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HVAC Service Agreement Generator

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Not legal advice. This tool generates a residential HVAC service agreement using industry-standard structure and language. It does not review your specific business model, local licensing rules, or state-specific consumer-protection requirements (including automatic-renewal laws in California, New York, Illinois, Oregon, and others). For high-volume use, commercial work, or business in states with prescribed renewal-disclosure language, have a contractor attorney licensed in your state review the agreement before you put it into circulation.

Preview

Your HVAC Company

HVAC Service Agreement

Standard Plan · $32.00 per month

Contractor

Your HVAC Company

-

Customer

-

Term: 1 year, from June 19, 2026 through June 19, 2027. Renews automatically unless either party provides 30 days' written notice.

Plan

Standard

Billing

$32.00 / month

Start

June 19, 2026

Services Included

  • Two seasonal tune-ups per year (spring AC + fall furnace)
  • Standard filter change at every visit
  • Priority scheduling, same-week response on non-emergency requests
  • 15% discount on repair labor
  • 15% discount on replacement parts
  • Written condition report after each visit

Services Excluded

  • Refrigerant (charged at current market rate)
  • Major repairs and component replacement
  • After-hours emergency dispatch fee (reduced rate)
  • System replacement and installation

Covered Equipment

EquipmentMake/ModelSerialYear
Furnace (gas)---
Central AC---

Refrigerant

Refrigerant is not included in this Agreement. If refrigerant is required during any service visit, it will be charged at the Contractor's current market rate at the time of service. Refrigerant pricing fluctuates with EPA regulations, supply, and refrigerant type (e.g., R-410A, R-32, R-454B), and the Contractor reserves the right to update its market rate without prior notice. Customer will be quoted refrigerant charges before any non-emergency work is performed.

Priority Service

Plan customers receive scheduling priority over non-plan customers. For non-emergency requests, the Contractor will respond within two (2) business days for Basic-tier customers, the same week for Standard-tier customers, and within one (1) business day for Premium-tier customers. Emergency response timeframes are described in the tier definition above. Response times do not apply during declared weather events, regional disasters, or other circumstances outside the Contractor's reasonable control.

Cancellation and Payment

Either party may cancel this Agreement at any time by providing thirty (30) days' written notice to the other party. If the Customer cancels before the end of the current paid billing period, the Contractor will not refund pre-paid fees for that period unless required by applicable state law. The Contractor may suspend service or cancel this Agreement immediately if the Customer is more than thirty (30) days past due on any payment, if continued service would be unsafe, or if the equipment covered by this Agreement is no longer serviceable. Any earned-but-unpaid fees survive cancellation.

Limitation of Liability

The Contractor's liability under this Agreement is limited to the cost of the services performed during the twelve (12) months preceding any claim. The Contractor is not liable for indirect, incidental, consequential, or punitive damages, including but not limited to loss of comfort, food spoilage, business interruption, or damage to property caused by equipment failure. The Contractor does not warrant the equipment itself; manufacturer warranties remain the responsibility of the manufacturer. This Agreement does not create a guarantee that the equipment will not fail; it provides scheduled maintenance to reduce the likelihood of failure and discounted repair pricing when failure occurs.

Governing Law

Governed by the laws of the State of California.

Signatures

Contractor

 

-, Owner

Date: June 19, 2026

Customer

 

-

Date: June 19, 2026

Invoice the plan with Invoicer

This agreement only works if you actually collect the $32.00 every month. Create professional invoices in Invoicer, take card payments, and get paid faster so the plan revenue shows up without chasing it.

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Your Company

Company Logo

Optional. Select from Logo Maker or upload directly.

Customer

Service Tiers

Three defaults. Rename, re-price, or rewrite the included/excluded lists to match your business.

Edit Basic
Edit Standard (selected for this customer)
Edit Premium

Billing & Term

Current price for Standard: $32.00 per month

30 days is standard. Some states require longer notice for auto-renewing consumer contracts.

Covered Equipment

Contract Clauses

Pre-populated with industry-standard language. Edit any of them to match your business.

Only your selected state appears in the governing-law clause.

Signatures

Contractor

Customer

By Invoicer.ai Editorial · Updated May 2026 · Residential HVAC focus · all language editable per business

How to build an HVAC service agreement

Four steps, about five minutes. Start from defaults that match what most residential HVAC contractors offer, then edit anything that doesn't match your business.

  1. 01

    Pick and price your tiers

    Three defaults (Basic, Standard, Premium) covering the residential range from "annual filter change" to "no-charge service calls." Rename them, change the prices, rewrite the included/excluded lists. Then pick which tier this customer is buying.

  2. 02

    List the equipment

    Add each system under the plan: furnace, central AC, heat pump, mini-split, boiler, water heater, humidifier, air cleaner. Capture make, model, serial, and install year. That list is what defines "covered." It's what protects you when a customer eventually asks you to look at the dryer.

  3. 03

    Set billing, term, and clauses

    Pick monthly, quarterly, or annual billing. Set the term (1-3 years) and whether it auto-renews. Review the pre-populated clauses for refrigerant pricing, priority response, cancellation, and liability. Edit any of them. Pick your state from the governing-law dropdown.

