Free tool
Tune-Up Season Capacity Calculator
Enter your crew size, the length of your booking window, and your real stop times to see whether the season you sold actually fits the calendar.
Free tool, no sign up
HVAC Maintenance Plan Margin Calculator
Enter your labor cost, visit time, and filter spend to see what one agreement really costs to deliver and what the whole book contributes in a year.
A two visit maintenance agreement has an honest cost, and it is almost never the number owners quote off the top of their head. Loaded technician cost per hour, on-site minutes, the windshield time between stops, and the filters and consumables you hand over all belong in it. Leave any of them out and the plan looks more profitable than it is.
This calculator assumes the standard residential arrangement, one spring cooling visit and one fall heating visit per member per year. It stops at delivered cost on purpose, so you can see the plan on its own before you start crediting it with the repair work and equipment replacements that member relationships produce. If the plan barely breaks even on its own, that is worth knowing before you write next season's pricing.
Your result
Delivered cost per visit
$91.00
Labor and drive time at your loaded rate, plus what you leave at the house.
Annual cost per member
$182.00
One spring cooling visit and one fall heating visit per year.
Margin per member per year
$37.00
What one agreement contributes before any repair pull-through.
Annual margin on the plan book
$8,880
Your whole agreement base measured at real delivered cost.
These figures cover plan delivery only, so repair work, member discounts, and equipment sales sit outside the calculation.
What most shops leave out of the cost
Drive time is the number owners forget. A tune-up that takes seventy five minutes at the house takes closer to two hours of paid technician time once you count the stop before it and the stop after it. In a spread out service area that gap widens fast, and it is why routing agreements by neighborhood is a margin decision, not just a convenience.
The second omission is the filter. A shop that supplies a media filter on every visit is handing over real money twice a year, and one that stocks four sizes while the field needs eleven is paying for a parts run in the middle of the route. Put the true average in the calculator rather than the price of the cheapest filter on the shelf.
Reading the margin number honestly
A thin margin per member is not automatically a broken plan. Agreements exist partly to buy access to the equipment twice a year, which is where you find the failing capacitor, the rusting heat exchanger, and the fifteen year old condenser that needs a quote. Many strong shops run the plan close to break even and make their money on what the visit uncovers.
What you cannot do is run it at a loss without knowing. If the calculator shows negative margin per member, either the price has fallen behind your labor cost or the visit has grown longer than the plan was written for. Both are fixable at renewal time, and both are much harder to fix once the season is underway.
Questions about this calculator
Should I include the member repair discount in this calculation?
Not here. This tool measures the cost of delivering the two visits you promised, which keeps the number clean. The member discount belongs in a separate look at repair revenue, where you can weigh discounted work you win against full price work you would never have been called for.
What loaded hourly cost should I enter?
Take the technician wage, add payroll taxes and benefits, then add the truck payment, fuel, insurance, and tools spread across the hours that technician is actually billable. For most residential shops that lands well above the hourly wage, and using the raw wage is the single most common way plan margin gets overstated.
Our plan includes three visits, not two. Can I still use this?
Yes, with one adjustment. Run the calculator as written, then multiply the annual cost per member by one and a half to reflect the third visit before comparing it against your plan price. The per visit cost and the drive time logic stay exactly the same.
More free tools and working documents
Working document
The 90 Day HVAC Maintenance Renewal Runbook
A stage by stage checklist that takes one month of expiring agreements from a messy list to renewed members with booked tune-up appointments.
Now aim that number at your expiring list
What this calculator just showed you describes the plan book you have right now, not the one you want. Moving it takes earlier outreach, tighter routes by neighborhood, and a renewal conversation that happens before the anniversary date slides past. A short demo shows how that sequence runs month after month on your own agreements instead of the defaults on this page.