A maintenance agreement is a promise: spring AC tune-up, fall furnace tune-up, every year, without the customer having to call. HVACBossPro keeps that promise for you. Set each plan by minimum days between visits, and every tune-up lands on the Waiting List map the day it comes due, colored not due, due now or overdue. Sign members up online with a card captured, tag them, remind them by text and email, and charge the card on file when the visit is done.
Plans start at $59/month, and maintenance agreements are part of every plan. Recurring tune-ups, the Waiting List map, sign-up forms, member tags, reminders and auto-charge come with the platform, not as an add-on. To see how agreements fit with dispatch, the tech app, estimates and billing, start at HVACBossPro and then dig into the agreement side here.
180 days for a spring AC and fall furnace tune-up, 365 for a yearly plan, 90 for commercial quarterly PM. Each visit comes due on its own.
Every tune-up that came due, on a live map and list, with pins colored not due yet, due now, or overdue past a 7-day grace.
Customers sign up for a plan on your website with a card on file. One click turns the sign-up into a client.
Tag members Maintenance Plan so the office and the techs see who is on an agreement before the phone call or the visit.
Automated reminders and alerts tell members their tune-up is coming. Customers pick the alerts they want.
Charge the card on file when the tech completes the visit, or on a schedule you set. Landlords can get one monthly statement.
Agreements on paper or in a spreadsheet only work when someone sits down and works the list. HVACBossPro does the counting. When a member's minimum days have passed since the last visit, the tune-up appears on the Waiting List map, colored by status, ready to drag onto a van and a day.
Most HVAC shops sell more agreements than they service on time, because tracking who is due lives in one person's spreadsheet. HVACBossPro puts the plan on the address and lets the calendar do the remembering.
At the end of a repair call, from an estimate, or through the website sign-up form with a card captured. One click makes the sign-up a client.
180 days for spring and fall tune-ups, 365 for yearly, 90 for commercial PM. Tag the client Maintenance Plan.
Each visit lands on the Waiting List map when it comes due, and turns overdue after a 7-day grace.
Drag due visits onto a van and day, let reminders go out by text and email, and charge the card on file at completion.
Selling a maintenance plan is the easy part. Getting every member a spring and a fall visit, at the right time, with the right filter on the van, is where most shops fall behind.
Ask an HVAC owner how agreements really run and you will hear the same story: a spreadsheet of members that someone was supposed to call in March, a stack of paper agreements in a filing cabinet, and a member who paid for two tune-ups and got one, because nobody noticed the fall visit never got booked. Then the first cold snap hits, the phone rings off the hook, and the plan members wait in line with everyone else.
The plan belongs on the address, and the due date should be counted by software, not by memory. When tune-ups come due on their own, the slow weeks fill with paid maintenance work and members get the visits they paid for.
HVACBossPro keeps the member, the equipment, the plan and the payment in one place, from the sign-up to the paid invoice.
Every tool here exists to sell more plans, service every member on time and get paid without chasing.
Plans set by minimum days between visits: 180, 365, 90 or whatever your agreement promises.
A live map and list of every visit that has come due, ready to drag onto a van and a day.
Not due yet, due now, and overdue past a 7-day grace, so the oldest visits get booked first.
System type, brand, model, serial, tonnage, year installed, filter size and unit location on the tech's card.
Website sign-up form with a card captured flows into Form Responses. One click converts it into a client.
Add a maintenance plan from your service list to any estimate. The customer approves online.
Maintenance Plan, Commercial and VIP tags, plus custom fields for anything else you track.
Automated reminders and alerts, plus two-way texting with members from the office.
Charge the card on file on completion or on a schedule. Past-due follow-up for the rest.
One client with many addresses. Set to Monthly for one statement covering every rental home.
Quarterly visits at 90 days for buildings with several units, each address on its own line.
Filter the dispatch board by van, auto-route Closest First or Furthest First, and keep one van on tune-ups.
Members see their route spot on a live map, update their card, pay invoices and request service.
Reports and tags show who is on a plan, so you can watch the member list grow or shrink.
Bring your existing members in by CSV. Imported addresses are placed on the map automatically.
Start $59, Pro $89 and Crew $199 per month, with maintenance agreements on every plan.
The Waiting List shows what came due. The office picks a day, drags due visits onto the tune-up van, and auto-routes Closest First or Furthest First from the shop. The tech's phone shows the same order with the equipment, filter size and access notes on each card. When the tech taps Complete, the invoice is created, the card on file can be charged, and the next visit starts counting down. For the full walkthrough, read HVAC Maintenance Agreement Software: The Complete Guide for Heating and Air Companies.
A tune-up goes faster when someone is home, the thermostat is reachable and the dog is put away. Automatic reminders the night before, on-the-way and arrived texts as the tech works the route, and a live map in the customer app tell members when to expect the van. Replies come back to the office through two-way texting. Members can update their card, see invoices, pay online and request service from the same app.
Pick the plan that fits your shop. Every plan starts with a 14-day free trial and no credit card.
Compare plans on the pricing page.
Each plan is set by minimum days between visits. A spring and fall tune-up plan is 180 days, a yearly plan is 365, and commercial quarterly PM is 90. When the days have passed since the last completed visit, the tune-up appears on the Waiting List map on its own.
Pins are colored by status: not due yet, due now, and overdue. A visit turns overdue after a 7-day grace past its due date, so the office can see which members have waited longest and book them first.
Three ways: the tech or office adds the plan to an estimate and the customer approves it online, the office sets it up on the client, or the customer fills in the sign-up form on your website with a card captured. Sign-ups land in Form Responses and one click converts them into a client.
Yes. A card on file can be charged when the tech completes the visit, or on a schedule you set. Landlords and businesses set to Monthly get one statement each month covering every address.
Yes. System type, brand, model, serial, tonnage, year installed, filter size, unit location and access notes show under the address on the tech's phone, so the right filter is on the van before the visit.
Start is $59/month, Pro is $89/month, and Crew is $199/month. Maintenance agreements are on every plan, and every plan starts with a 14-day free trial with no credit card.
Maintenance agreements are one piece of how HVACBossPro runs a heating and air company. For dispatch, the tech app, estimates, landlord accounts and billing, see the full HVACBossPro platform overview.
Practical reading on 180-day and yearly plans, the Waiting List map, the 7-day grace, selling and pricing plans, sign-up forms, member tags, auto-charge, reminders, landlord and commercial agreements, renewals, cancellations and reports.
Plans by days between visits, a Waiting List map of every tune-up that came due, sign-ups with a card captured, reminders and auto-charge. Try HVACBossPro free for 14 days.