Managing and Scheduling HVAC Service Contracts and HVAC Service Agreements

Managing and Scheduling HVAC Service Contracts and HVAC Service Agreements


People who haven’t started and / or supervised an HVAC service contracts program can potentially miscalculate the intricacies entailed in organizing and supervising all the elements. Factors can end up out of control rapidly.

Outfits with a relatively small number of HVAC service agreements can work with a manual appointment scheduling system. Typically the inclusion of a spreadsheet will assist in keeping on top of previous and upcoming workload. It’s smart to do extensive recordkeeping since each service commitment could very well account for thousands of dollars in service, repair and replacement earnings throughout the duration of the agreement.

A properly chosen software program is the ideal method, however, if you are configuring a completely new software program for the first time, you may get distracted figuring out software. Defer the software program option till you have mastered the other principles. Program results will originate from promoting sales capabilities as well as delivering exceptional service. If perhaps you possess existing software, make use of it. If you don’t have software, use a manual method to get the program launched and established in advance of expending six months mastering new software.

Just be certain that you know:

• Number of HVAC service agreements. Determine your progress and accomplishment.

• Number of tune-ups, complete/incomplete. (Two inspections for all HVAC service contracts)

• Number of tune-ups to be performed on a monthly basis.

• Earned income. Identify revenue exclusively for inspections carried out.

• Unearned earnings. (tune-ups not yet performed)

• Details associated with the equipment included in each of the HVAC service contracts.

Manual System

When you are promoting individual tune-ups as your marketing strategy, you want to convert each one into a service commitment. Don’t use your individual inspection as the first tune-up of the contract. Each new service commitment will provide two inspections, and the second tune-up will be carried out at the end of each of the HVAC service contracts. This process permits your brilliantly trained PTS to renew the contract in the course of the second tune-up at which time the contract is coming to conclusion. You don’t really want several months remaining following the final inspection, at the end of the contract. There is more urgency on the home owner’s part to renew, because the commitment is ending. The PTS will certainly renew many more contracts when compared to a phone call or letter. The PTS receives a bonus or spiff for each renewal.

Record each of the new HVAC service agreements into your spreadsheet and plan the subsequent two tune-ups giving close attention to the amount of work for each month. You need to equalize the workload. You will use a separate tab on the spreadsheet for each month.

Put a copy of the finalized agreement form into a 12 pocket, monthly, expandable folder. File the agreement within the month of the next tune-up. At the start of each month take the HVAC service agreements for that month out of the expanding folder. Compare the paper contracts with the spreadsheet, schedule and take care of the inspection and put the copy back into the expandable file for the following tune-up. Update the spreadsheet log.

If the PTS doesn’t renew the agreement, go to the customer personally and determine the reason why. Figure out some sort of countermeasure to be employed to boost renewals.

General Guidelines:

• Use the street address for the HVAC service contracts and service files. Label files “street name”, “street number”, “City”, “State”, “zip code”. Individuals relocate, however the equipment generally continues to be at the same address. The HVAC service agreements are written for each piece of equipment and are not transferred. Generate a brand new contract in the event your customer moves.

• Write just one agreement for each address, recording all of the equipment at that address.

Once you are ready to purchase computer software to manage your service replacement business, check back with us for recommendations.