How To Manage HVAC Maintenance Contracts: A Complete Guide

Maintenance agreements are the key to growing your revenue and keeping it predictable and recurring. A maintenance agreement is a service contract that ensures your clients will continue to purchase from you. It’s an affordable way to ensure that your company can continue growing and prospering.
HVAC Maintenance Contracts will help you increase your revenue per customer and increase the number of customers who stay with you for the long term. A study conducted by Bain & Company found that a 5% increase in the retention rate of existing customers can lead to a rise in profit of between 25% and 95%.

But it’s important to find a balance between existing customers and new customers. If you focus too much on existing customers and don’t try to get new ones, then you risk going out of business when those existing clients stop buying from you. On the other hand, if you only focus on getting new clients and not caring about the ones who already do business with you, then you may end up getting bored with your work or even losing touch with what matters most to those clients. And then they might leave too! So finding that balance is critical: make sure each group gets what they need from you so that everyone is happy!
At the same time, you need to manage HVAC maintenance contracts in an efficient way to make sure that you are keeping your existing customers satisfied with exquisite services while at the same time gaining new customers.
There are issues you may be facing with recurring visits or service agreements.



  • Last-minute emergency appointments are expertly scheduled in between regular customers.
  • Finding resources to help run your business efficiently and profitably
  • Having to keep track of every single customer’s service history, contact information, and invoices in a Google spreadsheet format
  • Not being able to let clients know about upcoming service reminders via text message or email
  • you are struggling to make time for ancillary tasks like order fulfillment, billing, and client follow up because you are so busy with repairs.

In this blog, we shall discuss how to handle one part of your job, i.e., HVAC maintenance agreements, and give the best tips for HVAC maintenance contracts.

1. Track HVAC Maintenance Contracts Accurately

It’s easy to make mistakes when you are sending out service agreements and invoices. you are not alone. In fact, most businesses forget a client is due for a visit and accidentally bill them when they shouldn’t be billed. You might realize that you’ve serviced a client a few times extra and forgotten the schedule, and now They are getting charged for services they shouldn’t be getting.

It also takes time to send out all these bills and track who has paid what, which means you can lose track of who owes what or who has already paid their bill. When your clients schedule recurring visits, it can be easy to forget to update your records.

All of these mistakes can cause issues with your cash flow and client satisfaction—and potentially even put your company at risk for legal action.

The solution is to track customers and their information properly. It must be accessible to every member of your team at all times.

But keeping all of that straight can be tough, especially when it’s not digitized and information is not accessible from everywhere. You don’t want your techs to be carrying around paper records or making trips to the office every time they need information on a customer. You want them to know everything about each account They are working on, but when your records are on paper or only at the office, there’s no way for them to check in and make sure they have everything they need for any given visit.

Luckily, there’s a solution! Your team will be able to easily manage all their service agreements so they know exactly what they’ve done for each client, when they did it, and when it needs to be billed. All you need is HVAC service agreement software with customer management features.

Even better, many software programs, such as ZenTrades, automatically send out invoices for the appropriate time period, so you won’t have to worry about sending bills out too soon or forgetting about them entirely. You also get the reports of the service agreement programme with up-to-the-minute reports.

2. Maintain The Quality Of Service

We know that it can be frustrating when we forget to bring something to a job, or we show up to service a system and forget that we promised a complimentary tune-up, or we forget a replacement part.

You can start with an HVAC maintenance checklist for each client. Every HVAC system is unique, and therefore, your technicians must have a thorough understanding of every client’s unique HVAC requirements. Keeping an HVAC maintenance checklist for each client can help personalize your service to their system and requirements. The checklist should include:

  • The type of system you are servicing (split, heat pump, etc.)
  • Any problems or issues with the equipment (leaking lines, clogged filters)
  • The age of the equipment (if it needs upgrading)
  • Any special instructions from the owner or customer

Keeping track of what needs to be done on each visit is easier with a checklist. It’s also helpful if you have multiple people working in the field because they can refer back to the checklist if They are unsure of something on the job site using mobile apps. Another great benefit is that having all this information in digital form rather than pen and paper is a huge time and energy saver. Multiple techs can work on a job without confusion because they know exactly what they need to do by looking at their checklist instead of relying on instructions from another tech who may have forgotten something important!

3. Establish A Healthy Balance Of Existing HVAC Maintenance Contracts And New Leads.

When you are looking to create a balanced mix of existing HVAC maintenance contracts and new leads, it’s important to remember that both are equally important. Helping new customers is an essential part of your business growth strategy, but you can’t forget about the customers who have already invested in your services.

You need to be able to manage both with equal care and attention, but with limited resources and manpower, it can be hard to find the time.
If you are like most small business owners, you’ve got enough on your plate and do not have time to take care of the administrative tasks that come along with running your company. If you are not getting those tasks done quickly and effectively, you could end up losing out on revenue opportunities, or worse, losing customers altogether.

That’s why we think it’s important for businesses to use HVAC service management software in order to streamline their operations and free up time so they can focus on growth. HVAC software helps you manage customer relationships and service schedules so that you can stay organized, save time on tedious tasks like scheduling appointments and managing billing records, and increase customer satisfaction by providing high quality services every time.

If you are looking for a way to automate the tedious tasks of HVAC service contracts and other activities like scheduling, invoicing, customer management, etc., you need an all-in-one HVAC software like ZenTrades. ZenTrades will save you hours every day, so you can spend more time focusing on what matters most: getting new business and keeping your clients happy!

4. Effective Scheduling

If you are not using scheduling software to manage your recurring visits, you are likely wasting time and money.

You could be scheduling your recurring visits in a spreadsheet or on Google Calendar, but that’s inefficient—and it doesn’t even work for quarterly or monthly visits. 

Scheduling software doesn’t let you miss a visit and keeps your team ahead of schedule. It also optimizes the scheduling of technicians, so They are not left waiting around for hours on end without getting paid. Moreover, scheduling software can help you plan recurring visits that are ahead of time, including quarterly or monthly visits. You’d never be able to do that with paper!

ZenTrades is a great tool for HVAC service companies to keep track of their customer agreement schedules. It provides reminders of what’s coming next and tells you when any service agreement is close to its expiry. This helps field service companies to plan accordingly and sustain more customers with advance renewal pitches.

5. Make Special Offers To Customers.

We know it’s not easy to get customers to buy a HVAC maintenance agreement. But when they do, it’s a win-win situation: you get more recurring visits and they get hassle-free HVAC annual service.

You can offer discounts on recurring visits if they sign an agreement with you, which will make it more likely that they’ll sign one in the first place.Moreover, you can create customizable service agreements with your customers.

If you want to know what should be included in a maintenance contract, here is our blog with all the necessary sections your maintenance agreement proposal should include for maximum productivity.You can leverage commercial HVAC maintenance agreement templates to create a professional agreement and sign deals.


Let’s face it: your customers are everything. They are your lifeline, your revenue source, and the reason you are even in business to begin with. But getting them isn’t always easy—especially if you don’t have a plan for how to keep them coming back for more.

That’s where HVAC maintenance contracts come in. They are the perfect way to ensure that your customers stick around even after they’ve made their first purchase, and we can help you set them up so that everyone wins: You get consistent revenue from your best customers, and they get peace of mind knowing their property is in good hands going forward. 

We have provided the best tips to manage your HVAC service agreement. So that you are able to manage recurring visits, with limited human resources and without compromising new leads.

HVAC maintenance agreement software plays an important role in ensuring that you are capable of pulling this off.

Check out the features of HVAC maintenance software by ZenTrades and book a free demo.

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