Maintenance agreements are the most reliable revenue a small HVAC shop can build, and the easiest to quietly fail at. The sale is the easy part; delivering two visits a year, every year, to a few hundred customers is what breaks down when it lives in a spreadsheet.
Ratchly treats an agreement as an operating object, not a note on the customer file: it knows what was sold, what has been delivered, what member pricing applies, and when the renewal is due.
You sold the plan. Delivering it is the hard part.
When the visit schedule depends on someone scanning a spreadsheet each spring, some customers get three visits and some get none — and the ones who get none do not renew.
- Seasonal visits get missed until the customer complains
- Member discounts applied inconsistently by different techs
- No visibility into which agreements are near renewal
- Nobody knows the real margin on the plan
- Renewals lapse silently
The agreement schedules and prices itself.
Set the cadence and the included scope once. Visits appear on the board on the right dates, member pricing flows into estimates and invoices, and renewals surface before they expire.
Automatic visit generation
Quarterly, semi-annual or annual visits placed on the board without anyone tracking dates.
Member pricing
Discounts apply to estimates and invoices automatically for agreement holders.
Renewal visibility
Upcoming and lapsed agreements are surfaced instead of discovered.
Delivery tracking
See which included visits have actually been performed this term.
Every agreement in one list
Plan, customer, status and next visit — the whole recurring book on one screen.
Visits land on the schedule
Agreement visits appear alongside service calls, so capacity planning includes them.
Selling and delivering a two-visit plan
- 1Add the agreement to the customer with its cadence and included scope.
- 2Spring and fall visits are placed on the board automatically.
- 3The tech works the agreement's checklist on each visit.
- 4Any repair quoted during the visit carries member pricing; renewal is flagged in advance.
What it changes for your shop.
- Deliver every visit you were paid for
- Protect margin with consistent member pricing
- Fill shoulder-season capacity with planned work
- Catch renewals before they lapse
Where shops use it
Building a recurring base from scratch
Convert repair customers into plan members and let the system carry the delivery burden.
Filling spring and fall
Planned visits smooth the gap between cooling and heating season.
Commercial PM contracts
Multiple units per site, each with its own visit history and checklist.
HVAC Service Contract Software — questions we get asked.
What is HVAC maintenance agreement software?
It is the system that turns a sold agreement into delivered work: generating the seasonal visits, applying member pricing, tracking which included visits have been performed, and surfacing renewals before the term ends.
Do agreement visits appear on the normal schedule?
Yes, on the same board as service calls, which is what makes seasonal capacity planning realistic.
Is member pricing applied automatically?
Yes, on estimates and invoices for agreement holders, so discounts do not depend on the technician remembering.
Can I see which agreements are up for renewal?
Yes. Upcoming and lapsed agreements are listed so renewal outreach happens before the customer's coverage stops.
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