Best HVAC maintenance agreement software in 2026 (compared by shop size)

Published August 30, 2026 · Pricing verified August 2026

• Deepsel is the pick for one segment below and nowhere else.
• Every price was checked against the vendor's own pricing page in August 2026.
• Every claim about what breaks links to the thread or help article it came from.

The short answer depends on truck count. Four or more trucks and 300+ agreements: ServiceTitan, at $250-500 per tech per month. Already paying for Housecall Pro Max: use its Service Plans. One to four trucks on Jobber, Housecall Pro or Service Fusion, with 50-500 agreements you want run automatically: Deepsel ($79/mo Starter, $159/mo Pro) beside the FSM you keep.

About 72% of HVAC contractors sell agreements.⁵ I went through about 580 sourced data points on how the small ones run them (forum threads, vendor help centers, trade press) and the pattern never changes. The tools that run memberships well are priced for ten trucks. The tools priced for two trucks don't run memberships.

• ServiceTitan ($250-500/tech/mo plus migration fees) wins above four trucks and 300 agreements. The membership module works. The price doesn't, below that line.
• Housecall Pro Service Plans ($299/mo Max tier) wins if you're on Max for other reasons. As a reason to upgrade on its own, it's a $150/mo module with known holes.
• Jobber (Core from $29/mo billed annually, $49 monthly) wins on price and API. It has no membership object, so agreements are a workaround built from recurring jobs and tags.
• Deepsel ($79/mo Starter, $159/mo Pro) wins for 1-4 trucks that keep their FSM. It owns the agreement ledger, bills the card on file, and books the tune-ups. It is not an FSM.
• A spreadsheet wins if renewal reminders are the whole problem and someone has the hours to send them.

Comparison table: what each tool does with an agreement

Six things a program needs and one price column. "Owed vs delivered" means the tool knows this member paid for two visits and has had one, per system, without a human counting.

Which maintenance agreement software is best for a 1-4 truck HVAC shop?

Deepsel, and I'll say where that stops being true. We built it for shops carrying 50-500 agreements (the 250-per-$1M benchmark⁴ puts that at $200k-2M of service revenue) that run dispatch in Jobber, Housecall Pro or Service Fusion. It does one job: the agreement. Plan, tier, the equipment covered (model, serial, filter sizes off a nameplate photo), the card on file, visits owed vs delivered per unit. It charges renewals itself and flags any card that fails. Each season it emails every member who's due a booking link, and warns you before a paid visit expires. Booked visits get written into Jobber as normal jobs (Housecall Pro sync is on Pro, coming soon), so techs and dispatch change nothing.

What it doesn't do: quotes, invoices, dispatch, payroll. It's not an FSM. No FSM yet? It runs beside Google Calendar and QuickBooks.

Starter is $79 a month (ledger, card-on-file auto-charge, reminder emails). Pro is $159 (reminder texts, Jobber and Housecall Pro sync, member discounts, QuickBooks export), coming soon. Unlimited users, month to month, no percentage of your membership revenue. Details on the pricing page; the HVAC product page is here, and the multi-trade version covers plumbing and electrical.

ServiceTitan memberships: when the $250-500 per tech per month is worth it

Above four trucks. That's the line, and it comes from a contractor running about 2,500 members on it: "makes tracking, scheduling and automatic renewals very simple," followed by "I wouldn't make the jump to service Titan until you've got at least four vans on the road with 300 to 500 maintenance agreements."¹² A quote for a small plumbing shop came in at $250-500 per technician per month,¹³ before migration fees. At two techs that's $6,000-12,000 a year, against a 200-agreement book grossing $45,000. The math flips.

Two things still break at scale. Renewing a membership creates a new one from the type's defaults instead of copying the customer's settings, so recurring service months, memos and tags get re-keyed by hand ("We have 4K memberships. Anyone have a workaround?").¹⁵ And failed payments don't alert anyone: one shop found "$8,661 in failed transactions, no alerts received."¹⁴

Housecall Pro Service Plans: what you get on Max ($299/mo)

Recurring Service Plans is a Max feature. Basic is $59/mo, Essentials $149, Max $299 (or $329 billed monthly; the full tier table with per-user fees is in the Housecall Pro pricing breakdown),⁶ so if service plans are the reason you'd move up from Essentials, the module effectively costs $150 a month. For that you get plan setup, card-on-file billing, and a visits dashboard HCP's own help center calls "your reminder to schedule actual appointment times for upcoming and overdue Service Plan visits."⁸ A to-do list. The office still makes the calls. The module's behavior visit by visit, with workarounds, is in Housecall Pro service plans, explained.

Once a plan is active, the billing frequency can't be changed and the card can't be removed from it (vendor-confirmed).⁷ Completed member visits produce $0.00 invoices with no link back to the plan payment, which is the thread title "Service Plan headaches" in one line.⁹ If you're on Max already, use it and keep a sheet for the visit ledger. If you're on Essentials, stay there — the full breakdown and the ways around the gate are in Housecall Pro Service Plans: what's gated, what breaks, and the alternatives.

