For home service businesses

Maintenance agreements are your steadiest income. Are you keeping them?

A tracker for HVAC maintenance plans. Every member shows visits owed, card status and renewal date, and the total shows how much prepaid money you still owe in visits.

Talk about your business How it works

One-time build · $3,900

83%

yearly renewal rate at one Pennsylvania contractor with about 1,600 maintenance agreements.

ACHR News, July 2023

Where maintenance agreements leak

Failed cards marked as paid

When a customer updates a failed card, Housecall Pro offers to charge the missed payments or to "mark all outstanding payments as paid". The wrong click loses the money.

Software manualHousecall Pro help center on service plan payments

Prepaid is not earned

Money for a plan is a liability until the visits are done. Counting it as income on day one makes profit look better than it is.

Trade pressCFOx Advisory on HVAC revenue accounting

How it works

  1. Every plan in one list

    Members, plan type, price, start and end dates and visits included, from your field software.

  2. Watch what matters

    Visits owed this season, failed card payments, and renewals due in 30, 60 and 90 days.

  3. Know what you owe

    The total of prepaid money not yet earned, month by month, for you and your accountant.

What you get

  • Renewals due in the next 30, 60 and 90 days, ready to call
  • Failed payments listed before they turn into lost members
  • Visits owed per member, per season
  • Prepaid money not yet earned, for your accountant

A good fit if

  • You sell HVAC maintenance plans or memberships
  • You use Jobber or Housecall Pro and track plans partly in spreadsheets
  • Your accountant asks how much of your plan money is earned

Probably not for you if

  • You are on ServiceTitan or FieldEdge with memberships fully set up
  • You have only a handful of plans

Price

$3,900

One time, for the finished tool. About 55–100 hours of work at the same $50 an hour as the cost calculators on this site.

Talk about your business
  • Your plan types, prices and visit rules set up
  • Connected to your field software where it allows
  • Renewal and failed-payment lists by email each week
  • A monthly report for your accountant

Questions

What should HVAC maintenance agreement software show?

Who is a member, which visits are owed and done, whether their payment is current, when they renew, and how much prepaid money you still owe in visits.

Does it charge cards?

No. Payments stay in your field software or payment provider. The tool shows which ones failed so someone follows up.

Is the deferred revenue number accounting advice?

No. It shows the numbers your accountant needs. How to book them is your accountant's call.

Does it work with Jobber?

Yes, through Jobber's connection. With Housecall Pro, connections need its MAX plan; otherwise it works from exports.

More for home service businesses: Roofing insurance money tracker, Supplier bill matcher, Install paperwork tracker, Accounting sync check. Everything for home service businesses

Updated Sep 28, 2026

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