HVAC maintenance agreements with every unit listed
Equipment, service levels, monthly charges, a visit schedule and an expiry date in one agreement your customer signs, plus seasonal offers sent to every customer at once.
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HVAC businesses send preventive maintenance agreements from QuoteCloud: the units covered, service levels as a single choice, monthly charges as repeating price items, a visit schedule and an expiry date. The customer signs online; the business invoices the charges, and the Expiring Soon filter shows which agreements to send again.
A sample preventive maintenance agreement by a fictional business, Halden Climate Co., for Ashgrove Medical Centre, drawn as a year dial from December 2026 to November 2027, tinted by season. Four rings show the visit schedule: the ducted system and splits quarterly, the comms room split monthly, exhaust fans and the fresh-air unit every six months, filters in the consult rooms quarterly. A hand sweeps month by month and that month's visits light up. The agreement expires on 30 November 2027; nothing renews by itself. In the centre: Standard service level, $340 a month plus tax, 12 months, 10 units.
A commercial maintenance agreement, page by page
HC-PM-0412 for Ashgrove Medical Centre: ten units, a busy practice, visits outside consulting hours.
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Halden Climate Co.Maintenance agreement HC-PM-0412 Sample · fictional business
Maintenance agreement
Preventive maintenance, 12 months
Scheduled maintenance for every heating, cooling and ventilation unit in the centre, with the comms room checked monthly and visits booked outside consulting hours.
Cover
What's covered, in one paragraph
Every heating, cooling and ventilation unit in the centre, the comms room checked monthly, visits before 8 am or after 6 pm, and the dates the agreement runs.
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Halden Climate Co.Maintenance agreement HC-PM-0412 Sample · fictional business
Equipment covered 10 units · surveyed 12 Nov
Tag Unit Visits Cover DU-1 Ducted system, 14 kWReception & waiting Quarterly Full SS-1–6 High-wall splits, 2.5 kW × 6Consult rooms 1–6 Quarterly Full SS-7 Split system, 3.5 kW, 24/7Comms room Monthly Priority EF-1–2 Exhaust fans × 2Treatment room & toilets Every 6 months Full FA-1 Fresh-air unitRoof Every 6 months Full Units and tags from Halden's survey. Repairs found at a visit are quoted separately before any work starts.
Equipment
Every unit, tagged
The equipment list from Halden's survey: tag, unit, location, how often it's serviced and its cover. Repairs found at a visit are quoted separately, before any work starts.
Breakdown & repair quotes from site -
Halden Climate Co.Maintenance agreement HC-PM-0412 Sample · fictional business
Choose your service level
Your service plan
Service How often Per month Service, ducted system & 6 splits Quarterly $210.00 Comms room split, monthly check Monthly $55.00 Exhaust fans & fresh-air unit Every 6 months $35.00 Filter replacement, consult rooms Quarterly $40.00 - Monthly
- $340.00
- Term
- 12 months · $4,080
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Service level & charges
Three service levels, one monthly price
Essential, Standard or Priority as a single choice, then the repeating charges behind the Standard price and the visits through the year. The charges are set out in the agreement; Halden invoices them.
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Halden Climate Co.Maintenance agreement HC-PM-0412 Sample · fictional business
Visit schedule Standard · Dec 2026 – Nov 2027
Service Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Ducted system & splitsQuarterly 1 visit none none 1 visit none none 1 visit none none 1 visit none none Comms room splitMonthly 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit 1 visit Exhaust & fresh airEvery 6 months 1 visit none none none none none 1 visit none none none none none Filters, consult roomsQuarterly 1 visit none none 1 visit none none 1 visit none none 1 visit none none Visits 4 1 1 3 1 1 4 1 1 3 1 1 Visits booked before 8 am or after 6 pm so the consult rooms stay open.
Visit schedule
Twelve months of visits on one page
Each service as a row and a dot for every visit, with the first month highlighted. The practice manager can see when the comms room is checked and when the filters change.
