Commercial HVAC Maintenance Agreement Template and Tools to Streamline Service Agreements

In this post, we share a free HVAC maintenance agreement template that you can use to set up recurring service contracts with your commercial HVAC customers. We'll explain what it includes and provide a link to download and use it in your business. 

However, this template alone won’t solve the significant challenges involved in managing and executing commercial maintenance agreements. For example:

• Storing, tracking, updating, and accessing maintenance plan details for customers

• Ensuring maintenance visits are scheduled on time

• Ensuring SOPs are followed by HVAC technicians when doing regular maintenance in the field

• Documenting issues that are discovered

• Creating and presenting estimates for replacing faulty parts or installing new HVAC systems

• Following up on open estimates 

• Navigating multiple levels of approval to get paid in a reasonable amount of time

A successful maintenance agreement program requires that HVAC companies are able to efficiently manage all of these workflows. Managing these time-consuming tasks with disparate paper documents, spreadsheets, and apps—as many HVAC businesses do—often leads to headaches for staff, costly mistakes, and ultimately lost revenue. 

So, in addition to sharing the service contract template below, we’ll also walk through how our commercial HVAC software, ServiceTitan, solves the challenges involved in managing commercial maintenance agreements.

Do you want to see for yourself how ServiceTitan’s HVAC software can give you the tools you need to streamline operations and maximize your profits? Schedule a call for a free product tour.

How to Download and Use Our Free Commercial HVAC Maintenance Contract Template

By clicking here, you can download our preventative maintenance agreement template, designed by industry experts at ServiceTitan to collect and document the information you’ll need to set up a commercial maintenance plan.

The template includes sections for:

Key Service Agreement Details: Customer information and contact details, service locations, frequency of maintenance, payment terms, etc.

Payment Details: Payment address information, credit card details, billing start date and frequency, etc.

Equipment Details: Make, model, and serial numbers; equipment locations; space to put notes for each piece of equipment to include filter size, age, etc.

To use the template, simply add your company logo, name, and address information, and then either:

1. Print copies for your technicians to use in the field, or

2. Have office staff create unique digital copies of the template for each client, fill out the PDFs digitally, and save these as records in your system

This template will provide you with a document to consistently capture all of the necessary details of commercial maintenance agreements, however, this method alone does not provide your staff with an efficient way to track and manage these maintenance agreements. Nor can the information in the agreements be automatically reflected in the other tools you’re using to run your business: work order apps, scheduling and dispatching apps, invoicing apps, etc. 

Managing maintenance agreements this way involves significant workflow inefficiencies. So, let’s look at how commercial service software like ServiceTitan can help solve these issues and streamline your processes. 

Solve the Operational Challenges of Commercial HVAC Service Agreements with ServiceTitan

1. Easily Document, Track, and Access Maintenance Agreement Details

With ServiceTitan’s memberships feature, HVAC companies have a central location to set up maintenance agreements and document recurring service details for their commercial clients. 

In a single place, companies can select and record all of the crucial details of an HVAC service contract, including:

• Membership type 

• Duration of the agreement

• Membership locations (single or multiple)

• Billing frequency and pricing 

• Recurring service types and frequency (monthly, quarterly, or yearly maintenance)

• Revenue recognition (point of sale or deferred)

The benefits are many:

• These details are easy to access and edit

• They can be viewed by office staff (via our desktop app) and technicians in the field (via our mobile app)

• They’re centralized in one place (no need to go digging through paper files or scanning through spreadsheets) — a quick search of a customer file will pull up all of the details you need to know

• Crucially, they’re integrated with the other tools within ServiceTitan that you use to schedule appointments, execute jobs, create estimates, manage billing and accounting, etc.

Now, let’s look at how our memberships feature connects to the other workflows involved in membership management, beginning with scheduling.

2. Efficiently Schedule Maintenance Service Visits (Ensuring No Jobs Slip Through the Cracks)

Once recurring service events are established during the membership setup process, they are automatically added to your schedule based on the dates and frequency that were defined. This saves office staff significant time from having to manually track and add these jobs to the schedule, while reducing the chances of missing maintenance visits.

Office staff can view upcoming recurring service events for the date range of their choosing, and initiate individual jobs by contacting the customer to coordinate a time and book the job. At that point, the job will be assigned to a technician, and be automatically viewable on their schedule and through the dispatch board.

You can also create follow-up notifications for cases where you’re unable to contact a customer, they aren’t ready to book a job, or they no longer want the service. These offer HVAC contractors peace of mind and help to ensure that office staff doesn’t forget to follow up in these instances. 

