Service plans that keep your techs busy in shoulder months.
Service agreements and memberships run themselves: renewals bill the card on file, members get a reminder by email and book their own tune-ups, and nobody in the office keeps a spreadsheet. It's the service plans module of Deepsel, free estimate, invoice and scheduling software for contractors, on the $29 Pro plan.
Manual renewals = lost jobs.
Renewal method matters. If renewing means the tech collects a check at the last tune-up, or the office mails an invoice and chases it by phone, 40-50% of members renew. Put the plan on a card on file with auto-renew and 80% or more renew, and top operators on monthly auto-billing clear 90-95%.1, 2 Same price, same service. On 300 agreements at $225 a year, thirty points is roughly $20,000 a year that walks out the door because nobody charged the card.
In-person renewal is ugly too: homeowners push back and don't renew when a tech surprises them with a $300 ask at the door during a "prepaid" visit.
What the module does instead:
- Auto-renewal and billing: the card on file is charged on renewal day, monthly or annual. No invoices, no phone tag, no awkward ask at the door. Shops that don't keep cards on file mark the plan paid outside: the member gets the amount and due date by email before renewal and a past-due notice after it, and the office records the payment.
- Heads-up before every charge: the member gets a notice before the card is charged, so there's never a surprise on the statement.
- Failed charges flagged, not buried: a failed card retries, the card updater picks up a reissued number, the member gets an email, and if it still fails your office gets a flag. You work a short exception list instead of chasing 300 renewals by hand.
Stop calling 300 homes every spring.
Let auto reminders fill your shoulder season.
Each spring and fall, someone has to phone or email every member to book visits they already paid for, in the same weeks the phones fill up with no-cool and no-heat calls. "We'll call you for your tune-up" is a promise the office can rarely keep. A CSR at a bigger shop called it "a trap. If you're overbooked or a lot of inbound calls, you're not getting to everyone."3
When a covered visit comes due, Deepsel sends the member a reminder by email (by text too on Max), with wording and a schedule you approve, and a booking link that already knows who they are and which unit is due. No reply? A follow-up on the same schedule, then a flag for the office to call. The slot they pick lands on your dispatch board as a job, tagged as a plan visit, next to the repair calls.
Check if and when customers get tune-ups at a glance.
Whether each customer got their two maintenance visits this year, and when, plus their renewal date, tier and equipment. A member calls in and you pull it up in seconds: plan status, visits done vs owed per unit, last visit date, and what the tech needs on the truck. The member sees the same ledger from their side, which ends the "I paid for two and got one" argument.
The ledger also watches the calendar. If the plan year is running down with a visit still owed, you and the member both get a warning before it expires. A spreadsheet records whatever someone typed; it won't tell you a plan ends in 30 days with a tune-up unbooked. Admin alone runs $10-15 per agreement per year against $50-95 of gross profit,4 and when you go to sell the company, buyers check that memberships reflect real visits delivered.2
Capture equipment in the field.
Plans aren't attached to a house. A maintenance plan is attached to a specific unit of equipment. The right filter size, warranty status, which system the plan actually covers: it all hangs off a nameplate in an attic or crawlspace that only your tech ever sees. The same goes for the water heater on a plumbing plan or the panel and generator on an electrical one.
Your tech snaps a photo of the nameplate during the visit, and model, serial and filter sizes land on the unit. The membership is created on the same screen, card collected on the homeowner's phone. Next season, the right filter is on the truck.
Capture equipment in the field
Create a membership in secondsHow the service plans module runs an agreement.
Here's the loop as it runs on Pro, whether you call it a maintenance agreement, a service contract or a membership. Each step hands off to the next without the office touching it, and the office sees only the exceptions.
- 1
The plan record
One record per customer: plan and tier, price, the covered equipment with its nameplate photo, the card on file, the renewal date, and the visits owed for the year. Techs create it in the home in about 30 seconds.
- 2
Renewal billing
On renewal day the card on file is charged, monthly or annual, with a heads-up to the member first. A failed card retries, the card updater picks up a reissued number, the member gets an email and the office gets a flag. A plan paid outside gets an email asking for the payment instead, a past-due notice if it doesn't come, and the office records it when it does.