Jobber: no membership object, and what the recurring-jobs workaround costs you

Jobber has no maintenance-contract object. The feature request thread is years old.¹⁰ The workaround is a recurring job per member for the visits, a client tag for the tier, a custom field for the renewal date, and a recurring invoice for billing (the click-by-click build is in how to run maintenance plans in Jobber). It works, sort of. A recurring job has no "owed" count, so nobody knows the spring visit was skipped until the member calls in the fall. Discounts get applied from memory. Renewals get asked for, which is where the 40-50% renewal rate comes from.¹

The upside is real, though. Jobber is the cheapest of the big three (Core from $29/mo billed annually, $49 monthly; every plan and band is in the Jobber pricing breakdown)²⁰ and has a free, open API, which is why it's the FSM we integrate with first. Keep Jobber. Put the agreement beside it — the full breakdown is in does Jobber support maintenance agreements, and if you're weighing the two entry-level FSMs, see Jobber vs Housecall Pro for maintenance plans.

FieldEdge, Service Fusion, Workiz: agreement handling in the mid-tier FSMs

FieldEdge has a real agreement module and a QuickBooks integration people like. It also has this, from an office manager at a shop where "90% of our service here is dependent on our maintenance contracts": "the dates change for seemingly no reason, they'll switch to inactive if the maintenance isn't scheduled by the set reminder date, and half the time I try to save an agreement it just gives me errors."¹⁷ Pricing is per user (about $100-150 a month each, office and field), with a $4,000-6,000 implementation and a 12-month contract.¹⁶

Service Fusion is where the phrase "basically non-functional" comes from. A 4-tech shop that's otherwise happy with it: "their service agreement management is basically non-functional for our needs... managing them on my current excel spreadsheet is going to drive me up the wall."¹⁸ The customer portal takes requests that a staff member calls back to confirm, so there's no self-serve booking either.

Workiz gates service plans, equipment tracking and the API to its top Ultimate tier, which has no published price.¹⁹ Its booking portal link is nice and works on every plan. The one feature you'd come for is the one behind the gate.

Standalone trackers: the spreadsheet

If your program is 25 agreements and the owner makes the calls, a spreadsheet is enough. It tracks agreements and renewal dates for free, at $10-15 per agreement per year in office time.³ It holds up to about 80 agreements, one truck's worth, because that's when the person who owns the sheet is also answering every phone. It won't bill the card, book the visit, or know a visit is about to expire. The finished tracker is a free Google Sheet (formulas and filter views included); the walkthrough is in how to track HVAC maintenance agreements.

HVAC membership software, comfort club software, service plan software: same product, different names

Three vendors, three words for one object. ServiceTitan says memberships and recurring services. Housecall Pro and Workiz say service plans. Most contractors say maintenance agreement, and the name on the truck is usually a comfort club. Whatever you call it, the homeowner paid $150-300 up front for two visits, a repair discount and priority scheduling, and the shop owes them.

So "HVAC membership software" holds tiers, per-unit equipment links, discount enforcement on the invoice, and a renewal that keeps the customer's settings instead of resetting them (the ServiceTitan re-keying complaint again). "Service plan software" is the same thing with billing in front: plans charged monthly or annually on a card, dunning when the card fails, a visit ledger. Monthly card-on-file takes renewals from 40-50% to 80% and up,¹ with the best operators at 90-95%.² The catch is the silent failure path: a card expires, nobody's told. Dunning has to retry, request a new card, and text the member. Anything less is a lapse with extra steps.

Whichever word you searched, the table above is the answer.

How we evaluated

Six criteria, the six columns in the table: a per-unit visits-owed ledger, card-on-file billing with dunning, self-serve tune-up booking, renewal automation that keeps customer settings, equipment and filter records, and deferred-revenue export to QuickBooks. Those are the places a program leaks money, worked out from the ~580 data points behind our HVAC product page and the tracking guide. Prices were checked against each vendor's pricing page in August 2026; where a vendor says "request pricing," I used the most recent third-party figure and said so. If a fact here is wrong or stale, email me and I'll fix it.

Frequently asked questions

How many maintenance agreements should a shop my size have?

The trade benchmark is about 250 agreements per $1 million of service revenue. A one-truck shop doing $300k a year should carry roughly 75; a four-truck shop doing $1.5 million, around 375. Well under that, your problem is selling. At it and drowning, your problem is running them.

Does maintenance agreement software need to replace my FSM?

No. Your FSM (Jobber, Housecall Pro, Service Fusion) keeps customers, quotes, dispatch and invoicing. Agreement software owns the one record those tools don't have: the member ledger, with plan, tier, equipment, card on file, and visits owed vs delivered. Booked tune-ups get written back into the FSM as normal jobs. ServiceTitan bundles both, at a price that only works above four trucks.

