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HVAC maintenance agreement software

Don't let a maintenance plan lapse without you noticing

Plans are the steady income in an HVAC shop. They're also the easiest thing to lose in a spreadsheet.

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By Dave Wright, founder of DuctWright. Updated September 19, 2026.

One plan, one unit

Each agreement belongs to a piece of equipment. You set the plan name, the visits per year, the yearly price, and the start and renewal dates. Open the unit and you see the plan next to its quotes, jobs and invoices.

A maintenance agreement page showing the Comfort Club plan, price, term and scheduled visits
A maintenance agreement with its visits. Demo data.

Visits that don't get forgotten

DuctWright lists every visit the plan promises. Schedule one and it becomes a job on your calendar. Mark it complete when the tech is done. You always know how many visits are left.

A reminder before renewal

About 14 days before a plan renews, DuctWright sends the customer a reminder by email. If you've connected your own Twilio number, it sends a text too. It sends one reminder per term, and it keeps trying until one goes through.

What it doesn't do

  • It doesn't charge customers for a plan. You bill and collect the way you do today.
  • A plan doesn't renew itself. The reminder asks the customer to contact you.
  • There's one reminder per term, not a series.

Keep reading

Questions

Can I track more than one plan per customer?

Yes. Each plan attaches to a specific unit, so a customer with two systems can have two plans.

Does DuctWright bill customers for their plan?

No. You bill and collect the way you do today. DuctWright tracks the plan, the visits and the renewal date.

When does the renewal reminder go out?

About 14 days before the renewal date, by email. It also goes by text if you've connected your own Twilio number.

What happens if a reminder fails to send?

DuctWright tries again the next day until one goes through.

Are HVAC maintenance agreements worth it?

For most shops, yes. They bring steady income between busy seasons and give you a reason to see each customer once or twice a year. For customers, they can mean regular tune-ups and sometimes priority service. The value depends on the plan's price and how well you deliver the visits.

What should an HVAC maintenance agreement include?

List the covered equipment by make, model and serial number. Say how many visits a year and what each visit includes. Add the price, the start and renewal dates, and how to pay. State what isn't covered, such as repairs and parts, and how to cancel.

Try it on your own customers

Add a customer and their equipment. See the unit's whole history in one place.

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