For Residential heating and cooling companies running a handful to a couple dozen trucks
Stop HVAC maintenance agreements from quietly lapsing
Maintenance agreements are the steady money and the source of next year's replacement leads. But renewals expire, cards on file decline, and members who never got their spring tune-up stop seeing the value. The member count drops slowly, so nobody feels it until the slow season.
What it can cost you
Example: 15 agreements lapse a quarter at $220 a year each = $3,300 a quarter in recurring revenue, before the repair and replacement work they would have brought.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists agreements expiring in the coming weeks with no renewal on file.
- Flags declined or expired cards on autopay agreements.
- Flags members whose included tune-up visits are overdue or were never scheduled.
- Compares new agreements sold on service calls against agreements expiring, so you see if the member base is growing or shrinking.
- Flags expiring members who had a callback or complaint this year, since they are the most likely to leave.
Where it reads from
- ServiceTitan
- Housecall Pro
- FieldEdge
- QuickBooks Online
What happens when it fires
The office approves the renewal outreach. The system drafts renewal emails and texts, plus a card update request for every failed payment.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every agreement is flagged before it expires, with renewal outreach drafted ahead of the expiration date. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Can it tell which members are worth a phone call instead of an email?
Yes. It ranks expiring members by things like system age, past spend, and open estimates, so the office calls the ones most likely to need a replacement soon.
What if our agreements auto-renew?
Then the risk is the card, not the renewal. The system watches for declined payments and members who stopped getting their visits, which are the two ways auto-renew members still slip away.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for residential HVAC contractors
Seven more things worth watching.
- Completed jobs not invoicedFind HVAC jobs marked complete with no invoice, or invoiced below what the tech sold. A morning list of exactly which jobs to bill today.
- Replacement estimates going coldFlag system replacement estimates that were presented but not sold, with no follow-up logged. Know which homeowners to call back today.
- Callbacks creeping upTrack repeat visits for the same issue by technician and job type, and see what callbacks cost before they eat your margin and reviews.
- Equipment price increases on open quotesCompare distributor cost changes against your pricebook and open estimates, so you never sell a system at last quarter's cost.
- Capacity gaps before a heat waveCompare the weather forecast against booked tech hours and unscheduled member tune-ups, so you plan coverage before the phones light up.
- Install jobs over budgetCompare install labor hours, materials, and return trips against what was sold, and see which jobs lost money and why.
- Calls that never got bookedMatch missed and unbooked calls against your schedule, so every caller who wanted service gets a call back the same day.
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