  4. 04

    Download, sign, and go bill it

    Download a print-ready PDF on US Letter. Wet-sign or e-sign (both are valid under the federal E-SIGN Act and state UETA). Then set up the recurring invoice in whatever billing tool you use so the plan revenue actually shows up every month.

How to price your tiers

There's no national price book for HVAC maintenance plans. These are the ranges most residential contractors in the US land in. Adjust for your region, your cost of labor, and how much equipment is under the plan.

Entry tier

Basic

$15-$25/mo

One annual inspection, filter change, and a 10% discount on repairs. The pitch is "your manufacturer's warranty requires an annual tune-up, let me handle it." Easy to sell at the end of any service call.

Most common

Standard

$25-$40/mo

Two visits per year (spring AC + fall furnace), priority scheduling, and 15% off parts. Two-thirds of plan customers land here. Price it so a couple of routine repairs at the discount roughly pays for the year.

Concierge tier

Premium

$40-$60/mo

Everything in Standard plus no after-hours dispatch fees and free diagnostic calls (labor only). Good for older homes, customers with two systems, or anyone who got burned by a midnight breakdown last year.

Annual price ≈ ~11× monthly. Most contractors discount annual prepay by about a month's worth, pays for itself in cashflow and lower churn.

Two systems = two plans (usually). Either bill a second plan at 70-80% of the first, or charge a per-system "additional equipment" line. Don't give two complete systems away under one $25 plan.

Region adjustments. High-cost-of-living metros (Bay Area, NYC, Seattle) routinely add 30-50% to these ranges. Rural markets where you compete with handymen often go the other way.

Why two visits per year?

The industry standard is a spring AC tune-up before cooling season and a fall furnace tune-up before heating season. Both visits exist for the same reason: catch problems before the equipment is under load, so a $40 capacitor doesn't become a $400 emergency call in July.

Heat pumps get both. A heat pump runs year-round, so it gets both the cooling-side service in spring and the heating-side service in fall. Don't price heat-pump customers as if they have one system. They're working their unit twice as hard as a furnace-plus-AC household.

Two visits per year also gives you two scheduled, friendly customer touches per year. That's what builds a referral business. The customer remembers your tech's name.

Equipment age cutoff

Most contractors will not put equipment older than 15 years on a maintenance plan. The math gets ugly: an aging system fails at the worst time, and a plan customer expects the discount to soften that blow even when the failure is end-of-life.

If you do cover older equipment, do one of three things: raise the price (an old-equipment surcharge of 20-30%), cap repair coverage in the excluded-services list (no replacement of compressors, heat exchangers, blower motors), or use the agreement as a replacement runway (tell the customer up front you'll honor the plan until the next major failure, at which point the conversation shifts to replacement).

Be transparent about which path you're on. A customer who finds out at 11pm in January that "covered" didn't mean what they thought is the customer who stops paying you.

Refrigerant pricing

Refrigerant is the single most volatile cost in HVAC service. Charge it separately, at market rate, every time. The default clause in this tool reserves your right to do that. Leave it in.

R-410A is being phased down under the AIM Act; supply tightens every year and prices spike unpredictably. R-32 and R-454B are the residential replacements taking over in 2025-2026; both are mildly flammable (A2L class), pricing is settling, and your jurisdiction may have new handling requirements.

Quote refrigerant before you charge it on anything that isn't an emergency. Customers don't mind paying market rate; they hate finding a $300 line item on the invoice they weren't warned about.

Cancellation terms

30 days' written notice is the industry standard for both sides. Long enough that customers can't pre-pay annually, file a chargeback, and skate; short enough that customers don't feel locked in.

What to avoid:

  • "Customer cannot cancel" clauses. Unenforceable in most states for residential contracts and will torpedo your Better Business Bureau rating.
  • "Refunds at contractor's sole discretion" with no objective standard. Pick a rule (pro-rated, no refund on cancel, refund only if contractor cancels) and apply it consistently.
  • Burying auto-renewal. If you auto-renew, say so plainly. The Federal Trade Commission's Click-to-Cancel rule and most state Automatic Renewal Laws require it.

State quirks to watch

HVAC service agreements are commercial contracts, not statutory documents, but several states have layered on consumer-protection rules that apply to any auto-renewing residential service. The biggest ones:

California: ARL (Bus. & Prof. Code § 17602)

Auto-renewal terms must be in "clear and conspicuous" type. Online sign-ups need a one-click cancel. Reminder notices required for terms over a year.

New York: GBL § 5-903

Auto-renewing service contracts longer than a month must give the customer 15-30 days' written notice before renewal. Without notice, the renewal clause is unenforceable.

Illinois: ARTSPA

Renewal terms over a month require clear disclosure and an easy cancellation method. Customer may cancel within 3 days of an automatic renewal.

Oregon: ORS 646A.295

Disclosure required for any auto-renewing consumer contract; remedies include statutory damages for non-compliance.

Florida, Hawaii, Louisiana, Tennessee

All require some form of conspicuous auto-renewal disclosure for service contracts. Specifics vary; check your state attorney general's guidance.

