AMC and renewal register format in Excel
One row per contract or warranty: cover, end date, visits promised and done. Contracts ending in 60 days turn amber.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Customer and site | Contact person and phone | Equipment | Installed on | Cover | Start date | End date | Amount | Invoice and payment | Visits promised | Visits done | Breakdown calls | Renewal status | Next action date | Days to end | Remarks |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Sai Sweets, Sector 18, Noida | Mr Bhalla, 98xxx 12045 | Deep freezer, DF-400, S/N 7H2291 | 9 Nov 2024 | Comprehensive AMC | 30 Oct 2025 | 30 Oct 2026 | 9,500 | INV 0931, paid | 4 | 3 | 2 | Quote sent | 12 Oct 2026 | fills itself | One visit pending. Do it before the call. |
| Green Valley RWA, Indirapuram | Office, 97xxx 60318 | Water cooler, WC-150, S/N 55K801 | 16 Aug 2025 | Non-comprehensive AMC | 25 Sept 2025 | 25 Sept 2026 | 6,000 | INV 0902, paid | 3 | 3 | 1 | Quote sent | 10 Oct 2026 | fills itself | Cover has ended. Visits are chargeable now. |
| Bright Minds Coaching, Rohini | Ms Arora, 99xxx 44872 | Split AC 1.5 T, S/N A91K3320 | 25 Oct 2025 | Warranty | 25 Oct 2025 | 25 Oct 2026 | 0 | 0 | 1 | Not due | 11 Oct 2026 | fills itself | Warranty ends soon. Offer the first AMC. | ||
| Shanti Residency, Raj Nagar | Mr Tyagi, 98xxx 80097 | Lift door operator, LD-2, S/N 0098 | 23 Apr 2024 | Comprehensive AMC | 12 Jun 2026 | 12 Jun 2027 | 28,000 | INV 1014, paid | 12 | 4 | 0 | Not due | fills itself | ||
| Naveen Gupta, Vaishali | 96xxx 31150 | RO purifier, RP-9, S/N R7712045 | 1 Aug 2024 | Comprehensive AMC | 5 Sept 2025 | 5 Sept 2026 | 3,200 | INV 0877, paid | 3 | 3 | 1 | Lost | fills itself | Moved out of the city. |
- Red row: The cover has ended and the contract is neither renewed nor closed.
- Amber row: The cover ends within 60 days: start the renewal.
- Green row: Renewed.
The columns, and what to write in each
- Customer and site
Name and address of the site.
- Contact person and phone
Who to call.
- Equipment
Make, model and serial number.
- Installed on
Installation date.
- Cover
Decides what is free and what is billed.
WarrantyComprehensive AMCNon-comprehensive AMC - Start date
First day of the cover.
- End date
Last day of the cover. Every reminder counts back from it.
- Amount
AMC value. Leave empty for a warranty.
- Invoice and payment
Invoice number, paid or pending.
- Visits promised
How many in the contract.
- Visits done
A count. The dates are in the service log.
- Breakdown calls
A count.
- Renewal status
Your follow-up list.
Not dueQuote sentRenewedLost - Next action date
A date. A contract without one is forgotten.
- Days to end
Fills itself. A minus number means the cover has ended.
- Remarks
What was said, or the reason if lost.
How to keep it
- Enter one row for every machine under warranty or AMC. The contract covers a machine, not a customer.
- After every service visit, raise "Visits done" by one. Keep the details in your service log.
- Every Monday, read the amber rows: contracts and warranties ending in the next 60 days. Do the step that is due.
- Before a technician goes out, look up the customer here: is the cover still running?
- A renewal is done when the invoice is paid. Until then the status stays "Quote sent".
Free to use and to change. No macros, nothing to install.
AMC renewals: how service businesses lose money already earned
Four quiet ways a service firm loses AMC income, the register that shows every contract and visit, and a renewal routine that starts 60 days early.
People also look for this as: AMC register format in Excel · AMC renewal tracker · service contract register