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Halden Climate Co.Maintenance agreement HC-PM-0412 Sample · fictional business
Agreement terms
Starts1 Dec 2026Expires30 Nov 2027- VisitsAs set out in the visit schedule, confirmed with you a week ahead.
- RepairsQuoted separately at the rates in this agreement, and only started once you approve.
- ChargesThe monthly price for your service level, invoiced by Halden at the start of each month.
- Refrigerant workCarried out by licensed technicians; Halden keeps the refrigerant records.
- ExpiryThis agreement ends on 30 Nov 2027. We'll send you a new agreement to review before then.
Accept and sign
Grace Mbeki · Practice manager, Ashgrove Medical Centre
Signed online · 24 Nov, 9:05 am
Agreement summary
- Service level
- Standard
- Monthly
- $340.00 + tax
- Term
- 12 months
- Expires
- 30 Nov 2027
Certificate of authenticity and audit trail attached
Terms & signature
A start, an end, and a signature
Visits, repairs, charges, refrigerant records and an expiry date in plain clauses, then the practice manager's signature with the service level, monthly charge, term and expiry beside it.
Service levels the practice manager can compare
A practice manager wants to know what the extra $80 a month buys. Put Essential, Standard and Priority side by side as one choice, each with what's included, and the repeating charges underneath so the monthly price is never a mystery.
In an implementation, these three levels become your standard offer: the same names, frequencies and prices in every agreement, from the home care plan to the hospital.
- Single-choice group for the service level
- Repeating price items with a term, beside any one-off rows
- A visit strip showing the year at a glance
Price tables: Essentials and up. QuoteCloud doesn't bill repeating charges.
Choose your service level
Your service plan
| Service | How often | Per month |
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| Service, ducted system & 6 splits | Quarterly | $210.00 |
| Comms room split, monthly check | Monthly | $55.00 |
| Exhaust fans & fresh-air unit | Every 6 months | $35.00 |
| Filter replacement, consult rooms | Quarterly | $40.00 |
- Monthly
- $340.00
- Term
- 12 months · $4,080
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Accept and sign
Grace Mbeki · Practice manager, Ashgrove Medical Centre
Signed online · 24 Nov, 9:05 am
Agreement summary
- Service level
- Standard
- Monthly
- $340.00 + tax
- Term
- 12 months
- Expires
- 30 Nov 2027
Certificate of authenticity and audit trail attached
Fill the quiet months with one send
Before winter, offer every home care customer a heating service: one ducted, split or whole-home choice, a couple of add-ons, accepted and signed online. Bulk send creates a personalised copy for each customer from one template.
You see who opened it and who accepted, and the office books the visits. Nothing is charged until a customer signs.
- One template, a personalised copy per customer
- Sent, opened and accepted at a glance
- Each customer chooses their own service level
Bulk send: Essentials and up, with volume-based costs
Bulk send with QuoteCloud- Claire Hadleyclaire.hadley@example.com AcceptedDucted system
- Arjun Raoarjun.rao@example.com Opened
- Nina Petrovicnina.petrovic@example.com Sent
- Owen & Mia Gradyowen.grady@example.com AcceptedDucted + 2 splits
- Sofia Marchettisofia.marchetti@example.com Opened
- Sent
- 5
- Opened
- 4
- Accepted
- 2
Try it with your own maintenance agreement
Free for 14 days, no credit card required. Send us your current template and we'll convert one for you during the trial.
See which agreements end next
Every agreement carries its expiry date. The Expiring Soon filter lists the ones ending in the weeks ahead, so the service manager sends the new agreement while there's still time to talk about it.
Nothing renews by itself and nothing is billed: a new agreement is a new document the customer reads and signs.
