Run your AMC business with Fuzen AMC Hub

This guide is for owners and office staff of an equipment service business (AC, water purifier, DG set and similar) who run annual maintenance contracts in Fuzen AMC Hub. It covers contracts, the visit schedule, breakdown calls, renewals and GST billing. The examples use the demo company Arctic Peak Cooling Services.

Before you start

• You have installed Fuzen AMC Hub and can sign in as the owner.
• Fill in Settings first: company profile, GSTIN, service types, contract types, technicians, invoice numbering and GST rate. Invoices and WhatsApp messages use these values.
• Add your technicians under Settings → Technicians. You pick from this list when you assign visits and calls.

1. Check the dashboard

1. Open Dashboard. Seven cards show what needs attention today: contracts active, contracts expiring this month, visits due this week, overdue visits, open calls, the outstanding invoice balance and your renewal rate over the last 12 months.

2. Use the lists under the cards. Overdue visits, Visits due this week and Expiring in 30 days show the records behind the numbers. New contract and Log a call at the top right open the two most common forms.

2. Add customers, sites and equipment

1. Open Customers and sites → Add customer. Enter the name (required), contact person, phone, email, GSTIN and address, then click Save. Each customer row has an Add site button for each location you service.
2. Bring in your equipment from Excel. Open Equipment → Import from Excel and choose an .xlsx, .xls or .csv file whose first row holds the column names.
3. Map your columns. The app matches columns it recognises (a column named Brand is matched to Make, for example). For any column it can't match, pick it from the list yourself. Make and Serial number are required.
4. Click Import rows. You'll see how many rows were imported. Rows whose customer or site doesn't match an existing record are still imported, without a site link, and listed with their Excel row number and the reason. Find them on the Equipment page with the Not linked to a site filter.

The preview table on the mapping screen shows dates as Excel numbers (for example 45617.0001). The imported records get the right dates.

Need a sample file? Equipment → Download demo Excel builds one from your customers and sites.

3. Create a contract and its visit schedule

1. Open Contracts → New contract.
2. Fill in the contract. Choose the customer and site, the contract type (comprehensive, non-comprehensive, labour only or warranty extension), the service type, start and end dates, the value before GST, visits per year and payment terms. Tick the equipment the contract covers. Under Assign visits to, pick the technician.
3. Click Save contract. The app creates the visit schedule from Visits per year: 4 visits a year gives one visit every 3 months from the start date, all with status Scheduled.
4. Open the contract (Open on its row) to see its details, the covered equipment, the visit schedule and any invoices.

4. Work through the visit schedule

1. Open Visits. Due this month lists only visits due in the current month, grouped by technician. Other tabs: Overdue, By month, Upcoming and Completed. Use All technicians to show one person's visits.
2. Remind the customer. WhatsApp opens WhatsApp in a new tab with the customer's number and a message filled in: customer, service, site, due date and technician. Review it and press send yourself. The app never sends WhatsApp messages on its own.
3. Complete a visit. Click Complete, check the date and technician, edit Work done (it comes filled in with the usual checklist for that service), add Parts used and attach photos. Click Mark completed. The visit moves to Completed. The contract's other visits stay as they were. To see the photo, use View on the completed visit.
4. Reschedule when the customer asks for another date. Enter the new date and a reason. The visit moves to its new month.
5. A visit still scheduled after its due date shows as Overdue on the Visits page and on the dashboard.
6. Read the daily digest. Every morning at 07:00 IST the app owner gets a digest by email and as an in-app notification (the bell at the top right). It lists overdue visits, visits due in the next 7 days, contracts expiring in 30 days, open calls and the outstanding amount, so you can plan the day before opening the app. The email is sent from the owner's connected Gmail account, so connect Gmail once to get a clean digest email.

5. Log breakdown calls

1. Open Service requests → Log a call. Choose the customer and site. The app suggests the live contract for that site. Choose Out of contract if none applies.
2. Check the coverage line before saving. A call under a live contract shows Covered: included in the contract, no invoice. A call out of contract shows Chargeable, with a field for the charge before GST.
3. Assign a technician and click Save call. The call gets the next call number.
4. Track calls on the Open calls, Resolved, Chargeable and All tabs. Use Update to change status or technician and record the resolution. Chargeable calls show Raise invoice, or Invoice once one is raised.

6. Renew contracts

1. Open Renewals. The tabs list contracts ending in 30, 60 and 90 days, plus Expired, not renewed and Renewed.
2. Click Renew. Enter the Price change % and the new value is calculated (10% on ₹36,000 gives ₹39,600). Check the new start and end dates, visits per year and technician.
3. Click Renew contract. The app creates the next contract with its own visit schedule and marks the old one Renewed.
4. Send a renewal quote. Click Quote PDF, check the price change, dates and visits per year, and click Download quote PDF. The PDF shows the current and renewal period, visits per year, the new value, GST and the total, and says the quote is valid until the contract ends.

7. Bill contracts and chargeable calls

1. Open Billing → Raise invoice. Choose Contract (AMC) or Chargeable service call and the record. The description and taxable amount fill in. The GST rate comes from Settings. The dialog shows the CGST/SGST split, the total and the invoice number that will be used.
2. Click Save and download PDF. The invoice is saved, the PDF downloads and the next invoice gets the next number.
3. Record payments. On an invoice row click Record payment, enter the amount, date, mode and reference, then Save payment. A part payment lowers the outstanding total by that amount, and the invoice stays on the Outstanding tab as Part Paid until it's paid in full.

The app doesn't take online payments. Record each payment you receive by bank transfer, UPI, cheque, cash or card.

8. Reports and CSV export

1. Open Reports and set the date range at the top right.
2. Choose a report: Visits per technician, Contract revenue by month, Renewals won and lost or Equipment by make.
3. Click Export CSV to download visits_per_technician.csv, with one row per visit: technician, due date, status, completion date, customer, site, contract, work done and parts used.

You should now see

• The dashboard numbers match your contracts, visits, calls and invoices.
• Each new contract has its visits on the Visits page.
• Completed visits keep their notes and photos. Paid and part-paid invoices lower the outstanding amount.

Troubleshooting

Problem: an imported unit shows "Not linked to a site". The customer or site name in your file didn't match an existing record. Open Equipment and filter Not linked to a site to find these units.

Problem: the digest email starts with an error line. Gmail isn't connected, so the platform mailer sent it instead. Connect Gmail once and the next digest comes from your own account.

Problem: a save fails with "HTTP 500". Your sign-in may have expired. Reload the page, sign in again and repeat the step.