Service agreements are the backbone of a profitable HVAC business, but managing them manually — tracking renewals in a spreadsheet, scheduling tune-ups by memory, and chasing payments by phone — is a nightmare that costs you agreements. If you’re exploring this area, our Best Proposal Software for HVAC and Service Contractors guide covers it in detail.
Here’s the software that manages your agreements automatically so you can focus on selling and servicing them.
The Agreement Management Landscape
ServiceTitan — Best Dedicated Agreement Management
ServiceTitan treats maintenance agreements as a first-class feature. Every agreement customer has a dedicated profile showing plan details, next service date, renewal date, payment status, and all work history. We break this down further in How to Manage HVAC Service Agreements Digitally. The system automatically:
- Schedules tune-up visits based on the agreement terms
- Sends renewal reminders at configurable intervals
- Tracks agreement revenue separately in reports
- Applies agreement discounts automatically on repair invoices
- Reports on renewal rates, conversion rates, and agreement profitability
For shops with 200+ agreements, this level of automation is essential. Manual tracking at that volume is a full-time job.
Best for: Shops with 10+ techs and growing agreement portfolios Cost: Part of ServiceTitan (custom quote; ServiceTitan does not publish prices, see its pricing page)
FieldEdge — Strong Agreement Tracking
FieldEdge has been managing service agreements since the 1990s. Their agreement module handles recurring billing, automated scheduling, renewal tracking, and discount management. The QuickBooks integration ensures agreement revenue is properly categorized in your books.
Best for: Mid-size shops wanting agreement management without ServiceTitan pricing Cost: Part of FieldEdge (custom quote; FieldEdge does not publish prices, see its pricing page)
Housecall Pro — Agreement-Capable with Workarounds
HCP doesn’t have a dedicated agreement module, but you can manage agreements through:
- Recurring jobs: Set up biannual tune-ups as recurring jobs that auto-schedule
- Customer tags: Tag customers as “Bronze Agreement,” “Silver Agreement,” etc.
- Custom pricing: Apply agreement discounts manually or through saved services
- Email automation: Send renewal reminders through HCP’s marketing tools
It works for shops with under 200 agreements. Past that, the manual aspects become burdensome.
Best for: Small shops with under 200 agreements Cost: Part of Housecall Pro (checked Oct 29, 2026, per its pricing page: Basic $59/month, Essentials $149/month and Max $299/month on annual billing)
Jobber — Similar Workaround Approach
Jobber handles agreements similarly to HCP — through recurring jobs, client tags, and manual tracking. The client hub lets agreement customers see their plan details and upcoming service dates, which is a nice touch.
Best for: Budget-conscious shops with under 150 agreements Cost: Part of Jobber (checked Oct 29, 2026, per Jobber’s pricing page: Core $29/month and Connect $99/month on annual billing; higher tiers are listed there)
Zuper — Emerging Contender
Zuper is a newer field service platform with strong recurring service management. Purpose-built contract and agreement tracking with automated scheduling, billing, and renewals. Worth evaluating if agreement management is your primary concern.
Subscription Billing Tools
If your FSM doesn’t handle recurring billing well, supplement with:
Stripe Billing (0.7% of Billing volume on top of standard processing) Per Stripe’s pricing page, domestic cards are 2.9% + 30 cents, ACH is 0.8% capped at $5, and Billing pay-as-you-go adds 0.7% of Billing volume. Set up monthly auto-pay subscriptions for maintenance agreements. Customers enter their card once, get charged monthly, and you see failed payments immediately. Stripe handles the billing; your FSM handles the service scheduling.
GoCardless Direct debit / ACH payments for agreements. Fees are set by GoCardless, so check its current rates. Direct debit generally costs less than credit card processing and has lower failure rates than card-on-file. Popular for recurring billing in service businesses.
Setting Up Agreement Management That Works
Step 1: Define Your Plans
Create 2-3 clear tiers (Bronze/Silver/Gold or Basic/Standard/Premium). Each plan should specify:
- Number of tune-ups per year
- Discount percentage on repairs
- Priority level for scheduling
- Any included services (diagnostic fee waiver, IAQ check, etc.)
- Pricing and payment terms
Step 2: Configure in Your Software
In ServiceTitan/FieldEdge: Create each plan as a service agreement template with all terms, pricing, and schedule built in.
In Housecall Pro/Jobber: Create recurring job templates for each plan’s tune-ups, set up customer tags, and configure automated reminders.
Step 3: Set Up Billing
Choose your billing approach:
- Annual upfront: Simpler to manage, higher churn at renewal
- Monthly auto-pay: Better retention, requires subscription billing
- Offer both: Let customers choose, default to monthly
For monthly auto-pay, connect Stripe or use your FSM’s built-in recurring billing (if available).
Step 4: Automate Renewals
Set up a renewal sequence:
- 90 days before expiration: Internal alert to review the customer’s account
- 60 days before: Customer receives “Your plan is renewing soon” email
- 30 days before: Follow-up with any pricing changes
- At expiration: Auto-renew for monthly payers / renewal confirmation for annual payers
- 7 days after lapse: Personal call: “We noticed your plan expired. Want to renew?”
Step 5: Track and Optimize
Monthly, review:
- New agreements sold
- Agreements renewed vs. lapsed
- Renewal rate (target: 85%+)
- Revenue per agreement customer
- Seasonal scheduling efficiency (are tune-ups batched efficiently?)
Agreement Scheduling Best Practices
Batch by Zone
Schedule tune-ups geographically. Week 1: north side agreements. Week 2: east side. This maximizes tech efficiency during maintenance season.
Off-Peak Priority
Schedule agreement tune-ups during your slow months (March-April for AC, September-October for heating). This fills your schedule when demand is lowest and frees up capacity during peak emergency season.
Multi-System Bonus
Customers with both AC and heating agreements should get both tune-ups during the same season if possible — or one visit per season. This reduces truck rolls and increases customer convenience.
Reminder Calls
Even with automated scheduling, a personal call or text confirming the tune-up appointment reduces no-shows: “Hi Mrs. Chen, your spring AC tune-up is scheduled for Thursday at 10 AM. Is that still good for you?”
The Financial Impact
A well-managed agreement program transforms your business:
500 agreement customers at $249/year:
- Agreement revenue: $124,500/year
- Additional repair revenue from agreement customers: $150,000-$200,000/year
- Replacement leads from tune-ups: 25-30 systems at $7,500 average = $187,500-$225,000
- Total value of agreement program: $462,000-$549,500/year
- Cost to service (500 customers × 2 tune-ups × $50 cost): $50,000/year
- Net value: $412,000-$499,500/year
That’s why the top HVAC companies in every market have aggressive maintenance agreement programs. The math is overwhelming.
Invest in software that manages agreements properly. ServiceTitan or FieldEdge for larger programs. Housecall Pro or Jobber with workarounds for smaller ones. The tool matters less than the commitment to selling, tracking, and renewing agreements systematically.