For residential HVAC contractors
Your agreements are not cancelling. They are expiring while nobody is looking.
A renewal system for maintenance agreements: one workbook with every expiry date, a 90/60/30-day contact cadence, and the scripts for the renewal call. No field-service-management migration required.
One-time purchase · Downloadable files · No software to install · Works alongside whatever you already run
The situation
What is actually happening
- Renewal dates live in a spreadsheet nobody has opened since spring.
- Agreements lapse quietly. Nobody cancels — they just stop existing.
- Included visits get missed, then never billed, and the customer never notices they paid for them.
- Customers forget they even have an agreement, so the renewal call sounds like a cold sales call.
After
What changes
- Every agreement with an expiry date and a next-contact date, sorted by what expires soonest.
- A 90/60/30-day cadence so nothing lapses without three attempts on record.
- Scripts for the renewal call, the lapsed win-back and the price-increase conversation.
- A dashboard showing agreements at risk this quarter, in dollars, not in counts.
Preview
The workbook you will live in
One tab holds the list. Three formula columns decide what happens today: when to make contact next, whether that date has arrived, and which rows are worth the most.
| Customer name | Agreement tier | Annual value | Status | Next contact due | Due now? | Priority |
|---|---|---|---|---|---|---|
| Halvorsen residence | Gold | $348 | Not contacted | 2026-09-01 | DUE | A - expiring soon |
| Okafor residence | Silver | $228 | Attempt 1 | 2026-09-19 | — | A - expiring soon |
| Bertrand residence | Platinum | $588 | Not contacted | 2026-09-01 | DUE | A - expiring soon |
| Delacroix residence | Gold | $348 | Declined - price | — | — | C - low |
| Yusupova residence | Silver | $228 | Renewed | — | — | C - low |
| Amoah residence | Gold | $348 | Attempt 2 | 2026-09-04 | — | A - expiring soon |
Preview
What your team says out loud
Scripts for phone, voicemail, text and email, plus the objections that actually come up. Each one explains why it is written the way it is, because a script you do not understand is a script that gets abandoned in week two.
Objection — "The price went up"
You're right, it did — and I'd rather explain it than have you find it on an invoice. It went from [OLD PRICE] to [NEW PRICE], which is [PRICE DELTA]. That covers [PRICE INCREASE REASON]. What hasn't changed is what it saves you: you're ahead of non-agreement customers when the system quits in July, you're at [REPAIR DISCOUNT] on repairs, and the tune-ups keep your warranty valid. One warranty denial costs more than the whole agreement. [FINANCING LINE]
Why it is written this way: Never dodge the increase or discover it mid-call. Name the old price, the new price and the reason.
Fit
Who this is for, and who it is not for
A good fit if
- You can export a active agreements / recurring service list and nobody works it systematically.
- You can name one person who will own the list and give them protected time.
- You would rather run a written process than migrate to new software.
- You want the money you have already earned before you spend anything on getting new business.
Not a good fit if
- You already run a disciplined cadence with logged attempts and a weekly report-out.
- Nobody can be given the time, in which case no system works and this one will not either.
- You want software that does the calling for you. This is a process and a workbook — people still make the contacts.
- You want a guaranteed dollar outcome. We will not give you one.
Pricing
Three ways to buy it
Same system underneath. The difference is how much of the setup we do for you and how many branches it covers.
Starter System
Every agreement, every expiry date, one call list.
You can see everything expiring in the next ninety days and start calling this afternoon.
- Agreement Renewal Tracker workbook (.xlsx) with expiry-driven formulas and status dropdowns
- Renewal Value Calculator — your agreement base, your renewal rate, your pull-through revenue
- 90/60/30-day renewal cadence SOP with owner and timing
- 7-script library: renewal call, voicemail, text, email, lapsed win-back, price increase, and the two objections
- Visits-owed column that surfaces included visits you have not delivered, so you fix those before asking for a renewal
- Sample rows preloaded so you can see the formulas working before loading your own
- +1 more — see everything
Under 10 minutes from download to first call list.
Customised System
Configured to your agreement tiers, pricing and team.
Pre-loaded with your company name, your agreement tier names and prices, your named owner and your seasonal timing.
- Everything in the Starter System
- Workbook branded to your company with your agreement tiers and prices already set
- Cadence tuned to your seasonal peaks, so renewal calls do not land in your busiest week
- Scripts rewritten with your company name, your tier names and your actual price increase
- Renewal targets calculated from your current agreement base
- Objection handling built from the objections you tell us you hear
- +1 more — see everything
Intake takes about 6 minutes. Your build is generated immediately after.
Multi-Branch System
Every branch on the same play, one roll-up view.
Each branch gets its own configured workbook, and ownership gets a master dashboard comparing renewal rate and at-risk dollars across branches.
- A separately configured workbook per branch
- Master Dashboard consolidating every branch
- Per-branch renewal targets and a group roll-up
- Standardised statuses so branch numbers are actually comparable
- Rollout guide: launch sequence, training, week 1/4/12 checkpoints
- Weekly branch report-out format and the four numbers to ask for
- +2 more — see everything
Intake takes about 10 minutes. Every branch workbook is generated at once.
14-day refund policy on every tier. Read it here — it is short and there is nothing buried in it.
Questions
Before you buy
Is this software?
No. It is a spreadsheet workbook, a written SOP and a script library delivered as a zip. Nothing to install, no subscription, no integration with ServiceTitan or Housecall Pro.
We already have ServiceTitan. Do we need this?
If you already run a disciplined renewal cadence with logged attempts, no. Most contractors have the membership list and no cadence against it — this supplies the cadence, the scripts and the accountability, which is the part software does not give you.
Will it work in Google Sheets?
Yes. The workbook is .xlsx and imports with formulas and dropdowns intact.
How fast do I get it?
The Starter System downloads immediately. Customised and multi-branch tiers go through a short intake and generate straight after you submit.
What if our agreements are on paper?
Then the first setup is a two-hour data entry job. It is also, in our experience, where contractors find the agreements nobody has served in eighteen months.
Do you guarantee a renewal rate?
No. The calculator projects from numbers you enter. Anyone quoting you a rate without seeing your base is guessing.
What is the refund policy?
14 days. Tell us what did not work — full policy on the refunds page.
Free
The method, written up, nothing gated
Everything the system does is explained in these guides. You can build it yourself from them. The product exists to save you the afternoon, not to hide the method.
How to stop maintenance agreements lapsing silently
A 90/60/30-day renewal cadence for HVAC maintenance agreements: what to track, when to call, and why undelivered visits have to be fixed first.
What belongs in an agreement renewal tracker
The columns a maintenance agreement tracker needs to actually drive renewals, and the formulas that turn expiry dates into a daily call list.