, around 90 days.
Can I track AMC renewals in Excel?
Yes, for a small number of contracts. It stops working once you need automatic alerts, visit calendars and per-contract cost tracked together without someone manually reconciling three files.
What happens if an AMC lapses?
The customer is not covered, visits stop, and a later renewal often needs a fresh inspection or a new quote. The exact outcome depends on your contract terms.
Should the renewal price change every year?
Not automatically. Use the contract's actual cost history, machine age and parts risk, then decide - a blanket yearly increase ignores whether the contract was even profitable.
Who is responsible for renewals, sales or service?
Both are involved. Service supplies the visit and parts history, sales sends the proposal. Name one person who is accountable for each contract so it does not fall between the two teams.
Sources
- "How to Make AMC Contracts Genuinely Profitable", 90-day workflow and cost-per-contract advice: we4work-elevate.lovable.app
- Groweon, AMC renewal alert timing options: groweon.com
- Nirmitee, AMC vs CMC medical equipment - records a buyer should see: nirmitee.io