HVAC Maintenance Software That Treats an Agreement as an Agreement
Planned maintenance is the most valuable part of most HVAC businesses and the part software handles worst. It is recurring revenue, it smooths a seasonal business, and it is the reason a customer calls you rather than whoever answers first. Yet in most systems a maintenance agreement is expressed as a repeating appointment, which is the one thing it definitively is not.
Running this manually today?
See how Fieldproxy handles it — a walkthrough on your own workflow, not a canned demo.
Book demoWhat an agreement actually is
- A commercial term with a start, an end and a renewal date
- A defined scope of coverage — what is included, what is chargeable
- A visit schedule, often unevenly spread across the year
- A value, invoiced on its own schedule rather than per visit
- A set of covered equipment, each with its own history
- A margin, which is the difference between that value and the labour and parts actually consumed
What goes wrong when it is only a calendar entry
Three things, reliably. Visits slip through a busy summer and nobody notices until the year is up and you owe a customer two visits. Renewals pass unremarked because nothing surfaced them in time to have the conversation. And nobody can say which agreements make money, because the revenue sits on an invoice schedule and the cost sits on unrelated job records.
The third is the expensive one. Most HVAC businesses have agreements that lose money, and they are rarely the ones anybody would guess. Without the agreement as a first-class object holding both sides of the ledger, that stays invisible indefinitely.
Agreements modelled the way you sell them
Fieldproxy holds agreements as real records — your agreement types, coverage rules, visit cadences, billing schedules and renewal handling — with the covered equipment and the labour and parts consumed attached to the same object. Margin per agreement is then a fact rather than a reconstruction.
Things usually fixed elsewhere and yours here:
- Agreement types and what each covers
- Visit cadence, including uneven seasonal schedules
- Billing schedule, separate from visit schedule
- Renewal handling and how far ahead it surfaces
- Which equipment is covered and what history it carries
- What counts as in-scope versus chargeable, enforced on site
Two approaches to the same problem
| A repeating appointment | A real agreement record | |
|---|---|---|
| Visit slippage | Discovered at year end | Flagged while it can be fixed |
| Renewals | Missed or chased manually | Surfaced ahead of the date |
| Margin | Not calculable | Revenue and cost on one object |
| Scope disputes | Engineer's judgement on the day | Coverage rules the system applies |
What you can run on it
- Agreements with coverage, visit and billing schedules
- Automatic scheduling of due visits, with slippage warnings
- Renewal pipeline surfaced ahead of the date
- Covered-equipment registers with full service history
- In-scope versus chargeable enforced at the point of work
- Reporting on margin per agreement, per customer and per equipment type
Common questions
What is HVAC preventive maintenance software?
It is the system that manages service agreements: what is covered, when visits are due, when the agreement renews, what it is worth and what it costs to deliver. The distinction that matters is whether the agreement exists as a record in its own right or only as a series of calendar entries.
How do we stop maintenance visits slipping in summer?
By holding the due window against the agreement and surfacing visits at risk while there is still time to schedule them. Slippage is almost never a decision — it is the absence of a warning.
Can we see which agreements are profitable?
Yes, provided the agreement value and the labour and parts consumed are attached to the same record. That is the whole reason to model it as an agreement rather than as repeating jobs.
How are renewals handled?
Surfaced ahead of the renewal date with enough notice to have a commercial conversation, rather than discovered when a customer stops paying.
How does it handle in-scope versus chargeable work?
Coverage rules are part of the agreement and are applied at the point of work, so the decision is not left to an engineer's judgement on the day — which is where most scope disputes and most quiet margin loss originate.
See your agreements modelled properly
Bring an agreement you suspect is losing money. Being able to answer that question is the point.
Book a walkthrough