# How to track active service agreements per customer

> A dealership with 600 active service contracts in Excel is a ticking MRR bomb. Here's exactly which data points per customer you need to see in 2 seconds, and how to build that visibility without importing everything manually.

**Source:** https://carruslink.com/en/guides/track-service-agreements-per-customer
**Last updated:** 2026-06-01

## Short answer (TL;DR)

To track service agreements per customer in a dealership, every customer card must show: active contracts, coverage, km status, next charge, billing history, renewal date and upsell flags. CARRUSLiNK ties contracts to customer and car cards automatically, so no customer 'disappears' in a separate Excel tab.

## Why Excel always breaks over time

- Contracts in Excel, customers in DMS, charges in bank, renewals in mail, four places
- When a customer calls, reception can't answer 'do I have a contract?' in under 30 seconds
- Salesperson doesn't know a VIP customer has 2 active contracts and should be offered a third
- Workshop sees no coverage when the customer stands at the counter
- Renewal dates fall out of Excel when someone deletes a row
- Nobody can answer 'how big is our contract MRR this month?' without Excel work

## Build the visibility in 7 steps

### 1. Consolidate on the customer card

All contracts link to one customer card that also contains cars, deals, workshop history and communication. Search by name, plate, phone or company number, find in 2 seconds.

### 2. Show active contracts on top

When the card opens, reception sees immediately: 'X active contracts · next charge June 12 · renewal 03/2027'. No need to click through 4 tabs.

### 3. Per-contract status

Every contract has status (active, cancelled, expired, renewed), coverage (engine, tyres, services), km status and remaining period. Reception can answer 'yes, tyre change is included' on the spot.

### 4. Filter across all customers

Filter: 'contracts expiring within 90 days', 'contracts with failed last charge', 'customers without contract but car < 5 years', 'top 100 MRR customers'. Useful for both sales and service.

### 5. Auto alerts on critical events

Contract expiring in 60 days → alert to salesperson. Charge failed twice → alert to reception. Upsell available → calendar alert at next service. Nothing needs to be remembered manually.

### 6. Per salesperson and per model

Sales manager sees MRR per rep, attach rate per model, churn rate per period. Concrete data for 1:1s with reps, not gut feel.

### 7. Audit log per change

Every change (cancellation, renewal, price adjustment) logged with user and timestamp. GDPR-compliant and useful when a customer disputes.

## What the right visibility gives you

- **Answers in 2 seconds** — Reception can always answer 'do I have a contract?', 'what's covered?', 'when is the next charge?'. Customer trust rises sharply.
- **Targeted sales and service** — Filters for 'expiring soon', 'failed charge', 'high upsell potential' produce concrete call lists every morning.
- **No customers disappear** — Auto alerts before expiry, on payment failure, on upsell opportunity. The pipeline is proactive, not reactive.
- **Real-time MRR** — Sales manager and owner see MRR per salesperson, per model and per period, no Excel work.
- **One source of truth per customer** — No more 4 systems with 4 different answers. One customer card = one truth. Also for auditors and lawyers.
- **Live for the whole team** — Sales, reception, workshop, bookkeeping and owner see the same data. No 'I just sent out a new Excel'.

## Excel tracking vs CARRUSLiNK customer card

| Need | Excel / 4 systems | CARRUSLiNK |
| --- | --- | --- |
| Find customer + contract | 30-90 sec | < 2 sec |
| Show coverage on the spot | Has to call the office | On the card, instant |
| Filter 'expiry in 60 days' | Manual Excel sort | One click |
| Alert on failed payment | Doesn't exist | Auto alert |
| MRR per salesperson | Excel + 30 min | Live dashboard |
| Audit log per change | Doesn't exist | Auto-logged |

_Comparison based on typical Danish independent dealers, Q2 2026._

## Frequently asked questions

### How do I track active service contracts per customer?

Tie contracts, customers, cars and charges to one customer card. CARRUSLiNK does this automatically: when a contract is created on a car sale, it's instantly placed on both the customer and car cards with coverage, km status, next charge and renewal date, searchable in 2 sec.

### Can I import existing contracts from Excel?

Yes. Excel import is part of onboarding. We map customer, car, contract details and billing history. Active contracts continue from day 1, and renewal alerts activate for those nearing expiry.

### What if a customer has 2 cars with separate contracts?

Both contracts appear on the customer card (one per car), so reception and sales see the full MRR per customer and can offer upsell or bundle pricing at the next deal.

### Can the workshop see status without logging into the CRM?

Yes, the workshop calendar shows status flags directly on the booking: 'active contract · engine + tyres' or 'no contract · upsell opportunity'. Reception handles it on the spot.

### How do you calculate MRR?

Live aggregated across all active contracts × monthly price, minus those cancelled or expired. MRR per salesperson, model, period and customer segment available in the dashboard, no Excel.

### Are changes on a contract logged?

Yes, every cancellation, renewal, price adjustment and billing status logged with user and timestamp. Useful both for internal audit and to document with the customer if there's a dispute.

## See the customer card in action

In 30 minutes we show how you find a customer in 2 sec, see all contracts, filter on 'expiry in 60 days' and build weekly call lists straight from the platform.

— CARRUSLiNK · https://carruslink.com/en/guides/track-service-agreements-per-customer