Enter number of units, visits per year, your labor rate, and parts allowance — get the monthly and annual price to charge for a profitable service agreement.
Free PDF: a ready-to-use HVAC service agreement contract with scope of work, exclusions, cancellation terms, and priority dispatch language — plus a pricing script for selling agreements on replacement jobs.
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The standard "2 visits for $149/year" pricing that floats around the industry was set 15 years ago and ignores labor cost escalation, fuel costs, and the actual time a proper tune-up takes. If your labor rate is $95/hr and a seasonal check takes 1.5 hours per system, you're at $142.50 in labor alone — before travel, parts, or overhead.
Labor: Time on-site × your rate × number of systems × visits per year. This is the dominant cost and the number most often underestimated.
Travel: Windshield time costs real money. A customer 30 minutes away costs 1 hour of travel on a 2-visit agreement — that's baked in whether you charge for it or not.
Parts and consumables: Filters, capacitor testers, UV bulbs, refrigerant top-offs. Budget $25–75 per system per year depending on equipment age and what's included.
Admin and scheduling: Maintenance agreements create scheduling overhead — reminders, calls, rescheduling. Add 10–15% to cover the back-office load.
The best time to sell a maintenance agreement is at the end of a replacement job, when trust is highest and the customer has just handed you a check. The pitch: "We just put in a system rated for 20 years. A $X/month maintenance plan protects that investment — priority service in summer, both seasonal tune-ups included, and we catch refrigerant and capacitor issues before they become emergency calls." Most customers say yes when the value is framed that way.
Monthly billing (via credit card autopay) has lower churn than annual billing. Customers forget a $15/month charge. They hesitate at a $180/year invoice. If your billing system supports it, offer monthly as the default and annual as a discount option — typically 5–8% off the monthly rate to reward the commitment.
Maintenance agreement contract, equipment sizing tools, service call rate schedule, replacement proposal template, and refrigerant tracking log — everything for the business side of an HVAC operation.
Maintenance agreements are recurring revenue that smooths out seasonal income swings. This calculator helps you set profitable agreement pricing based on your cost per maintenance visit, number of visits per year, parts allowance, and priority service value. Use it to price both single-system and multi-system agreements and ensure every agreement generates a positive margin.