Maintenance agreement (service plan) software for HVAC, plumbing & electrical contractors

Q: Is this a CMMS?

No. A CMMS (MaintainX, UpKeep, Limble, Fiix) tracks your own assets, the equipment in a plant or a building, and the work orders to keep them running. Maintenance agreement software for contractors tracks your customers' plans: what each homeowner paid for, which of their systems are covered, and which visits you still owe them. Manage a facility's equipment? You want a CMMS. Sell service plans to homeowners? You want this.

Published August 25, 2026 · Updated August 30, 2026 · Pricing verified August 2026

The numbers come from about 580 sourced data points on how 1-4-truck home-service shops run their plans: contractor forums, vendor help centers, trade press.
Sources are at the bottom.

Maintenance agreement software for contractors keeps one record per service plan you sell: equipment covered, visits owed vs delivered, renewal date, card on file. It bills renewals, texts booking links when visits come due, and flags paid visits about to expire. Deepsel does that for HVAC, plumbing and electrical shops with 1-4 trucks, beside Jobber, Housecall Pro or QuickBooks.

Almost everything written about maintenance agreements is written for HVAC shops. Fair enough, HVAC plans are the best documented. But a plumber with 120 water-heater plans and an electrician selling annual panel inspections run the same program, on the same tools (Jobber, Housecall Pro, or QuickBooks and a calendar), and hit the same wall at the same point — what that wall looks like inside each tool is in maintenance plans in Jobber and service plans in Housecall Pro. This page is the multi-trade version. If you only run HVAC, the HVAC-only page goes deeper on tune-up seasons and the spreadsheet breaking point.

One thing to clear up first. If you searched for a software maintenance agreement (the contract between a software vendor and its customer for updates and support), that's a different document and this page won't help. This page is about the software that runs a contractor's plan program after the homeowner signs. Still writing the contract itself? Skip to how to create a maintenance contract below.

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Who this is for

Any trade that sells a prepaid plan with scheduled visits. Every vendor has its own name for it (maintenance agreement, service agreement, service plan, membership, comfort club), and every time it's the same object: a homeowner pays $150-300 a year, or $15-30 a month, for a bundle of visits, a repair discount and priority scheduling.¹

Trade	What the plan usually bundles	Visits per year	What has to be tracked per agreement
HVAC	AC tune-up in spring, heating tune-up in fall, 10-15% repair discount, priority scheduling	2 per system	Each unit by model and serial, filter sizes, two owed visits with booked and completed dates, renewal date, payment method, discount
Plumbing	Annual whole-home inspection, water-heater flush, discount on repairs, waived or reduced trip fees	1, sometimes 2	Water heater by model, serial and install year, fixtures covered, the owed inspection, renewal date, discount and fee terms
Electrical	Annual panel and safety inspection, surge-protector or smoke-detector checks, repair discount, priority service	1	Panel details, generator or EV-charger units if covered, the owed inspection, renewal date, discount
Multi-trade (HVAC + plumbing, or all three)	Tiered bundles: the HVAC visits plus the plumbing or electrical inspection, one price, one renewal	2-4	All of the above under one agreement, with visits owed per system, not per customer

HVAC plans are the best documented, so most of the numbers on this page come from them. Plumbing and electrical plans sit in the same price band with fewer visits and a heavier discount component. And the small shops in those trades are on the same software as HVAC shops, so they run into the same ceiling. An electrical contractor sizing up Housecall Pro put it at "$99/mo, maybe even $149/mo might be OK, but 200 is getting pretty pricey."¹⁷ Another electrician, on ServiceTitan: "fantastic but cost prohibitive on a small shop. Don't use it. I've run mine with Jobber."¹⁸

On volume: the trade benchmark is about 250 agreements per $1 million of service revenue.⁴ So a shop doing $200k-$2M a year carries somewhere between 50 and 500. That's enough that the program matters, and too few to pay for a platform priced per technician. A contractor running 2,500 members on ServiceTitan drew the line himself: "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."⁹ Everyone under that line is who we built Deepsel for.

The five jobs the software has to own

A plan program is five recurring jobs. In most small shops one office person does all five from a spreadsheet that started life as a paper binder. One office manager described it exactly that way: "originally they had a binder to track customer's service agreements, then we moved to excel."¹⁰ Each job has a cost when it's done by hand, and I'll put a number on each. (If a better sheet is all you want today, our tracker is a free Google Sheet.)

