---
title: "Annual inspections and service visits"
description: "Service reminder emails start with a recorded deadline; Bombos finds the customer details and gets the invitation ready for you to review and send."
image: "https://bombos.ai/assets/og-en-v2.png"
---

# How does the service reminder email for an annual inspection go out on time?

![Piet Baudoin](https://bombos.ai/assets/team/piet.jpg)By Piet Baudoin, updated September 26, 2026

A service reminder email for an annual inspection starts with a deadline that is written down somewhere; Bombos finds the customer details and the agreements and gets the invitation ready for you to review and send.

Works with your own scheduling software, calendar and accounting package.

The maintenance cycle is the first task, then the same people get more from the work already waiting.

## This is how it goes now, and how it goes with Bombos.

**Now**

**Annual inspections and service visits get squeezed in and fall behind; revenue that was already there evaporates.**

Today, the deadline sits in three places and no calendar: the contract, the receipt from the last visit and the head of the most experienced technician. If you use Jobber, recurring jobs from maintenance contracts are already scheduled there. The lookup work sits outside that schedule: which deadline applies to this customer, where is it recorded and what do you write to them?

**Withbombos**

**The recorded maintenance appointment surfaces and the invitation is ready.**

Well before the deadline, the invitation is ready. Bombos brings together the customer details and recorded maintenance agreements, reads the documents you identify and prepares the text. The proposal shows which agreement was used and what the old receipt says about the previous visit. You review the text and deadline and send the invitation yourself. After your approval, the visit enters your schedule.

**After three months**

After three months, no inspection passes without the customer receiving an invitation. Bombos maintains the register and your office team approves each proposal. Service revenue that used to evaporate now comes in with the same people. By then, your technical team knows how to teach Bombos a task, so they choose the next one themselves.

## What's ready for you then

-   No service visit quietly passes its deadline
-   The invitation is ready well before the deadline
-   Contracts, receipts and history in one proposal
-   Revenue from customers you already have

## Where do you see that?

On the list of proposals in Bombos, the invitation sits with the customer details and the appointments found. The reason shows which recorded agreement is behind this maintenance invitation. You read the deadline next to that agreement and adjust the draft message for this customer. The deadline and the proposed visit time sit separately at the proposal, so you can see which agreement was used for the text. Your contracts do not have to be open beside it.

At "ready for you", the text is waiting for review. "Waiting on your input" means Bombos is asking, for example, which agreement should lead when the documents contradict each other. That question sits with the maintenance visit it is about. Every action with an effect outside Bombos gets recorded in the log. There you can look back at what was done with the invitation and its appointment after you reviewed it.

## How does it start?

It starts with your contracts and old maintenance receipts, in a conversation of about an hour in the first week. We look at where contracts and receipts are kept, which inbox belongs to maintenance and which package holds the appointments. You decide which recorded deadline applies. We go through a maintenance agreement to see which details you need for the invitation.

Bombos then sets the lookup and preparation work at the "proposing" level. You keep your own scheduling package and your existing documents, nothing moves and no training is needed; we fill in the settings together. If you correct the agreement used or the wording of an invitation, that correction is the rule from then on. That is the only way Bombos learns which maintenance agreement belongs in the invitation. If a task type goes well for a while, you decide whether "run after approval" or "run on its own" fits. A message to a customer still needs your approval even then.

The maintenance rhythm is the first task, not the whole offer. We take you along on that first step, and after that your own technical staff teach Bombos the next task. We would rather you did not keep coming back to us. After three months, no inspection goes by without the customer being invited.

## More from your customers, with the same team.

Inviting customers for maintenance is work nobody misses until something goes wrong. In a fast-growing business, the pile of tasks done on the side grows too. The reflex is to hire someone. Bombos helps your current team handle more work, and better work, for less than half a day a week of the person you would otherwise hire.

After maintenance invitations, your own team teaches Bombos the next task. You do not need technical skills. Anyone who reviews proposals every day naturally learns to work with AI, while knowledge that used to live in people's heads gets written down. We guide you through the first step. We do not want you to keep coming back to us.

Leave your number and we call you back to talk through your maintenance agreements and the work still hidden in them.

## What Bombos does, in three steps

1.  ### It reads what comes in
    
    An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
    
2.  ### It drafts the work, you approve it
    
    The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
    
3.  ### It remembers what you decide
    
    Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
    

## What can Bombos not do here today?

Which maintenance deadline applies is for you to decide; Bombos does not read that out of an unclear contract today. An old visit does not yet say when the next one is due. If the technician keeps to a different interval from experience than the contract gives, that is written down nowhere. That is why Bombos interviews you about it: it asks which interval he keeps to, so you can review it and record it for the next proposal. If a visit is already in your package from the contract, an invitation proposal is no reason to schedule that same visit again.

A detail that was found can be misread or incomplete. When in doubt, Bombos puts the question to you instead of guessing a deadline, and the proposal needs your check before it goes into the schedule. No invitation goes to a customer without someone at your company pressing Approve. That limit covers every channel and is technically enforced. You cannot switch it off yourself; only Bombos can, at your explicit request and at your own risk. The next maintenance visit starts with an agreement you can find again.

## Leave your number and we'll call you back to talk through your situation.

A few lines about how things go at your company is enough, or just your number. You won't get a sales pitch but a conversation: what stands out to us, which work could get lighter first at your company and what your team can take on after that. It costs nothing. If we see something worthwhile together, we start with that first piece of work.

## More use cases like this one.

From the same niche, and a few from others.

### [How do you answer a quote request within the hour, even late on Friday?](https://bombos.ai/en/use-cases/quote-requests-after-hours/)

*Planning for installation and technical maintenance*

Every request gets a reply before the customer calls elsewhere.

### [How do you send a quote follow up email after ten days from Outlook?](https://bombos.ai/en/use-cases/following-up-quotes/)

*Planning for installation and technical maintenance*

No quote expires without someone following up.

### [How do you rebuild the schedule for twelve technicians after a sick call at 6:58, with the messages to customers ready alongside it?](https://bombos.ai/en/use-cases/sick-call-reschedule-the-day/)

*Planning for installation and technical maintenance*

After a sick call, the new day plan is ready.

### [Outlook appointment scheduling: how do you settle a time in one email?](https://bombos.ai/en/use-cases/three-emails-for-one-appointment/)

*Planning for installation and technical maintenance*

One email with a fitting time, including travel.

### [How do you fill the gaps that last minute cancellations leave?](https://bombos.ai/en/use-cases/filling-a-gap-in-the-schedule/)

*Planning for installation and technical maintenance*

A replacement is ready for every canceled hour.

### [How do appointment reminders go out for every appointment tomorrow?](https://bombos.ai/en/use-cases/customers-who-do-not-show-up/)

*Planning for installation and technical maintenance*

Every appointment tomorrow has a reminder ready.


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