Maintenance agreements that don't depend on memory.

A maintenance agreement turns a one-time job into visits on the calendar: usually a tune-up in spring for cooling and one in fall for heating. Those visits help fill the slow weeks between seasons, when the phone is quieter and techs need work.

They also keep you as the company the customer calls first. When the system finally needs a repair or a replacement, the homeowner already has your number, your tech has been in the house, and the decision is easy.

What goes into the agreement is your call: the visits, any priority scheduling, any discounts. We set up the asking, the follow-up and the reminders around whatever you offer.

The best moment to offer an agreement is right after a good visit, while the homeowner still remembers the tech who fixed their system. The problem is that nobody remembers to ask every time. So the ask goes out on its own:

• Two days after the job, the agreement goes out by text and email, with a link to review and sign.
• When the customer opens it, your rep gets a heads-up to call while it is fresh.
• When they sign, the customer moves into maintenance on its own, so nobody updates a spreadsheet.

The review ask runs alongside it: a thank-you text with your review link an hour after the job, and a task to call if no review comes in after two days. Every customer gets the same ask.

Selling the agreement is half of it. The other half is the visits it promises. Seasonal tune-up reminders go out on the schedule you set, with a link to book, so the spring and fall visits land on the calendar without the office calling down a list.

Renewals work the same way: before an agreement lapses, the renewal ask goes out on the schedule you choose. Your office sees who booked, who renewed and who still needs a call, in one place.

Every agreement sits on the customer it belongs to, with where it stands: sent, opened, signed, due for a tune-up or up for renewal. The customers who opened the agreement but didn’t sign are the shortest call list you will ever have, and they show up on their own.

If you already run a field service tool for dispatch, keep it. We set up the asking, the follow-up and the reminders, and on the free call we check what the two systems can share.

When an HVAC company tells us its maintenance agreements aren't growing, it is almost always one of the same few gaps:

• Asked at the wrong time. The tech mentions it while packing up, the homeowner says "let me think about it", and nobody brings it up again.
• No follow-up on interest. A customer opens the agreement, reads it, and closes it. Nobody knows, so nobody calls.
• Tune-ups never booked. The agreement is signed, but the visits it promises depend on the office remembering to call in spring and fall.
• Renewals forgotten. A year goes by, the agreement lapses quietly, and the customer drifts to whoever knocks on the door first.

Each of those is a moment where a person has to remember something. The setup above replaces each one with a message that goes out on its own, and a task for a person only when a call is worth making.

Your techs don't have to change how they work. They do the job and close it out, and the ask happens after they have left the driveway.

• What your agreement includes and how often visits happen.
• The document customers sign, or the terms so we can set one up.
• Who should get the heads-up when an agreement is opened.
• When renewals and tune-up reminders should go out.

Most setups go live in about 10 days, depending on how many phone lines, calendars and techs you have.