Everywhere else

The default rule is "disclose plainly, give a reasonable cancellation path." If your auto-renew clause would survive a customer reading it aloud to a regulator, you're fine.

This is editorial summary, not legal advice. If you do meaningful volume in any of these states (or sell plans across state lines), have a local contractor attorney review the renewal and cancellation language.

How to actually sell these

A signed agreement is worthless if it sits unused in a drawer. Three things turn a service call into a recurring-revenue customer:

1. Sell at the end of every service call.

You're already on-site. You've already fixed the thing. The customer is grateful and writing a check. That is the highest-conversion moment you will ever get. Have the agreement open on the iPad and a one-line pitch ready:

"While I'm here, most of my repeat customers are on our maintenance plan. It's $30 a month, covers two tune-ups a year and 15% off any future repair. If I'd been out here under the plan today, this would have been $X cheaper. Want me to set it up?"

2. Anchor on the discount, not the price.

"$30 a month" sounds like a subscription. "Saves you $X on every repair" sounds like a deal. The customer is allowed to do the math themselves. Your job is to make the math easy.

3. Set up recurring billing on the spot.

The plan that almost works is the one where the customer says yes, you mail an invoice three weeks later, they meant to pay it, life happened, and now you're awkwardly chasing $30. Get card-on-file when they sign. That's the difference between a 60% renewal rate and a 90% renewal rate.

Who uses this tool

Residential HVAC contractors and the contractors-adjacent who sell HVAC work as part of a bigger service line.

Residential HVAC contractors
The core use case. Build a plan, sell it at the end of every install, and stop having a slow February. Works the same whether you've got one tech or twenty.
Growing HVAC shops
When you have multiple techs in the field, the agreement becomes a standardized template every tech can offer without calling the office for approval.
Plumbing/electrical shops adding HVAC
Already have a service-call flow; HVAC plans become an upsell at the kitchen-sink repair.
Property managers
Standardize HVAC service across a portfolio of single-family rentals so tenant complaints get a defined response.
Homebuilders offering year-one service
Bundle the first year of an HVAC maintenance plan into a new-home package; convert at renewal.
Home-services franchises
Franchisees who need a standardized agreement that's editable per-territory.

Frequently asked questions

If something here isn't covered, your trade association or a local contractor attorney can probably help.

What is an HVAC service agreement?
A recurring contract between an HVAC contractor and a customer in which the customer pays a flat monthly, quarterly, or annual fee in exchange for scheduled tune-ups, priority service, and discounted repairs. It turns one-off service calls into predictable recurring revenue for the contractor and predictable equipment care for the customer.
How should I price the Basic / Standard / Premium tiers?
Residential maintenance plans in most US markets land around $15-$25/month for Basic (one annual inspection plus 10% off repairs), $25-$40/month for Standard (two tune-ups, priority scheduling, 15% off parts), and $40-$60/month for Premium (no after-hours fees, free service calls, 20% off parts). Adjust for your region and how much equipment is on the plan, a customer with two systems should pay more.
Why do most plans include two visits per year?
Spring visit to inspect and tune up the AC before cooling season; fall visit to inspect and tune up the furnace before heating season. Heat pumps get both. Two visits catch problems before they cause emergency calls, extend equipment life, and give you two scheduled customer touches per year.
Does an HVAC service agreement need to be notarized?
No. HVAC service agreements are commercial contracts, not statutory documents, and do not require notarization in any state. A signed agreement between contractor and customer is enforceable as written.
Can I sign electronically?
Yes. Enforceable under the federal E-SIGN Act and every state's UETA. A typed name, drawn signature, or DocuSign-style flow are all valid. Wet ink works too.
What if a customer misses a payment?
The default cancellation clause suspends services if the customer is more than 30 days past due and lets the contractor terminate the agreement if the account remains unpaid. Earned-but-unpaid fees survive cancellation. Edit the clause to match how you actually handle late payment.
Can I cancel a customer mid-term?
Yes, most contractor-drafted agreements give either party the right to cancel with 30 days' written notice. You can also reserve immediate cancellation if the equipment becomes unserviceable, if a customer is abusive to your techs, or if continued service would be unsafe. Be transparent about the conditions and apply them consistently.
What if the equipment fails completely?
Maintenance plans cover scheduled service and limited repairs, not full replacement. If a system fails and needs replacing, the work happens under a separate proposal. Some contractors apply a portion of paid plan fees toward a replacement as a goodwill gesture, but you don't have to bake that in.
Do auto-renewal clauses require special language in some states?
Yes. California's Automatic Renewal Law, New York's GBL § 5-903, Illinois ARTSPA, Oregon ORS 646A.295, and rules in Florida, Hawaii, Louisiana, and Tennessee all require disclosure and reasonable cancellation paths for auto-renewing consumer contracts. See the "State quirks" section above and check your state attorney general's guidance for specifics.
Is this HVAC agreement generator free?
Yes. Unlimited agreements, no signup, no watermark, commercial use allowed. The tool is built and maintained by Invoicer.ai. When you're ready to bill for the plan, the Invoicer app helps you create and send professional invoices and get paid faster.

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