For HVAC contractors
HVAC service agreement software that gets signed on site
Quick answer
What is the best software for HVAC maintenance agreements?
You need three things in one place: a reusable agreement template, a signature you can capture at the property, and billing tied to the plan's schedule. Daily Invoice Maker does all three and works with no signal in a plant room or crawlspace. $149.95 once for Windows and Mac; the Android app is a separate Google Play purchase.
Maintenance agreements are the difference between a callout business and one with predictable revenue. The reason contractors skip them is rarely the selling — it is that producing, signing and then actually billing the thing takes three separate tools and a folder.
The three parts, joined up
Templates, not blank pages
Keep your standard scope and terms as an agreement template. Each new customer is an edit, not a composition — which is the difference between offering plans to everyone and offering them to whoever asks.
Signed at the property
The signature is captured on the device and stored against that customer. It works offline, because agreements get signed where the equipment is, and that is frequently somewhere with no signal.
The plan actually bills
The plan rate lives on the customer record, so when the billing period comes round the invoices are generated from what was agreed rather than from memory — and the whole list sends at once.
What belongs in an HVAC maintenance agreement
- Visits per year, and roughly when. Two visits — heating before winter, cooling before summer — is the common shape. Say which, so nobody is surprised in October.
- What each visit covers, item by item. Filters, coil clean, refrigerant check, electrical connections, condensate. Vague scope is the single biggest cause of agreement disputes.
- What is explicitly excluded. Parts, refrigerant beyond a stated amount, after-hours callouts. The exclusions protect you more than the inclusions sell the plan.
- Price, and how it is billed. Monthly, annually, or per visit — and what happens if a visit is missed on either side.
- Plan member benefits. Priority scheduling, a discount on repairs, no overtime rate. This is what the customer is actually buying; write it down.
- Term, renewal and cancellation. How long it runs, whether it auto-renews, and how either party ends it.
- Your licence and certification numbers. Contractor licence and EPA 608 where required — often a legal requirement on customer paperwork, and it separates you from the unlicensed.
Try it on your next plan sale
The free demo unlocks every feature for your first 7 invoices, 7 customers and 7 expenses — no account, no card. Runs 100% offline on Windows and Mac. $149.95 once, no subscription and no per-agreement fee. Android is a separate Google Play purchase.
Questions
What is HVAC service agreement software?
Software that stores your maintenance agreement terms, produces the document per customer, captures a signature, and bills the plan on its schedule. The point is that the agreement, the customer record and the recurring invoice are the same thing rather than three unconnected ones — a signed PDF in a folder does not bill anybody.
Can the customer sign the agreement on site?
Yes. Daily Invoice Maker captures a signature on the device at the property, and it works with no internet connection — which matters, because maintenance agreements get signed in a hallway or a plant room, not at a desk.
Does it bill the maintenance plan automatically?
It creates and sends the invoices for the plan on your schedule; it does not debit a card on file. That is a deliberate difference from subscription-billing platforms. You keep the decision about when each customer is billed and what the invoice says.
What should an HVAC maintenance agreement include?
The number of visits per year and roughly when, exactly what each visit covers, what is excluded, the price and how it is billed, any parts or labour discount the plan carries, the term and how either side cancels. Scope is what gets argued about, so it belongs in writing.
Is an electronically signed agreement enforceable?
Electronic signatures are widely recognised, but whether a particular agreement is enforceable depends on its contents and your jurisdiction. Have a lawyer review your standard template once, then reuse it — that is a cheap, one-time cost against a document you will issue hundreds of times.
How much does it cost?
$149.95 once for the Windows and Mac app, with free updates and no per-customer or per-agreement fee. The Android app is a separate Google Play purchase. A free demo covers your first 7 invoices, 7 customers and 7 expenses.