1. The ledger: what each customer paid for and what they've received

One record per agreement, tied to the specific equipment covered, with visits owed and visits delivered by date. Without it, "I paid for two visits and got one" gets settled by memory. A two-system home turns into an argument about whether the second unit was ever covered. The founder of a renewal-reminder tool described what happened at his brother's shop: "80 agreements all with different anniversary dates, and the office manager is also answering phones, scheduling, and doing invoicing. So agreements just quietly lapse."¹⁶ Deepsel's ledger is per system. It updates when the tech closes the visit checklist, and the customer can see it too.

2. Billing and failed-payment handling

Renewals someone has to ask for (a check collected at the last visit, a mailed invoice, a follow-up call) convert at 40-50%. Plans that auto-renew on a card on file convert at 80% or better, and shops on monthly auto-billing clear 90-95%.^{1, 2} That's a 30-40-point swing from billing mechanics alone. Nothing about the plan changed. Card-on-file has its own failure path, though: a card expires, the charge fails, nobody's told. One ServiceTitan shop found "$8,661 in failed transactions, no alerts received."¹⁴ Deepsel retries the charge, runs a card-updater check, and texts the member. Your office only sees the exceptions.

3. Booking the visits the customer already paid for

Every spring and fall (or every anniversary, for plumbing and electrical) somebody has to turn "we'll call you" into a booked visit. By hand. In the same weeks the phones fill up with breakdown calls. The office manager who owns the sheet: "I now have the issue of not having the time to call individuals. I've emailed, sent texts, etc."¹¹ A CSR at a bigger shop was blunter: "'We Will Call You For Tune Ups' is a trap."¹² Deepsel texts each member a pre-filled booking link when their window opens, follows up with a second text and an email, and hands the office one short call list of whoever didn't respond.

4. Expiry protection

The plan year ends with a visit still owed and nothing flags it. The customer notices later, usually at the worst moment: "They find out when the customer calls 6 months later and they've already signed with someone else."¹⁶ Deepsel warns you and the member 30 days before the year ends with a visit outstanding. That's the one list your office still has to look at.

5. The books

A $240 plan sold today is $240 of visits you've promised. Proper books carry it as deferred revenue until each visit is delivered.¹⁵ Most small shops book it as income on day one, and it doesn't bite until the day you try to sell the company: "Buyers also verify that memberships are paid-in-advance and reflect real visits delivered, so paper memberships get heavily discounted in diligence."² Deepsel (on Pro) exports a monthly journal to QuickBooks. Plan cash goes to deferred revenue, and each delivered visit's share moves to maintenance revenue.

Add it up. Done by hand, the admin alone runs $10-15 per agreement per year against $50-95 of gross profit per agreement,³ and that's before counting the renewals and visits that fall through. At 300 agreements you're spending $3,000-4,500 a year of office time on paperwork.

Spreadsheet vs. FSM module vs. ServiceTitan vs. CMMS vs. Deepsel

I checked prices and feature gating against each vendor's published pricing and help pages in August 2026. If you want every FSM in one table ranked by shop size, that's the best HVAC maintenance agreement software comparison. The CMMS column is there because Google files "maintenance software" searches with asset-maintenance tools. If that's what you need, this is the wrong page, and the column says why.

What the program needs	Spreadsheet	Housecall Pro (Max tier)	Jobber (recurring jobs)	ServiceTitan	CMMS (MaintainX, UpKeep, Limble)	Deepsel
Built to track	Whatever you type	Customer service plans	Recurring jobs; no agreement object¹³	Customer memberships	Your own equipment and work orders, not customer plans	Customer agreements, per system
Visits owed vs. delivered	Manual columns, if updated after every visit	Unscheduled-visits list the office works by hand⁷	None	Yes (recurring service events)	Preventive-maintenance schedules for assets, not plan entitlements	Yes. Updated when the tech closes the visit, visible to the customer
Auto-renew on card on file + failed-payment handling	No	Card auto-charges; billing frequency and saved card lock once active⁶	Recurring invoice, collected manually	Yes; failed-payment alerts must be requested from support¹⁴	No	Yes: retries, card updater, text to the member on failure
Self-serve booking texts when a visit is due	No	Reminder emails; booking is an office task⁷	No plan-driven outreach	No, office schedules from a report	No	Yes: pre-filled link, two texts, one email, then one flagged call
Warning before an owed visit expires	Only if you build the formula	No	No	Report-based	No	Yes, to you and the member
Deferred-revenue export to QuickBooks	No	No; completed plan visits invoice at $0.00⁸	No	Yes, with manual adjustments	No	Yes (Pro)
Works beside the FSM you already have	Yes	Is the FSM	Is the FSM	Replaces the FSM	Standalone	Yes: Jobber native, Housecall Pro via booking link (native once partnered), or no FSM
Price	$0 software; $10-15 per agreement per year in admin time³	$299/mo annual, $329/mo monthly; plans gated to Max, about $150/mo above Essentials⁵	Included in your Jobber plan	Quote only; contractors report $250-500 per tech per month¹³	Per-user pricing	$79 or $159/mo flat, unlimited users

