HVAC maintenance agreement automation that books the visits your members already paid for
A membership program only works if the two visits a year actually happen, before the season and not during it. We build automation that releases tune-up waves zone by zone, chases renewals and failed card charges, and turns tune-up findings on old equipment into comfort advisor leads.
- Spring and fall waves booked before the peak
- Expiring cards and renewals caught early
- Old R-22 and aging systems flagged for your advisors
Why HVAC memberships leak between seasons
Visits owed pile up into July
Hundreds of members are due a cooling check in spring. If they are not booked by May, those visits collide with no-cool calls and get pushed again.
Recurring billing fails quietly
A card expires, the monthly agreement charge declines, and three months later the member is lapsed without anyone having asked them to update it.
Tune-up notes never become sales
The tech writes "16-year-old R-22 system, weak capacitor, rust in pan" on the visit. Nobody reads it again until the system fails in August.
What our HVAC maintenance agreement automation covers
Custom code that reads memberships, recurring services and visits through the official APIs of tools like ServiceTitan and Housecall Pro, or exports from FieldEdge and Successware, with office staff approving outreach.
Zone-by-zone tune-up waves
Members owed a visit get offers in batches by zone and week, sized to the tech capacity you set, starting well before the season turns.
Multi-system and filter details
Homes with two or three systems get the right visit length booked, and filter sizes from the last visit are noted so the tech brings them.
Failed charge and card expiry follow-up
Declined agreement payments and cards about to expire get a short update request with your secure link, before the agreement lapses.
Renewals and lapsed win-back
Fixed-term agreements get reminders ahead of expiry, and lapsed members get the win-back offer you approve, with replies routed to a CSR.
Tune-up findings to advisor leads
Visit notes are read for system age, R-22 equipment, repeat repairs and failing parts, and a summary is sent to your comfort advisors to decide on.
Visits owed vs delivered
A weekly view of visits owed, booked and completed by agreement type, so you know how much maintenance is still unbooked.
Agreement types and tools it works with
ServiceTitan memberships
Membership types, recurring services and recurring billing through the official API.
Housecall Pro service plans
Plan visits and recurring charges through Housecall Pro's API on plans that include it.
FieldEdge and Successware agreements
Agreement and visit data through available access or scheduled exports.
Commercial PM contracts
Quarterly rooftop and filter-change visits scheduled around residential waves.
Dispatch automation
Tune-ups give way to emergencies by rule when a heat wave hits.
Replacement estimate follow-up
Findings on aging systems move into followed-up proposals.
Why HVAC owners trust it with members
Auto-renewal terms stay as written
Automatic renewal laws vary by state. The automation follows the renewal and cancellation terms your counsel approved and never changes them.
Card data never touches the automation
Members update payment details through your processor's secure link. The automation only sees that a charge failed and when it is fixed.
Advisors decide what to sell
Findings are summarized for a comfort advisor to review. No member is told their system needs replacing by software.
Capacity protects emergency slots
Waves stop releasing when you hit the weekly limit for a zone, so maintenance never fills the board you need in a surge.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is HVAC maintenance agreement automation?
It books the tune-up visits members are owed in planned waves, follows up on renewals and failed agreement charges, and passes tune-up findings to your comfort advisors, all inside your field software.
Can we have the spring wave running before cooling season?
Yes, if we start 6 to 8 weeks before you want the first visits. That leaves time to load agreements, set zone capacity and approve the first messages.
How does it handle members with more than one system?
It reads the equipment on the location and books a longer visit or an extra tech when needed, so a two-system home does not get a single-system slot.
What happens when a monthly agreement charge declines?
The member gets a short request to update their card through your processor's link, and staff see the account on a list. The agreement is not cancelled automatically.
Does it tell members their old R-22 system needs replacing?
No. It flags systems that use R-22, which has not been produced or imported in the US since 2020, along with age and repair history, for your comfort advisor to discuss.
Will it fill weeks we need for emergency calls?
No. You cap tune-ups per zone per week, and when system-down volume rises, new offers pause until the board clears.
Book your members before the next season turns
Take the 2-minute AI audit to see how many tune-up visits are still unbooked and what that costs in peak season.
- Count visits owed by zone
We pull every active agreement and its open visits, then group them by zone and season so the scale of the backlog is clear.
- Set wave sizes against tech capacity
You decide how many tune-ups each zone can take per week, which agreement tiers book first and what message members see.
- Release the first wave with approval
In 2 to 4 weeks the first wave goes out, with staff approving the messages and confirming bookings land correctly in your field software.
- Plan the next wave every season
After each spring and fall wave we review booked, declined and no-response members and adjust before the next season.