Snow plowing contract software, from terms to activation.

The contract lifecycle, step by step

1. Draft: write or apply your season terms. Edit freely. No invoice exists yet.
2. Sent: the customer receives the agreement and PlowPilot creates the invoice for it.
3. Signed: customer and business signatures are recorded electronically.
4. Paid: you record the payment you collected by check, cash, transfer or another method. For seasonal service, the full amount must be recorded before the contract is active.
5. Active: the address can be added to a route master.
6. Withdrawn: if a customer backs out before it is finalized, withdraw the agreement rather than leaving it hanging.

Writing terms customers can actually read

Terms are rich text: headings, lists, tables, links, fonts and colors. Use that to make the important parts scannable: the trigger depth, what counts as one push, how walkways are handled, damage reporting windows and what happens when cars block the drive. A table of included services beats a dense paragraph.

Pricing can be seasonal or per push, and you can apply a saved sales tax rate or No Sales Tax. The tax breakdown is shown on the agreement so the customer sees the subtotal, tax and total. PlowPilot calculates with the rate you choose; it does not determine which rate applies to you. Ask your accountant or local tax authority.

Reminders and follow-up

Unsigned or unpaid agreements are the backlog that hurts in December. PlowPilot lets you send reminders from the business so you can follow up without rewriting an email each time, and the contract list shows where each agreement stands.

How customer payments work

PlowPilot does not process your customers’ card payments. You collect your usual way and record the payment with date and method, then optionally email a receipt. Stripe is used only for your own PlowPilot subscription.

Recorded payments feed cash-basis income and collected sales tax reports, plus QuickBooks Online and FreshBooks CSV bank-import files. These are file exports, not a live sync.

Next season without retyping

When the season ends, keep the customer profile and service address and create a new contract with next season’s dates, pricing and terms. Renewals start as editable drafts; the signed original from last year is never altered, and no invoice is created until you send the renewal.