To track water purifier AMC renewals, record the AMC start and end date for every customer in one place, build a renewal list that shows who expires in 60, 30, 15 and 7 days, and send staged reminders with a ready quotation. Then collect payment, issue a GST invoice and update the new end date straight away.
Why AMC renewals slip through for small dealers
AMC renewals are recurring revenue, but they happen only if someone remembers the expiry date and contacts the customer in time. Many customers forget, and a busy dealer with installation and service calls can forget too.
Big brands are also raising expectations. Eureka Forbes, for example, offers an app where customers can renew an AMC, see expiry dates and get notifications. Customers are getting used to this. Small dealers compete on personal service, and that works best when a reliable process backs it up.
What to record for every AMC customer
- Customer name, phone number, address and area or landmark.
- Model, serial number and installation date.
- Warranty end date and AMC start and end dates, recorded separately because customers often confuse the two.
- AMC type (service only or comprehensive), what is covered (filters, membrane, pump, SMPS, number of visits) and the amount paid.
- Water source and TDS notes. In many areas, borewell or hard water means more frequent filter and membrane changes.
Step-by-step AMC renewal tracking process
- Record every sale and AMC with the details above.
- Build a renewal pipeline with stages: 60, 30, 15 and 7 days before expiry, expiry day, and lapsed. These timings are a suggestion, not a standard.
- Send staged reminders by WhatsApp or call, not just one on expiry day.
- Send a quotation with the renewal price and plan options.
- Collect payment by UPI or payment link, then issue a GST invoice and a new AMC certificate.
- Update the new end date and schedule the included service visits.
- Follow up on lapsed AMCs at 30, 60 and 90 days with a reactivation offer or visit.
- Review monthly: renewals done, lapsed count and revenue due.
| Stage | Action |
|---|---|
| 60 days before | First WhatsApp message or call |
| 30 days before | Send quotation and plan options |
| 15 and 7 days before | Follow up, offer a visit slot |
| Expiry day | Final reminder, payment link |
| 30, 60, 90 days after | Reactivation offer or visit |
Excel, notebook or software: what works at what size
A notebook or Excel sheet can work for a few dozen customers, and there is nothing wrong with starting there. The limits are that there are no automatic alerts, no payment follow-up, and it is hard to share across staff.
As customer count grows, problems appear: missed expiries, duplicate entries and no service history. Software helps when you need automatic expiry lists, reminders, service tracking and billing in one place. See our guide on RO AMC management software for what to look for.
How to write AMC reminders customers actually welcome
Keep messages short, polite and specific: model, expiry date, what the renewal covers, and the price or quote link. For Tamil Nadu customers, it may help to offer Tamil or Tanglish messages. Treat this as a suggestion and see what your customers respond to.
If you use the official WhatsApp Business API, it needs approved message templates and customer opt-in. Meta’s rules change, so check the current policy. Avoid bulk messages to customers who have not agreed to receive them.
Sample 30-day reminder
Hello Mr. Kumar, your AMC for your RO+UV purifier (installed at Anna Nagar) ends on 30 June. Renewal covers 3 service visits and filter changes as per your plan. Renewal quote: [link]. Reply here to book a visit.
Sample lapsed follow-up
Hello Mr. Kumar, your purifier AMC ended on 30 June. We can schedule a check-up this week and restart your plan. Shall we fix a time?
Pricing and GST basics for AMC renewals
AMC prices vary widely. As an indicative range only, basic service-only plans usually run roughly ₹1,000 to ₹2,500 a year, and comprehensive plans roughly ₹2,500 to ₹5,000 or more. Eureka Forbes advertises plans starting at ₹599 with terms applying. Treat that as a brand entry price, not a typical dealer price.
Price depends on the model (RO, RO+UV, UF, commercial), water quality and TDS, city, number of visits, and whether the membrane and pump are covered.
AMC services are generally taxed as services, typically at 18% GST. Spare parts billed separately depend on the HSN code. Confirm rates and registration thresholds with a CA or on the GST portal. Our guide to water purifier billing covers more.
Common AMC renewal mistakes to avoid
- Reminding only on the expiry day.
- Not separating warranty and AMC dates.
- Skipping scheduled service visits, which makes the AMC feel poor value.
- Running short of filters and spares, delaying service.
- Not tracking unpaid renewals and pending payments.
- Losing customers to other brand technicians without a follow-up plan.
Myth check: AMC is not pure add-on profit. It depends on timely, good service.
How Nixie CRM helps track AMC renewals
Nixie CRM is built for water purifier dealers in India. Here is how its features map to the steps above:
- Customer management: Step 1, keeping records in one place.
- AMC management with expiry tracking: Step 2, the renewal pipeline.
- WhatsApp API reminders: Step 3, staged reminders.
- Quotation and payment follow-ups: Steps 4 and 5.
- GST invoice generation: Step 5.
- Service tracking: Step 6, scheduling visits.
- Inventory for filters and spares: having stock ready for visits.
You can also read about managing RO service customers.
Quick checklist for your next 30 days
- List all customers with AMC end dates.
- Separate active, expiring in 60 days and lapsed.
- Set a reminder schedule and message templates.
- Check filter and spare stock against upcoming services.
- Confirm GST treatment with your CA.
- Review renewal numbers at month end.
FAQ
How do I track AMC expiry dates for hundreds of water purifier customers?
Keep one master list with AMC end dates and sort it by expiry month. Filter for customers expiring in the next 60 days each week. At hundreds of customers, software with automatic expiry lists saves time and reduces misses.
Can I send AMC renewal reminders on WhatsApp in bulk?
Only to customers who have agreed to receive messages. The official WhatsApp Business API needs approved templates and opt-in, and Meta’s rules change, so check current policy.
Should I use Excel or software to track water purifier AMC renewals?
Excel is fine for a few dozen customers if you check it regularly. Move to software when you need automatic alerts, payment follow-up, service history and shared access for staff.
What should a water purifier AMC cover?
Write it down clearly: number of visits, filters, membrane, pump, SMPS, and whether repairs and spares are included. Clear terms prevent disputes.
How do I bill an AMC renewal with GST?
AMC is generally treated as a service, typically at 18% GST, with spares billed separately by HSN code. Confirm rates and your registration status with a CA.
How do I win back customers whose AMC has lapsed or who moved to another brand’s technician?
Follow up at 30, 60 and 90 days with a polite message and a reactivation visit or offer. Ask why they left, and fix issues like late visits. Some customers may stay with the brand, which is fine.
If you want to manage this in one place, start your 7-day free trial at https://app.nixie.in and explore the product at https://nixie.in.