Alert Contract Expiry 30 Days
Never miss an HVAC service contract renewal. Automatically monitor agreements and send alerts 30 days before expiration to ensure continuous coverage and revenue retention.
When
Contract Expiration Date Minus 30 Days
Then
Multi-Channel Renewal Alerts Sent
3 hours weekly
Time Saved
95% contract retention
ROI Impact
An automated HVAC contract expiry alert system monitors service agreements and sends notifications 30 days before expiration. The system tracks all contracts, identifies upcoming renewals, and triggers alerts to sales teams and customers, ensuring timely renewal discussions and preventing coverage gaps that could result in revenue loss.
How This Automation Works
Contract Expiration Date Minus 30 Days → Multi-Channel Renewal Alerts Sent
Daily Contract Database Scan
The system performs scheduled daily scans of your contract management database, checking expiration dates for all active HVAC service agreements, maintenance contracts, and warranty periods. It calculates the number of days remaining until each contract expires and identifies those reaching the 30-day threshold.
Contract Data Compilation
For each contract entering the 30-day window, the system retrieves comprehensive information including customer details, contact information, contract terms and pricing, services covered, equipment lists, service history, assigned personnel, and any special notes or conditions. This data is formatted for clear presentation in alert notifications.
Recipient Identification
Based on contract type, customer segment, and organizational rules, the system determines appropriate recipients for the alert. This may include specific account managers, sales representatives, service coordinators, regional managers, and optionally the customer themselves. Different notification channels can be assigned to different recipient types.
Alert Generation and Personalization
The system generates customized alert messages using predefined templates that are automatically populated with contract-specific information. Messages are personalized for each recipient type, with internal team alerts focusing on action items and customer alerts emphasizing value and renewal benefits.
Multi-Channel Notification Delivery
Alerts are dispatched through configured communication channels including email, SMS text messages, internal messaging platforms, or task management systems. The system tracks delivery status and can escalate notifications if initial alerts go unacknowledged within a specified timeframe.
Response Tracking and Follow-up
The system logs all alert activities, tracks recipient responses, and monitors contract status changes. If a contract remains unrenewed as the expiration date approaches, additional reminder alerts can be triggered at configured intervals (e.g., 14 days, 7 days) to ensure continuous follow-up until the contract is renewed or expires.
How It Works
HVAC service contracts require careful monitoring to prevent lapses in coverage that can lead to revenue loss and customer dissatisfaction. This automation continuously tracks all service agreements, maintenance contracts, and warranty periods, automatically triggering alerts exactly 30 days before expiration. The system identifies contracts nearing their end date, compiles relevant customer information including service history and contract terms, and sends customized notifications to your sales team, account managers, and customers. By providing a 30-day advance notice window, your team has adequate time to reach out to customers, discuss renewal options, address any service concerns, and finalize new agreements before the current contract expires. This proactive approach ensures uninterrupted service coverage, maintains steady revenue streams, and demonstrates professional account management that builds customer loyalty. The automation eliminates manual calendar tracking, reduces administrative burden on your team, and ensures no contract falls through the cracks during busy seasons or staff transitions.
The Trigger
The system monitors your contract database and activates when any HVAC service agreement, maintenance contract, or warranty period reaches the 30-day threshold before its expiration date. This scheduled check runs daily to catch all contracts entering the renewal window.
The Action
Upon detecting contracts in the 30-day window, the system automatically generates and sends customized alert notifications via email, SMS, or internal messaging platforms to designated team members and optionally to customers. Each alert includes contract details, customer information, service history, and renewal instructions to facilitate immediate action.
Common Use Cases in Hvac
- Annual maintenance agreement renewals for residential HVAC systems tracking hundreds of homeowner contracts across service territories
- Commercial building service contracts requiring coordination between multiple stakeholders including facility managers, building owners, and property management companies
- Equipment warranty tracking for newly installed HVAC systems ensuring customers are aware of expiring manufacturer coverage and available extended warranty options
- Seasonal service agreements for summer cooling or winter heating coverage that need renewal at specific times of year for maximum relevance
- Multi-location commercial clients with centralized billing requiring consolidated renewal alerts for portfolio-wide service agreements
- Property management company contracts covering multiple residential or commercial properties under single master service agreements
- Government or institutional contracts with strict renewal procedures and lead time requirements for budget approval and procurement processes
- Preventive maintenance plans with tiered service levels requiring renewal discussions about upgrading or adjusting coverage based on equipment age and performance
Results You Can Expect
Eliminate Revenue Leakage
Prevent contract lapses that lead to lost recurring revenue. By ensuring every contract receives timely renewal attention, HVAC companies maintain steady income streams and avoid the costly process of re-acquiring customers who let their service agreements expire.
Reduce Administrative Workload
Eliminate manual calendar monitoring, spreadsheet tracking, and reminder setting for hundreds of contracts. Your team receives organized, actionable alerts automatically, allowing them to focus on customer conversations and contract negotiations rather than administrative tasks.
Improve Customer Satisfaction
Proactive communication demonstrates professional account management and prevents service coverage gaps that frustrate customers. Early renewal discussions allow time to address concerns, adjust terms, and ensure customers feel valued, leading to stronger relationships and higher retention.
Increase Team Productivity
Sales and service teams work from a centralized, automated alert system that prioritizes their efforts and provides complete contract information. This eliminates missed renewals, reduces last-minute scrambling, and allows strategic planning of renewal conversations during optimal timing windows.
Enhance Revenue Predictability
Consistent contract tracking and early renewal visibility provide accurate forecasting of recurring revenue. Management gains clear insight into upcoming renewals, potential churn risks, and revenue projections, enabling better business planning and resource allocation.
Maintain Competitive Advantage
Early renewal discussions create opportunities to upsell additional services, adjust pricing to current market rates, and demonstrate value through service history review. Professional, timely communication positions your company as organized and customer-focused compared to competitors who let contracts lapse.
Frequently Asked Questions About This Automation
A 30-day advance notice provides adequate time for meaningful customer conversations about renewal terms, allows customers to budget for the expense, gives your team time to schedule pre-renewal service visits, and prevents last-minute scrambling. This window balances being early enough to plan while remaining close enough to expiration to maintain urgency.
Set Up Contract Expiry Monitoring in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
Related Automations
View all hvac automationsAutomatically Update Pricing Across Multiple Service Contracts in Real-Time
Eliminate manual contract updates by automatically synchronizing pricing changes across all active service agreements when rates, materials costs, or service fees change.
When job completed - send invoice automatically
Automatically generate and send professional invoices to customers the moment your HVAC technician marks a job complete.
Maintenance due - send reminder automatically
Automatically remind customers when their HVAC system is due for seasonal maintenance or filter replacement.
Tech running late - auto notify customer
Automatically send a professional notification to customers when your HVAC technician is running behind schedule.