- 3
Reminder and booking link
When a covered visit comes due, the member gets an email (or a text on Max), on wording and a schedule you approve, with a booking link that already knows who they are and which unit is due. No reply, one follow-up, then a flag for the office.
- 4
Visit on the dispatch board
The slot they pick lands on the Deepsel dispatch board as a job, tagged as a plan visit, next to the repair calls. Dispatch changes nothing about how they work. If the plan carries a visit checklist, the visit comes with it and the tech fills it in on the phone. The tech closes it from the phone and the visit moves from owed to delivered on that unit.
- 5
The ledger the member can see
Office and member look at the same ledger: plan, visits owed, visits delivered, next renewal. Whoever picks up the phone sees it in seconds, and the "I paid for two and got one" call stops happening.
- 6
Expiry warnings
Before a paid visit runs out unused, you and the member both get a warning. Expiring visits are the one list the office still has to look at. Everything above ran on its own.
Prepaid plan visits run through the module on Pro. Route-style repeating work, the weekly lawn or the monthly filter change, runs as a recurring job series on every plan, Free included, and a series linked to a plan counts its visits in the plan's ledger.
On Pro at $29, with the whole FSM included.
Deepsel is priced per shop, with unlimited users on every plan, month to month. No per-user seats, no setup fee, no contract. Card payments are 3.3% + 30¢ online on every plan, keyed or on file, and 3.1% + 15¢ in person with Tap to Pay, coming soon with the apps on Max. The full table is on the pricing page; here is where the module sits.
- Free, $0: unlimited users, 30 estimates and 30 invoices a month, with every core feature: scheduling and dispatch, quotes, invoicing, card payments, customer and equipment records, customer import. No card required. Step one for most shops is Free plus the free tracking spreadsheet beside it.
- Pro, $29 a month or $290 a year: everything in Free with unlimited estimates and invoices, plus the service plans module on this page, Google review requests, online booking and estimate templates. Each row of the tracking spreadsheet becomes a plan you set up there once.
- Max, $59 a month or $590 a year: everything in Pro plus texting with your customers from your own business number, booking reminders by text included (1,000 texts a month, then $20 per extra 1,000). The iPhone and Android apps with Tap to Pay and QuickBooks sync are coming soon to Max. Missing something? Request a feature.
Compare that with where the other platforms put it. Housecall Pro keeps Recurring Service Plans on its Max tier at $299 a month,5 Jobber has no agreement record at all, only recurring jobs,6 and ServiceTitan prices per technician, a reported $250-500 a tech a month.7 An 8-person shop pays $229 a month on Jobber Connect, $299 on Housecall Pro Max and $29 here. What seven platforms charge has the sources, and the best HVAC maintenance agreement software comparison covers how each one handles the agreement itself.
Your customer list comes in as a spreadsheet.
- From another platform: export your customer list and upload it. Step-by-step pages for Jobber, Housecall Pro, ServiceTitan, Service Fusion and FieldEdge; any other vendor's export uploads as a spreadsheet.
- From a spreadsheet or a binder: upload the sheet during setup and map the columns, and your customers are in within a few minutes. The plans don't import; each one is set up once in the module, and the free tracking spreadsheet already has the fields it asks for.
- If you leave: your customer list exports as a spreadsheet. No contract, cancel any time.
FAQ
How does the free plan work, and which plan has the service plans module?
Sign up and you're in. Free covers 30 estimates and 30 invoices a month for your whole team, with every core feature: scheduling and dispatch, quotes, invoicing, card payments, and customer and equipment records. No card required. The service plans module is on Pro, $29 a month or $290 a year, with unlimited estimates and invoices. Step one for most shops is Free plus the free tracking spreadsheet. When the sheet starts eating the office's week, move to Pro: its customer columns upload as they are, and each plan is set up once in the module.
I'm on Jobber or Housecall Pro today. Does this run beside them?
No. It replaces them. Deepsel does the scheduling, dispatch, quotes, invoicing and card payments those tools do, and on Pro the agreement sits on the same customer and the same unit as the dispatch board and the invoices. Export your customer list and upload it; there are step-by-step pages for Jobber, Housecall Pro, ServiceTitan, Service Fusion and FieldEdge. Housecall Pro keeps its Recurring Service Plans on the $299 Max tier5 and Jobber has no agreement record at all,6 so the detail of what you leave behind is in service plans in Housecall Pro and maintenance plans in Jobber.
