HVAC maintenance plan template
A service agreement for the furnace, air conditioner, heat pump and the rest: which visits, what each one checks, the price and the perks, signed on the spot.
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HVAC · Maintenance plan
What goes on an HVAC maintenance plan
The tool above opens on a made-up HVAC maintenance plan, so you can see the finished paper before you put in your own. Every name and price in the example is made up.
Start yours-
Two visits a year
Cooling before summer and heating before the cold, with each unit on the visit it belongs to.
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What each visit checks
A list for each kind of unit, from the filter to the flame and the condensate drain.
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Perks said plainly
Priority booking, no trip charge on a repair call and a discount on repairs, written once so nobody argues about them later.
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No renewal by surprise
The plan asks before next year's, and the visits not done yet are refunded if it ends early.
The papers of one HVAC job
Each one hands what it knows to the next: the rate prices the estimate, the estimate becomes the invoice, and the unit on the invoice goes on the warranty and into the plan. A plan's visit that finds work starts the next estimate.
- 1 Hourly rate
- 2 Estimate Next
- 3 Invoice
- 4 Warranty certificate
- 5 Maintenance plan You're here
Do plumbing too? Plumbing maintenance plan template
Every rule an estimate or a sale at the door has to follow, side by side by place: the trades page
How it works
- 1 Pick the place. The equipment on its home profile is there to tick: the furnace, air conditioner, water heater and the rest the plan covers.
- 2 Choose the visits: spring and fall, once a year, or four. Each has the months it's done in and the equipment it's for.
- 3 Set the price, how many payments it's paid in, and what comes with the plan: priority booking, money off repairs, no trip charge, filters.
- 4 Read the terms, then both sign on your phone, or mark it signed on paper. Signed, the terms stay as they were.
- 5 When a visit's months come round, Today says so. Do the visit with its checklist, and the home's service and filter dates move. Each payment is on Today too, ready to bill on an invoice.
The plan is kept on its place in your account, for you only: never in a link, a log or an AI prompt, and it's in your export. Today shows the place's name and the visit, never the address or an amount. Signed out, everything works on a made-up home, and nothing is kept.
Good to know
- When is a visit due?
- Each visit has a window of one to three months in the plan's year, like April and May for the air conditioner and September and October for the furnace. Today says it's coming up the number of days ahead you choose, so there's time to call and book it, says it's due while the window is open, and says it's late for a month after.
- How is it paid?
- In one payment or up to twelve, a month apart from the first. Each payment is a line on an invoice, and the visits themselves aren't billed: the plan pays for them. A repair on a plan visit is billed as usual, with the plan's discount if it gives one.
- What does the visit change on the home profile?
- The equipment you service gets the visit's day as its last service, and its filter as the day it was changed when you tick that. So the home profile's Coming due follows the plan, and Today doesn't remind you twice.
- What happens at the end of the year?
- A month before it ends, Today says it's time to renew. “Next year's plan” starts a copy for the year after, to change and sign again. A signed plan can't be changed: next year's is a new one.
- Is this legal advice?
- No. It's a plain written agreement and a record of the visits, not advice on what a service agreement must say. The maker's warranty terms, the rules for your trade, and the rules for consumer agreements where you work still apply.
Where it fits in a trade
On the job Clock the hours on each job, keep each van stocked, know each home's equipment and the way in, leave a warranty on what you put in, sell a yearly plan of spring and fall visits, ticket what's dropped off, keep the cleaning rounds, log every visit to an icy lot, and pay the crew.
Its work comes from
A hand-off only moves when you press it, and never through a link: signed in, the next tool reads your account's book; signed out, it waits in this browser until the next tool picks it up.
On the job
More for this part of the day
Billable hours log
Start the clock when you get there, or type the hours after. Each job's hours against the quote, and the ones not billed go straight onto the invoice.
Save it: every stretch of hours, on its job
Van stock list
What each van should carry and what's on it. See what a van is out of, pick the restock list off the shop shelf, send the supplier an order and print a label for every bin, and take the parts off as each job is marked done.
Save it: your vans, with Today saying when one is out of something
Home profile
Keep what's in each home you work on: the furnace and water heater with their model, serial, filter and dates, where the shut-offs are, and how to get in. Filters and services come up on Today when they're due, and the equipment prints as service tags.
Save it: each home's equipment and the way in, on its place
Equipment warranty certificate
Leave a warranty certificate with the furnace, water heater or air conditioner you put in: make, model and serial, the maker's years and the longer ones once it's registered, your warranty on the work and the care that keeps it. Each piece goes on the home profile, and the day to register it on Today.
Save it: each job's certificate, its equipment on the home
Alterations ticket
Pin each job on a drawing of the garment, price it, and print the claim stub and a tag for every piece. Then see the whole rack by pickup day.
Save it: every ticket on the rack, with a text when it's ready
Recurring cleaning schedule
Weekly, every-other-week and monthly homes, with extras that come round every few cleans. Even out your days, print day sheets, and send each client their dates.
Save it: your homes and their rotation
Snow & salt log
Tap when the snow stops, and again each time you clear or salt. A clock to your town's sidewalk deadline, the Region's salt guide, and a log to print.
Save it: a winter log kept for you, season after season
Timesheet & overtime checker
Type in who worked when. Get hours, overtime and gross pay, what Ontario's rules flag, and a timecard to sign.
Save it: your staff, rates and hours