Why property maintenance plans work
A property maintenance plan is a retainer: scheduled walkthroughs for each property, the small fixes done on the visit and a discount on the bigger work orders.
Landlords and property managers want one call that gets things fixed. A retainer gives them scheduled walkthroughs that catch small problems early, filters and detectors checked on time, and a set rate for the rest, and gives you steady work you can plan routes around.
Three tiers to offer
Three tiers give the customer a choice that is not yes or no.
| Tier | What it includes | Example price | Billed monthly |
|---|---|---|---|
| Quarterly walkthrough | A walkthrough every three months; Filters and smoke detectors checked; Written report with photos | $470 a year | $39 a month |
| Monthly | A visit every month; Small fixes done on the visit; 10% off work orders | $1,575 a year | $131 a month |
| Monthly plus | A visit every month; Small fixes done on the visit; 15% off work orders; Priority on turnovers | $1,650 a year | $138 a month |
Worked out with the maintenance plan calculator using 1.5 hours on site and 0.5 hours driving a visit, $25 of filters and small parts a visit and $1,000 of work orders a property buys a year and a labor cost of $25.66 an hour: the BLS May 2025 national median wage for handymen, $23.84, plus the 7.65% employer payroll tax. Overhead is 15% and profit 20%, the calculator's starting values. Change any of them in the calculator below.
What to put in the plan terms
Write the terms down before the first customer signs, and use the same words on your site, the estimate and the invoice:
- Which properties and units are covered
- What counts as a small fix and the time limit on the visit
- Materials: included or billed
- Billing per property, renewal and cancellation
- How work orders are approved
A sales script that does not sound like one
The best moment to offer a plan is right after a good visit, while the customer is looking at the work. Here is how it can go:
- You: The turnover is done. The report and photos are in your email.
- Customer: Thanks. I have three more units that need someone to keep an eye on them.
- You: Most of our owners put each property on a monthly plan. We walk it, change filters, fix the small things on the visit and take 10% off bigger work.
- Customer: Can I start with one?
- You: Yes. I will send the plan for this property today and add the others when you are ready.
Say the price as a monthly amount, and offer to add it to today's invoice. Then stop talking.
Price your own plan
The examples above are national numbers. Your plan price should come from your own labor, drive time, parts and overhead. The calculator above does that math for any trade: visits, hours, parts, the member discount and your margin.
Launch this plan in Koira
Maintenance plans are part of Koira's Front Office plan, $499 a month flat. Koira offers the plan on your site, on the estimate and on the invoice, bills the card on file monthly or yearly, and books each visit when it comes due, so plan visits land on your day with everything else. See how maintenance plans work in Koira, or start on Front Office.
On the free Office plan you can still sell the visits one at a time with estimates and invoices.
Sources
- BLS Occupational Employment and Wage Statistics, May 2025 national data (Maintenance and Repair Workers, General), checked October 8, 2026
- IRS Topic 751, Social Security and Medicare withholding rates, checked October 8, 2026
- ENERGY STAR, maintenance checklist, checked October 8, 2026
Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.