Maintenance plan guide · HVAC
HVAC maintenance plans: what to include and how to price them
An HVAC maintenance plan is a yearly agreement where the customer pays a set price and you service their heating and cooling equipment on a schedule, usually before each season starts. They get fewer surprise breakdowns and first call when it's busy. You get booked work in the quiet weeks, a reason to see the equipment every year, and revenue that doesn't depend on the weather.
Also called: maintenance agreement · comfort club · service agreement · tune-up plan
Free calculator
Price a hvac plan from your own numbers
Opens with 2 visits a year filled in. Change it to match what you'll offer.
Open the plan calculator →Why customers sign up
- →They don't want the system to fail on the hottest or coldest day of the year.
- →They'd rather pay a known amount than gamble on a big repair bill.
- →Priority booking matters most exactly when your phones are busiest.
- →Some equipment warranties ask for proof of regular professional maintenance, so a dated service record has value. (Check the manufacturer's terms; they vary.)
Typical inclusions
A starting checklist. Include only what you can deliver every time, and follow manufacturer guidance and local rules.
Cooling visit
- Clean or rinse the outdoor condenser coil
- Check refrigerant pressures and temperature split (by a certified tech)
- Check capacitors, contactor and electrical connections
- Clear the condensate drain line and check the pan
- Check the blower, belts (if any) and airflow
- Replace or check the filter (say which)
Heating visit
- Inspect burners, igniter and flame sensor
- Inspect the heat exchanger for visible damage
- Test safety controls and limit switches
- Check gas pressure and venting
- Carbon monoxide check on gas equipment
- Heat pumps: check defrost operation and reversing valve
Every visit
- Thermostat check and calibration
- Written condition report with photos
- Note equipment age and anything to budget for
Member perks that cost you little
- +Priority scheduling ahead of non-members
- +A set member price or discount on repairs (decide the exact terms)
- +Waived or reduced trip / diagnostic fee
- +Reminder before each season so the customer doesn't have to remember
Spell these out in writing
- !Whether filters and refrigerant are included, or charged separately
- !That repairs and parts are not included unless you say so
- !How many systems the price covers (and the price for extra systems)
- !Whether duct cleaning is included (usually it isn't)
Packaging
A good / better / best layout for hvac
An example structure, not a recommendation. Price each tier in the calculator: the full breakdown lets you edit tier prices and visits.
good
One tune-up a year, priority booking
better
Two seasonal tune-ups, member repair pricing, waived trip fee
best
Two tune-ups plus filters included, extra system or accessory checks (IAQ, humidifier)
How to price it
- 01Start from your cost per visit: tech time on site, drive time, and any filters or materials you include.
- 02Multiply by the visits you promise. That's your break-even price. Anything above it is margin before extra work members book.
- 03Price per system, not per house, if homes can have more than one unit.
- 04Run a few sign-up rates in the calculator. A plan that only works at a high sign-up rate is risky.
Visits per year: One cooling check before summer and one heating check before winter is a common setup. Use 1 if you only service one system.
Run your hvac numbers →Scheduling the visits
Book cooling visits in spring and heating visits in the fall, and send the reminder a few weeks before you want to fill those weeks. Spreading members across the shoulder months keeps your techs busy when demand calls are low.
Common mistakes
- ✕Promising unlimited "free" service calls with no limit
- ✕Selling plans you don't have the capacity to deliver at peak season
- ✕Letting renewals lapse because nobody tracks the anniversary date
Plan agreement checklist
Whatever the trade, put these in the customer's agreement. Have your own adviser review the wording.
- ☐Exactly what each visit includes, and how many visits a year
- ☐What isn't included (parts, repairs, materials) and how those are priced
- ☐The price, how it's billed (monthly or yearly) and what happens if a payment fails
- ☐The term, whether it renews automatically, and how the customer is reminded before it does
- ☐How to cancel, and what happens to visits already used or not yet used
- ☐Any member discount, written as a clear rule rather than "discounts on everything"
- ☐How you book visits, and what happens if the customer can't give access
HVAC plan questions
Can anyone check refrigerant on a plan visit?+
In the US, technicians who maintain, service or repair equipment that could release ozone-depleting refrigerants must be certified under EPA Section 608. Make sure whoever handles refrigerant on plan visits holds the right certification.
One price per home or per system?+
Per system is easier to price fairly, because a two-system home costs you roughly twice the visit time. Many businesses show a per-system price with an add-on for each extra unit.
Can I run a maintenance plan in Jobber today?+
You can set up recurring jobs and visits in Jobber for each member. Our free membership audit can also read a Jobber visits export to spot repeat clients. Check Jobber's own help centre for its current features.
What if my plan renews automatically?+
Tell customers clearly when they sign up, remind them before it renews, and make cancelling easy. Some US states have rules about automatic renewals, so check the rules where you work. This is general information, not legal advice.
How many customers will join?+
We don't publish a typical sign-up rate because we haven't found a source we trust. Start with your own numbers, such as how many customers rebook each year, and test a low, middle and high rate in the calculator.
Sources · checked 2026-10-28
General information
This guide is general information to help you design a plan. It isn't legal, financial or professional advice. Licensing, contract and consumer rules vary by state and city, so check them where you work.