Maintenance agreement software for residential HVAC
SeasonTuneUp holds every maintenance agreement you have ever sold, counts down to its renewal date, and drops the spring cooling and fall heating visits onto the schedule while there is still room on the board. Your CSR stops rebuilding the same spreadsheet every February, and your techs stop driving past customers who already paid you.
Where the plan revenue goes
Every shop that sells planned maintenance has the same four leaks. None of them show up on a profit and loss statement as a line item called "we forgot." They show up as a slow month in July and a customer who called somebody else when the heat exchanger cracked.
Your office manager knows who is due. Then she takes a week in June, and forty agreements roll past their anniversary with nobody calling. Nothing bounces, nothing errors out. The money just stops.
$14,200 average annual agreement revenue lost per truck
You start calling for cooling tune ups the first week the temperature breaks 80. By then the same techs are on no cool calls at $340 a pop, and the maintenance visits get pushed into July when the customer no longer cares.
9 weeks of tune up backlog carried into the hot season
Auto renewals fail quietly. A replaced debit card, an expired card, an address change, and the charge simply never lands. Nobody tells the customer, so the customer assumes they are still covered until the day they are not.
1 in 6 auto renewals fail on a stale payment method
A customer who paid for two visits and got one does not renew. You find out at renewal time, which is far too late to fix it. The visit ledger nobody keeps is the single best predictor of who walks.
41% lower renewal rate on agreements with an unused visit
How it works
You are not buying a new dispatch system. You are buying the one job your dispatch system was never built to do: keeping a recurring promise on the calendar for the next ten years.
Drop in a CSV from your field service software, your accounting file, or the spreadsheet in the shared drive. The import screen shows you which rows are missing a start date, a plan tier or a service address before a single record is created.
Name your plans the way your customers know them, silver and gold or whatever you sell, then set the spring cooling window and the fall heating window. Most shops open cooling on March 1 and heating on September 15.
Ninety days out, sixty, thirty and seven, each agreement raises its hand. Notices go by email and text with the customer's own plan terms, the card gets retried on a schedule that actually recovers money, and anything that still fails lands on a human's call list.
The renewal confirmation carries a booking link into your open seasonal slots, grouped by zip code so the truck is not crossing town twice. Whatever the customer picks lands on your board and exports to your dispatch system that night.
Open slots by zip, by tech, by day. Agreements due for a spring visit sit on the left, ranked by how close the renewal date is. Drag one onto a slot and the customer gets a confirmation text with the two hour arrival window.
What is inside
There is nothing generic in here. Every screen exists because a service manager somewhere asked for it during a spring rush.
Each agreement counts down from the date it was actually signed, not from a shared January renewal date that buries your office in one month. The calendar shows the next ninety days of renewals with the dollar value attached to each one.
Build the spring cooling push and the fall heating push once, then run them every year with the dates shifted. Each campaign knows which customers already got their visit, so nobody gets a reminder for work you finished last week.
Open seasonal slots are grouped by service area so a Tuesday route is eight stops inside four zip codes instead of eight stops across the county. Drive time between maintenance calls is the cheapest thing in your business to fix.
Failed renewals get retried on a schedule that follows how banks actually behave, then escalate to a text asking the customer to update the card themselves. Anything still unpaid after the fourth attempt goes on a call list with the phone number and the plan history.
Model, serial, install date, tonnage, refrigerant type, filter size and the last recorded static pressure sit on the address, not on the invoice. A tech who has never been to the house knows what is in the closet before he loads the van.
Every plan shows what the customer paid, what the visits cost you in labor hours, and which of the promised visits were actually delivered. Unused visits get flagged before the renewal notice goes out, because that is the one you are about to lose.
What changes in a season
These are the medians across the shops that imported a full agreement book and ran both seasonal campaigns for at least one year. They are not the best case. The best case is better, and it usually belongs to a shop with a dedicated maintenance coordinator.
89%
Shops arrive at a median 71 percent. The lift comes from three things: notices that start ninety days out, retries that recover dead cards, and a booking link inside the renewal message so the customer says yes once instead of twice.
34plans
The import surfaces agreements that expired six, twelve or eighteen months ago and were never chased. A three day win back campaign on that list is usually the fastest money a shop makes with the software.
18days
Because renewal notices carry booking links, customers self schedule in February instead of waiting for a call in April. That moves the maintenance work off the same weeks your techs are running emergency no cool calls.
$7,900per truck
Counted as renewals that would have lapsed under the old process, plus the repair work those visits found. Most of it is not new selling. It is money that was already yours sitting on a list nobody worked.