- Expiry dates on documents
- Expiring Soon filter on the documents list
- A new agreement from the same template, with this year's prices
4 maintenance agreements expire in the next 45 days
- Preventive maintenance, 12 monthsRiverbend Library · HC-PM-0288 Expires 31 Octin 9 days Accepted
- Rooftop plant maintenanceCalder Street Dental · HC-PM-0301 Expires 14 Novin 23 days Accepted
- Common areas, 12 monthsKingfisher Apartments · HC-PM-0317 Expires 28 Novin 37 days Accepted
- Preventive maintenance, 12 monthsMarlowe Physio · HC-PM-0322 Expires 4 Decin 43 days Accepted
From 60 days out to a new year signed
How a service manager might run renewals. This is your team's process: QuoteCloud shows what's expiring and sends the new agreement, it doesn't renew or remind anyone.
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60 days
Check the year
Look back at the visit reports and repairs: units added, units replaced, anything that changes the level.
Visit reports -
45 days
On the list
The agreement appears under Expiring Soon with its client and date.
Expiring Soon -
30 days
New agreement sent
From the same template with this year's prices and the updated equipment list.
From your template -
Expiry
Signed for another year
The practice manager signs online; the office keeps invoicing the monthly charge.
eSignature
A sample plan. Your agreements set their own dates; nothing in QuoteCloud renews, bills or sends reminders by itself.
Two agreement templates cover most of the book
What an HVAC business sets up in an implementation, and why each piece matters.
Home care plan
One or two systems, two visits a year, a short equipment list and a monthly or yearly price. Offered as an optional row on every install quote.
Commercial preventive maintenance
The full asset list, visit frequencies by unit, response levels and filter changes, signed by a practice or facility manager.
Standard service levels
Essential, Standard and Priority with the same inclusions every time, so the office never has to explain a one-off deal.
Equipment list as a block
A table the technician fills in from the survey; the same columns in every agreement and every visit report.
An expiry on everything
Every agreement ends on a date, so the Expiring Soon list is your renewal list.
Seasonal offers in bulk
Pre-winter and pre-summer service offers to the whole customer list from one template (Essentials and up, volume-based costs).
From survey to a signed maintenance agreement
Five steps for a new commercial agreement.
List the equipment
Walk the site and record each unit's tag, type, location and how often it needs servicing.
Open the agreement template
Start from your maintenance template with the terms, service levels and visit schedule in place.
Set the year
Fill in the equipment list, the repeating charges and the visit schedule, and set the expiry date.
Send for signature
The customer chooses a service level and signs online; take a first payment on signing if you want one.
Watch the expiry
Check the Expiring Soon filter and send next year's agreement in good time.
HVAC maintenance agreements: questions answered
Does QuoteCloud bill HVAC maintenance charges every month?
No. Monthly charges are repeating price items set out in the agreement, and you invoice them from your accounting system. QuoteCloud doesn't bill, send payment reminders or renew agreements automatically.
How do I know when a maintenance agreement is about to end?
Give each agreement an expiry date. The Expiring Soon filter in QuoteCloud lists the agreements nearing their end, so you can send a new one in time. Nothing renews by itself.
Can a maintenance agreement list every unit on site?
Yes. Add the equipment as a table block with each unit's tag, type, location, service frequency and cover. Save the layout in your template so every agreement and visit report uses the same columns.
Can customers choose their service level?
Yes. Put your service levels in a single-choice group with what each includes and its monthly price; the customer picks one before signing. Price tables are on Essentials and up.
Can I send a seasonal service offer to all my customers?
Yes. Bulk send creates a personalised copy of one template for each customer and shows who opened and accepted it. Bulk send is on Essentials and up, with volume-based costs.
Does QuoteCloud schedule maintenance visits?
No. The visit schedule is part of the agreement your customer signs. Your office books visits in your own job management system, which can be connected to QuoteCloud through Zapier.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
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Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.Explore
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Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.Explore
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Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.Explore
- Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.
- Split & multi-split system quotesOne room or the whole house: each head sized and priced, single or multi-split options, pipe runs and brackets.
- System options, running costs & rebatesGood, better and best systems side by side, with your running-cost estimates, warranties and rebate and finance information.
- Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.
- HVAC templatesReal QuoteCloud templates for HVAC contracts, proposals, maintenance agreements and handover sign-off.
- QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Maintenance agreements, signed for the year
Free for 14 days. No credit card required.