Service Fusion and FieldEdge have agreement modules too. The shops we read keep a spreadsheet next to them anyway ("their service agreement management is basically non-functional for our needs"¹⁰). The HVAC-specific version of this comparison is on the HVAC maintenance agreement software page.

How to create a maintenance contract (before you need software)

The software can only track what the contract promises, so the contract has to be specific. Six decisions, in this order:

Settle the visit bundle: how many visits, in which season windows, and what each one includes. Two a year for HVAC, one for most plumbing and electrical plans.
List the equipment covered, by unit, with model and serial. On a two-system home this line decides whether the second unit is in the plan or not.
Set the price and billing frequency. $150-300 a year is the HVAC benchmark. Make monthly card-on-file ($15-30) the default, because that's the billing mechanic that moves renewals from 40-50% to 80%+.¹
Spell out the discount and priority terms: what the repair discount is (10-15% is typical), what it applies to, and what "priority scheduling" guarantees in practice.
Write the auto-renewal clause with an opt-out. Say that the plan renews, when, at what price, and how to cancel. Several states regulate automatic-renewal disclosures, so write it to survive them.
Decide what happens to an unused visit. Carried over, forfeited, or refunded. Pick one now. It's the clause most disputes come back to.

Deepsel's agreement record has a field for each of those six terms, so what the contract promises is exactly what the software tracks (and what the customer can see).

Pricing

Flat monthly, unlimited users, month to month, no per-agreement charge. 14-day free trial, no card required. Full details are in the pricing page.

Starter is $79/mo, or $66/mo billed annually (two months free). It covers unlimited users, auto-charge with card on file, automated booking reminder emails, membership and visit tracking, and customer and equipment records.
Pro is $159/mo, or $133/mo billed annually, and it's coming soon. Everything in Starter plus customer and schedule sync with Jobber and Housecall Pro, automated booking reminder texts, configurable membership discounts, QuickBooks export, an AI assistant, and parts warranty tracking.

No hidden fees. No percentage taken on membership revenue.

For scale: 300 agreements at $225 with a 30-point renewal lift is about $20,000 a year in retained revenue. Deepsel costs $948-1,908 a year.

Works with what you already run

Jobber

Native. Connect with your Jobber login and Deepsel reads your customers from Jobber, matches them before it creates anything, and writes booked visits back as jobs. Jobber has no membership or agreement object (the feature request has sat open in its community for years¹³), so the ledger, billing and outreach live in Deepsel and dispatch changes nothing.

Housecall Pro

Works today on any HCP plan. Import your customer export, and the booking texts carry your own book.housecallpro.com link wrapped in the member's context. Native job write-back arrives with our HCP partner integration. If service plans are the only reason you're eyeing Max, you can stay on Essentials and skip the $150/mo upgrade.

QuickBooks, Google Calendar, paper

Upload your spreadsheet and you're running. Booked visits go to a shared calendar, invoices and journals go to QuickBooks. Connect an FSM later if you adopt one. (If you're still building the sheet, our guide to tracking maintenance agreements lists the columns and formulas.)

Frequently asked questions

Is this a CMMS?

No. A CMMS (MaintainX, UpKeep, Limble, Fiix) tracks your own assets, the equipment in a plant or a building, and the work orders to keep them running. Maintenance agreement software for contractors tracks your customers' plans: what each homeowner paid for, which of their systems are covered, and which visits you still owe them. Manage a facility's equipment? You want a CMMS. Sell service plans to homeowners? You want this.