3. Thoroughly Equip HVAC Technicians with the Tools to Provide Consistent, Quality HVAC Maintenance Services

Once service technicians are on site to perform maintenance services, they have numerous tools at their disposal via our mobile app (available on Android and iOS devices), including:

Access to Detailed Job Histories

First, they they have access to the customer’s complete job history, including:

• Previous estimates

• Recurring services

• Existing HVAC equipment

• Previous invoices

• Photos and videos

• Job notes

There’s no need for them to constantly get on the phone with the office to figure out essential details, and there’s no chance of them forgetting key paperwork at the office. This helps avoid job delays, provide better customer experiences, and avoid delays in service and payment.

Access to HVAC Maintenance Checklists

In addition, technicians can access or be prompted to fill out maintenance checklists via our custom forms feature. These checklists can be created and customized via the office or the field. And business owners can require technicians to complete these forms to close out a job—helping to foster accountability and ensure key steps aren’t missed during routine maintenance.

So, if a maintenance job requires assessing a commercial air conditioning system, the checklist can ensure techs perform a thorough checkup, grading all of the necessary elements. For example:

• Air intake

• HVAC piping and heat pumps

• Heat exchangers

• Condensers

• Furnaces

• Humidifiers

• Controls

• Fans

• Air filters

• Air terminal units

• Coils and pans

These forms can be easily duplicated to account for maintaining multiple systems on a given job (particularly useful in a commercial service context). And they also provide a form of documentation of work to explain to customers when an issue or breakdown needs to be addressed.

Access to Warranty Details and the Ability to Order Replacement Parts

In cases where technicians encounter faulty parts or equipment that needs to be replaced, they can easily access warranty information on that equipment (in cases where it was installed by their company). This can allow them to more quickly understand next steps for addressing the issue. 

When parts or equipment are under warranty, techs can also initiate orders for replacement parts right from their tablet, which can then be followed up and executed by office or warehouse staff (who can leverage our HVAC inventory tracking workflow to see that entire process through). 

Ability to Quickly Create and Send Estimates from the Field

When field technicians discover issues with HVAC equipment while on maintenance jobs, they can either:

1. Create an estimate on the spot for resolving the issue. Our mobile estimates feature allows technicians to select equipment and materials from ServiceTitan’s integrated pricebook functionality, and easily build an estimate on the spot. That estimate can be presented via the tablet if someone is on location to view the estimate, or it can be emailed for review and approval. 

2. Upload the relevant details of the issue to the mobile app (photos, videos, notes, etc.), and notify the office to create an estimate for resolving the issue. Office staff can view the photos, notes, etc. in real time, allowing them to quickly create and send an estimate. There’s no need to wait for techs to bring paper documents back to the office, and there’s no chance of losing crucial photos or notes. This feature significantly reduces the time it takes to deliver estimates to customers, who often need the work done urgently. 

In addition, the same follow-up features can be leveraged via the field and office to track and follow up on open estimates that are sent to customers, allowing you to close more deals and maximize profits. 

4. Automate Billing and Get Paid Faster

Finally, ServiceTitan offers a number of features that help you get paid faster with less effort on behalf of your team.

First, once you’ve defined the billing settings in the membership set-up (discussed above), ServiceTitan will automatically deliver invoices to customers at the appropriate times (based on the preferences you set — which include duration, frequency, pricing, a corresponding invoice template, and other flexible details such as discounts, customer-specific pricing, etc.).

This is obviously a huge timesaver, relieving your staff of the need to track every maintenance agreement client, set reminders, create new invoices for each billing period, and ensure they get sent at the appropriate times. All of this is simply done for you. 

And second, customers also have access to a self-serve customer portal. This allows them to login and view their maintenance agreement details any time, as well as view detailed job histories, schedule appointments, view invoices, and pay their bills — without the need to call in, make requests, speak to your team, etc. — all of which further reduce the demands on your staff, and free them up to focus on other important tasks.

Get a ServiceTitan Demo to See How We Can Transform Your HVAC Business Operation and Maximize Your Profits

As we’ve demonstrated throughout this post, the real challenges involved in maintenance agreement management are the operational workflow challenges. And while a maintenance agreement template can be useful to document maintenance plan details, a template alone does not integrate with the other tools you use to execute the entire process, or support your staff in maintenance agreement management. 

If you’re interested in streamlining your HVAC business operations to improve efficiency and maximize your profits, schedule a call for a free product tour. We’ll walk you through the features we’ve discussed throughout this post so you can see how they work for yourself.