What if a member's card fails or expires?
Deepsel retries the charge, runs the card updater to pick up a reissued number, and emails the member. If it still fails, the agreement is flagged on one screen for your office. Nothing lapses silently, and nobody keeps benefits they've stopped paying for without you knowing. Shops that don't keep cards on file can mark a plan paid outside: the member gets an email with the amount and the due date before each renewal and a past-due notice if the payment doesn't come, and the office records the payment when it does.
Will my members get spammed?
No. A member gets a short, polite reminder by email when a covered visit is bookable (by text too on Max), a follow-up if they don't respond, and a heads-up before any renewal charge. You approve the wording and the schedule before anything goes out. They're your customers, in your voice.
How do I track visits owed vs delivered?
Per unit, never per customer. Each covered unit gets its owed visits for the plan year, a booked date and a completed date. When the tech closes the visit it moves from owed to delivered, and the member sees the same ledger from their side. If the plan year is running down with a visit still owed, you and the member both get a warning before it expires.
Can techs sign customers up in the home?
Yes. Signup runs on the tech's phone. Pick the plan and tier, photograph the nameplate so model, serial and filter sizes land on the unit, then hand the phone to the homeowner for the card. The agreement is attached to that unit, so a two-system home stops being a future argument.
Is it only for HVAC?
No. HVAC shops are the biggest users, which is why the examples on this page are tune-ups, but plumbing, electrical, pest control, lawn and pool shops run the same module: a plan per customer, the covered equipment or property, the visits owed, the card on file. For a weekly pool route, the contract to go with the plan is the free pool service agreement template. Route-style repeating work, the weekly lawn or the monthly filter change, runs as a recurring job series on every plan, Free included, and a series linked to a plan counts its visits in the plan's ledger. The multi-trade version of this page is maintenance agreement software for HVAC, plumbing and electrical contractors.
Do I need ServiceTitan to run memberships?
Under roughly four trucks, no. ServiceTitan's membership module does work. One shop running 2,500 members says it "makes tracking, scheduling and automatic renewals very simple." The same contractor adds: "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."8 At a reported $250-500 per tech per month plus migration fees,7 a 2-truck shop would pay more for the platform than its whole agreement program earns. Deepsel is the field service platform with unlimited users for shops below that line, with the module on its $29 plan.
What should an HVAC maintenance agreement include?
The visits (usually two a year, AC in spring and heating in fall), the exact equipment covered by model and serial, the repair discount (10-15% is typical), priority-scheduling terms, price and billing frequency ($150-300 a year or $15-30 a month), auto-renewal language with an opt-out, and what happens to an unused visit at year end. The equipment line matters most. On a two-system home it decides whether the second unit is covered. Deepsel's plan record has a field for each of these, and the free HVAC maintenance agreement template has the clauses.
Are HVAC maintenance agreements worth it?
For the shop, yes. They fill the spring and fall shoulder seasons with pre-sold work, and each visit throws off repair and replacement leads. Businesses that sell for good multiples typically have about 20% of revenue on agreements, and the benchmark is about 250 agreements per $1 million of service revenue.9 They're worth it when the visits get delivered and the renewals get collected. That's the part the software exists for.
Sources
- 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.
- 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.
- r/HVAC, "Service agreement," December 18, 2023 (CSR comment). reddit.com.
- 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.
- 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.
- Jobber Community, "Maintenance contract feature" request thread. community.getjobber.com; Jobber help, "Create a recurring job." help.getjobber.com.
- r/smallbusiness, "ServiceTitan quote for a small plumbing shop," July 14, 2026 - "$250-500 per technician per month (based on the package)." reddit.com.
- r/hvacadvice, "How do you manage your maintenance agreements," March 27, 2026 (contractor running ~2,500 members on ServiceTitan). reddit.com.
- FieldEdge, "HVAC service agreement programs" - target of 250 service agreements per $1 million in service revenue. fieldedge.com, November 2025.