For HVAC shops
Maintenance agreement software for HVAC shops
Two-visit plans are the backbone of the shop: spring A/C, fall heat. And every spring the same scramble. Which Gold customers have not had their first visit? Which plans quietly ran out in February? Where is the spreadsheet? The week itself is put together the same way — a whiteboard, a Sunday night, and a group text telling everybody where to be.
Service Almanac runs the week for HVAC shops — every job on the board with a time and a technician, and each technician’s day on their phone — and keeps the agreement book on the same screen: every plan tracked with its price and renewal date, both visits on the schedule the day you sell it, every customer reminded when their tune-up is due.
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Two visits, scheduled themselves
Sell a two-visit plan and both visits schedule themselves off the agreement. When the season flips, the Due List already knows who is owed spring A/C and who is owed fall heat.
Both units on file
The furnace and the condenser sit on the property with brand, model, serial, and where to find them, plus every visit either has had. Last year’s notes are in the technician’s hand before they knock.
Renewals before the season
Plans surface 90, 60, and 30 days before they run out, with a renewal email drafted from that customer’s real history. Mark it renewed and next year’s visits appear.
Your tiers, your names
Bronze, Silver, Gold ready on day one, or rename them to what you actually sell: Comfort Club, Priority Plan, whatever is on your fridge magnets. Your prices, your visit counts, your terms.
Your book imports itself
Paste the spreadsheet in whatever shape it is. AI reads it, shows you what it found, and flags anything it was not sure about. A 100-plan book takes about 30 minutes.
The week on one board
No-cool calls and tune-up visits land on the same schedule — one day split into a column per technician, unassigned jobs where you cannot miss them. The office plans from a desk; each technician opens their phone and sees where to go, what is on site, and last year’s notes, without calling in.
For example
A plan the way you sell it
Gold Plan · $349/yr · 2 visits
Spring A/C, fall heat. The furnace and the condenser are both on file, the two visits schedule themselves off the agreement, and last year’s notes are in the technician’s hand before they knock.
That is one shop’s example, not a template you have to fit. A plan here is whatever you sell: a price, visits a year, the equipment it covers, and a date it runs out.
Asked and answered
Common questions
Can a plan include two visits a year?
Yes, and that is the normal case in HVAC. Each plan sets its visits per year, and every visit generates on the schedule automatically. One visit, two, or more, the Due List tracks them all.
What happens when a plan renews?
The plan shows up on the renewal radar 90, 60, and 30 days out, with an email drafted from that customer’s equipment and history for you to review and send. Mark it renewed and next year’s visits appear automatically.
We have no time to babysit software in the busy season.
That is the design constraint. One person keeps the book, it works from a phone, and it takes minutes a week. The due list and the reminders run themselves; you step in to send an email or mark a visit done.
How do I get my current list in?
Paste your spreadsheet in as it is, messy columns and all. AI structures it and shows you what it found before anything is saved. Or add customers one at a time if the book lives in a planner.
We run on a spreadsheet, a whiteboard, and a group text. Is this too big a jump?
It is the jump it was built for. Nothing has to be unplugged first, because there is no other system in the way. Paste in the spreadsheet you already keep, rename Bronze, Silver, and Gold to whatever is on your fridge magnets, and the plans start generating their own visits. The week moves off the whiteboard onto the board, and your technicians open Today on their phone instead of waiting on a text. Nothing to install.
Does it handle the repair calls between tune-ups?
Yes — the everyday work runs here in full: the week on one schedule board, the day split by technician, jobs, quotes a customer can approve from a link, and invoices that go out by email. Tune-up visits from the plans land on the same board as the no-cool calls.
Try it with your own book
Start your free trial. No credit card, no password, and most books are imported the same day.
14-day free trial · No credit card · Start with your email, no password