What is the difference between a maintenance agreement, a service plan and a membership?

None in practice. It's vendor vocabulary. Housecall Pro says service plans, ServiceTitan says memberships, Jobber has no object for them at all, and contractors say maintenance agreement, service agreement or comfort club. They all mean a prepaid plan with scheduled visits, a discount and a renewal date. Deepsel tracks the same record whichever word your shop uses.

Does it work for plumbing and electrical, or only HVAC?

All three, and multi-trade bundles. The ledger is per covered unit (an air handler, a water heater, a panel), each with its own owed visits and dates. So a plan that bundles an HVAC tune-up with a plumbing inspection is one agreement with visits tracked per system. You set season windows and visit counts per plan tier.

Can I import my spreadsheet?

Yes. Upload your sheet, or a customer export from Jobber, Housecall Pro or QuickBooks, during setup and map the columns. It takes a few minutes, and we help with the import during the trial. Starting from scratch? The free tracking spreadsheet is already in the import layout.

Do you charge per agreement or per user?

Neither. Starter is $79/mo and Pro is $159/mo ($66 and $133 a month billed annually), flat, with unlimited users on both. No hidden fees, and no cut of your plan revenue.

What is the best software for maintenance management?

Depends what's being maintained. For a facility's own equipment, a CMMS. For the plans a contractor sells to homeowners, you have three options: a spreadsheet (fine under about 80 agreements), your field-service platform's module (Housecall Pro on Max, or ServiceTitan once you're above four trucks⁹), or a dedicated layer like Deepsel next to the FSM you already have.

How do I create a maintenance contract?

Decide the visit bundle, the equipment covered by unit, the price and billing frequency, the discount and priority terms, the auto-renewal clause with an opt-out, and what happens to unused visits. Then put it on an e-signable template. The section above walks through each one, and Deepsel's agreement record has a field for every one of them.

Does it replace Jobber or Housecall Pro?

No. Your FSM stays the system for customers, quotes, dispatch and invoicing. Deepsel owns the agreement (plan, equipment, visits, billing, renewals) and writes booked visits back, so techs and dispatch keep working the way they do now.

Sources

Smart Service, "How much should HVAC service agreements cost?" - plan pricing, "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.
Pipeline, "Contractor membership program" - "top operators clear 90-95% on monthly auto-billed plans vs 75-80% on annual renewals"; "paper memberships get heavily discounted in diligence." pipelineon.com, June 2026.
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.
FieldEdge, "HVAC service agreement programs" - target of 250 service agreements per $1 million in service revenue. fieldedge.com, November 2025.
Housecall Pro pricing page - Max $299/mo annual, $329/mo monthly; "Recurring Service Plans" listed as a Max feature. housecallpro.com/pricing, retrieved August 13, 2026.
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.
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.
r/HouseCallPro, "Service Plan headaches," February 6-7, 2026. reddit.com.
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.
r/ProHVACR, "Service agreement management," February 19-20, 2025 (office manager at a 4-tech Service Fusion shop). reddit.com.
r/ProHVACR, "Scheduling maintenance for service agreements," May 22, 2025. reddit.com.
r/HVAC, "Service agreement," December 18, 2023 (CSR comment). reddit.com.
Jobber Community, "Maintenance contract feature" request thread. community.getjobber.com; Jobber help, "Create a recurring job." help.getjobber.com. ServiceTitan per-tech pricing: r/smallbusiness, "ServiceTitan quote for a small plumbing shop," July 14, 2026 - "$250-500 per technician per month (based on the package)." reddit.com.
ServiceTitan Community, "BEWARE IF USING ACH: $8,661 in failed transactions, no alerts received," November 2024. community.servicetitan.com.
LedgerFi, "HVAC bookkeeping" - deferred-revenue treatment of a $240 annual plan. ledgerfi.co, April 2026.
r/SideProject, "Built a free tool for HVAC contractors to track maintenance agreement renewals," March 15, 2026 (comments by the app's founder, an HVAC shop owner's brother). reddit.com; follow-up comment on lapsing agreements: reddit.com.
r/Contractor, "Is anyone using Housecall Pro, is it worth it?", August 17, 2025 (electrical contractor on price ceiling). reddit.com.
r/electricians, "What are some good does-it-all software options," November 22, 2023 (electrical shop owner on ServiceTitan vs Jobber). reddit.com.