What renewal rate should I expect?

It depends on the billing method more than the customer. Renewals you have to ask for (a check at the last tune-up, a mailed invoice, a call) land at 40-50%. Auto-renew on a card on file lands at 80% or better, and the best operators on monthly auto-billing clear 90-95%. On 300 agreements at $225 a year, that swing is worth about $20,000.

What does it cost to administer an agreement?

About $10-15 per agreement per year in office time (entering the signup, chasing the renewal, calling to book the visits, checking status when the member calls in). Against a gross profit of $50-95 per agreement, that's 10-25% of the margin. At 300 agreements it's $3,000-4,500 a year.

Is Housecall Pro Max worth it for service plans?

If you're on Max anyway (for the API, the 8 users, the reporting), yes, use Service Plans. If service plans are the only reason you'd upgrade from Essentials, you're paying about $150 a month extra for a module that still needs the office to work a visit to-do list by hand, and that can't change billing frequency or the saved card once a plan is active. Stay on Essentials and run the agreements beside it.

Sources

1. Smart Service, "How much should HVAC service agreements cost?" - "Monthly auto-pay or annual auto-renew with explicit opt-out language drives 80%+ renewal rates. Manual annual renewal processes drop to 40-50%." smartservice.com, retrieved June 2026.
2. Pipeline, "Contractor membership program" - "top operators clear 90-95% on monthly auto-billed plans vs 75-80% on annual renewals." pipelineon.com, June 2026.
3. Profitability Partners, "HVAC maintenance agreements profitability" - admin/billing overhead $10-15 per agreement per year; gross profit $50-95 per agreement. profitabilitypartners.io, June 2026.
4. FieldEdge, "HVAC service agreement programs" - target of 250 service agreements per $1 million in service revenue. fieldedge.com, November 2025.
5. ACHR News, "Homeowners, contractors mutually support maintenance agreements" - "Of the 100 responding HVAC contractors, 72% said they offer maintenance agreements." achrnews.com, December 2023.
6. Housecall Pro pricing page - Basic $59/mo annual ($79 monthly), Essentials $149 ($189), Max $299 ($329); "Recurring Service Plans" listed as a Max feature. housecallpro.com/pricing, retrieved August 30, 2026.
7. Housecall Pro help center, "Service Plans FAQs" - "Once a Service plan has been accepted and is active in a customer's profile, the billing frequency cannot be changed"; "the credit card cannot be removed from the service plan." help.housecallpro.com, retrieved August 2026.
8. Housecall Pro help center, "Service Plans dashboard overview" - "This list will act as your reminder to schedule actual appointment times for upcoming and overdue Service Plan visits." help.housecallpro.com.
9. r/HouseCallPro, "Service Plan headaches," February 6-7, 2026. reddit.com.
10. Jobber Community, "Maintenance contract feature" request thread. community.getjobber.com; Jobber help, "Create a recurring job." help.getjobber.com.
11. QuoteIQ, "Best maintenance plan software for HVAC (2026)" - entry-tier prices: Housecall Pro Basic $59, Service Fusion $208 (unlimited users), ServiceTitan $245+/tech. myquoteiq.com, retrieved August 30, 2026 (third-party roundup; used only where the vendor publishes no price).
12. r/hvacadvice, "How do you manage your maintenance agreements," March 27, 2026 (contractor running ~2,500 members on ServiceTitan: "I wouldn't make the jump to service Titan until you've got at least four vans on the road with 300 to 500 maintenance agreements"). reddit.com.
13. r/smallbusiness, "ServiceTitan quote for a small plumbing shop," July 14, 2026 - "$250-500 per technician per month (based on the package)." reddit.com.
14. ServiceTitan Community, "BEWARE IF USING ACH: $8,661 in failed transactions, no alerts received," November 2024. community.servicetitan.com.
15. ServiceTitan Community, "We just learned that when you renew a membership, the membership does not duplicate the existing membership... We have 4K memberships." community.servicetitan.com; ServiceTitan help, "What is causing recurring services not to be added when renewing a membership." help.servicetitan.com, retrieved August 2026.
16. Field Service Tools, FieldEdge review - Desktop Office License $100-150/user, Mobile $100-125/user, implementation $4,000-6,000 one-time, "almost always requires a 12-Month Contract." fieldservicetools.com, February 2026.
17. r/hvacadvice, "FieldEdge will be the death of me," August 6, 2024. reddit.com.
18. r/ProHVACR, "Service agreement management," February 19-20, 2025 (office manager at a 4-tech Service Fusion shop). reddit.com.
19. Workiz pricing page - Standard, Pro and Ultimate all "request pricing"; service plans, equipment tracking, open API and Zapier listed under Ultimate. workiz.com, retrieved August 30, 2026.
20. Jobber pricing page - Core $29/mo, Connect $99, Grow $149, Plus $399 billed annually ($49/$139/$199/$499 monthly). getjobber.com/pricing, retrieved August 2026.