From the shops running it
"We had 612 agreements and a spreadsheet with three tabs. First import turned up 41 plans that expired the year before and nobody ever called them. We got 29 of those back before Memorial Day. That paid for the software until roughly 2031."
"Tucson does not really have a shoulder season, so our cooling board has to be full by the second week of March or we are chasing it all summer. The booking link in the renewal text did that. My phone girl went from 60 outbound calls a day to about 12 follow ups."
"The part I did not expect was the visit ledger. Turns out we were selling two visits and delivering one on about a fifth of our book. Fixed that and the renewals took care of themselves. My techs also stopped guessing at filter sizes in the driveway."
Pricing
Add your whole office at no extra cost. We charge for the agreements under management, because that is the part that grows when the software is working.
One truck, one phone, and an agreement book you still know by heart.
$45per month
Three to six techs, a dispatcher, and a plan book that outgrew the spreadsheet.
$99per month
Several locations or a fleet past eight trucks, with managers who need their own numbers.
$229per month
Every plan is billed monthly in US dollars and can be cancelled at any time from the account screen. No setup fee, no annual contract, no per seat charge. Move between tiers whenever your agreement count changes, and the difference is prorated on the next invoice.
Straight answers
Owner Operator is $45 per month, Growing Shop is $99 per month, and Multi Truck is $229 per month. Every plan is billed monthly in US dollars with no setup fee and no annual commitment.
You can move up a tier in the middle of March when the phones start ringing and move back down in October if you want to, and the change takes effect on your next invoice. Cancel from the account screen at any time and your agreement records stay exportable for thirty days after that.
Most shops are live the same afternoon they start. You upload a CSV of customers, agreement start dates, plan names and equipment, and the import screen shows you exactly which rows are missing a renewal date before anything is saved.
A shop with 400 agreements usually spends about two hours cleaning the file and another hour setting the two seasonal campaigns. The longest part is deciding what your spring window should be, not the software.
Customer records, equipment histories and agreement terms are stored on encrypted servers in the United States, and traffic runs over TLS. Access is scoped by role, so a dispatcher sees the board while only owners and managers see renewal revenue and payment status.
We do not sell, rent or share your customer list with anyone, and we do not use it to train anything. You can export the entire book to CSV whenever you want, including after you cancel.
No. SeasonTuneUp sits beside your dispatch and invoicing system rather than replacing it. Shops running ServiceTitan, Housecall Pro or Jobber import their customer list, then push each booked tune up back out as a scheduled job through the documented API or a nightly CSV export.
QuickBooks users pull a monthly agreement revenue file. If your system is not on that list, the API and the export cover it.
You cancel in the billing screen and the subscription stops at the end of the month you already paid for. Nothing is deleted on the way out.
For thirty days after cancellation you keep read and export access to every agreement, equipment record, visit history and renewal note, in CSV and PDF. After that window the account is purged, and you can ask us to purge it sooner by writing to jimenezjulien42@gmail.com.
That is how most of the agreements in the system got sold. A tech opens the customer on a phone, picks the plan tier, takes the card or the ACH authorization and signs the terms right there, and the renewal clock starts from that date instead of from the day someone types it in later.
The office sees the new agreement within seconds and the first seasonal visit lands on the board automatically. Techs get a running count of the plans they sold, which is what makes the spiff conversation easy at the end of the month.
Shoulder Season, the SeasonTuneUp magazine
Renewal economics, tune up season logistics and the delivered cost of recurring service work, written for the people who run the routes. Three recent reports, then the full issue.
practical guide
Spring capacity is set in January. Here is how to sequence renewal outreach, sort the expiring list by anniversary date, and fill routes week by week before the first heat wave takes your phone.
comparison
Prepaid annual plans put cash in the bank today. Monthly card billing holds members longer and smooths payroll. This breaks down cash flow, churn, refunds, declines, and bookkeeping for each model.
mistakes to avoid
Most plans are lost months before the renewal date, in the way visits get scheduled, documented, and billed. These are the eight quiet failures that push paying members back to one-off service calls.
Nine reports in the current issue, every one of them dated and sourced from real agreement books.
Read all of Shoulder SeasonTalk to us
Send the form and we will set up a 25 minute screen share at a time that is not the middle of your dispatch morning. If you want, upload a sample of your book first and we will run the lapse report live so you can see the number before you decide anything.
Written by a person, usually within one business day. Nothing automated goes out to your customers until you say so.
No newsletter, no drip sequence, no sales cadence. Prefer plain email over a web form? Send it to jimenezjulien42@gmail.com and it lands in exactly the same inbox.