Forth SystemsForth Systems

LANDSCAPING · SYSTEM

AI maintenance contract renewal automation

IN SHORT

Every maintenance contract carries an end date, a renewal window and an uplift rule. The system works the calendar so renewals go out early, priced correctly, and get chased until answered.

Where renewal revenue leaks

Contracts roll on at last year's price because nobody raised the uplift, or lapse quietly because the renewal letter was late. Both are pure margin, and both are calendar problems rather than sales problems.

How the workflow runs

Contract terms, values and uplift rules are held centrally. Ahead of each renewal window the system drafts the letter with the new price, attaches the season's service record and photo evidence, and queues it for approval. Non-responses are chased on a schedule and escalated to the account owner.

Evidence sells the renewal

Attaching the visit history and before-and-after photos from the season turns a price increase conversation into a value conversation, and it costs nothing extra once the capture workflow is running.

What you get

  • Central contract register with renewal windows and uplift rules
  • Renewal letters drafted early with service evidence attached
  • Automatic chasing and escalation of non-responses
  • Renewal-rate and uplift reporting by contract and account manager

Questions we get asked

Can it apply different uplift rules per client?
Yes. Rules can be fixed percentage, index-linked or manual per contract.
Does it send letters itself?
Only after approval, unless you explicitly allow automatic sending for a defined contract group.

Keep reading

TRUST & CREDENTIALS

How we work, and what stands behind it

This page is maintained by Forth Systems. Everything listed below describes our own team, hosting choices and the technologies we build on — it is a statement of practice, not an independent certification or an endorsement by the vendors named.

UK team & data residency

Who builds it, and where your data sits while they do.

  • UK-based engineers

    Edinburgh-headquartered. Every system is designed, built and supported by our own UK-based engineering team — no offshore delivery pool.

  • UK / EU hosting by default

    Applications and databases are provisioned in UK or EU regions unless you require otherwise, with encryption in transit and at rest.

  • Human-in-the-loop by design

    Every AI system we ship keeps a manual override. Nothing irreversible happens without an operator able to review, edit or stop it.

  • Audit trails as standard

    Automated actions are written as first-class records — who or what did it, when, against which input — so operations stay evidence-ready.

Systems we build on

The platforms our systems run on. These are the technologies we deploy and support — not sponsorships or reseller badges.

  • OpenAI, Anthropic & Google models

    Model-agnostic delivery. We route each workload to the model that fits it on cost, latency and accuracy, and can switch without a rebuild.

  • Supabase & Postgres

    Row-level-security Postgres as the operational spine under every platform we run.

  • Stripe payments

    Payment capture, checkout and reconciliation wired directly into job and permit workflows.

  • Xero, Sage & HubSpot integrations

    Production integrations into the finance and CRM systems UK operators already run, so automation lands where the business keeps its records.

Streetworks & industry credentials

Operational domains we build in daily, with the sector systems we integrate against.

  • DfT Street Manager integration

    Our Kerbco permit chain creates and tracks streetworks permit applications against DfT Street Manager and local highway authority processes.

  • NRSWA-aligned workflows

    Permit, reinstatement and traffic-management workflows built to the New Roads and Street Works Act process contractors are inspected against.

  • Traffic management planning

    Roadplan produces signing and guarding layouts for council submission and for the crew installing them on site.

  • Operator-built, not consultancy-built

    We run streetworks and plant operations ourselves. Every platform started as a system we needed in our own business.

Insurance certificates, registration numbers and security documentation are available on request — ask the team.