HVAC maintenance agreements that renew themselves
Catch every service agreement 45 days before it lapses, while the customer still thinks of you as their company.
What goes wrong today
Agreements lapse quietly. Nobody notices until the customer calls a competitor in July, and by then the renewal conversation is a cold sale instead of a formality.
What starts it
- Your service agreement records — An agreement end date falls 45 days from todayDescribed rather than named: we have not verified what this vendor calls the event, and inventing a name would waste your afternoon.
- Stripe (the renewal charge) —
invoice.paid
How it runs
- 1Daily sweep
Every morning, list agreements ending in exactly 45 days.
- 2Check the history
Pull the last two visits for each. An agreement with an unresolved complaint is held back, not mailed.
- 3Send the renewal
One email naming the equipment covered, the visits used, and the renewal price.
- 4Payment or reply
A paid link renews it. A reply routes to a person.
- 5Two chases, then stop
Silence gets two follow-ups, then the record moves to a call list. It is never chased forever.
- 6Someone phones the list
A person calls what silence did not close, because a third email is not going to.
a person does this
What a person still does
None of this runs unattended. If it did, we would be selling you something else.
- Phones the customers who never replied.
- Approves any price change before it goes out — the automation renews at the existing rate or not at all.
- Decides what to do about an agreement with an open complaint on it.
Skip this if…
- You have fewer than about 100 agreements. A spreadsheet and a calendar reminder do this fine.
- Your agreement records do not carry an end date you trust. This runs off that date; a wrong date sends a renewal at the wrong time and looks worse than silence.
- You price renewals case by case. Everything here assumes the renewal price is already decided.
Build it yourself
Roughly two weeks, and most of it is cleaning up end dates before you dare send anything.
Download the build checklistWant this one built for your setup?
Tell us what you already run and we will tell you honestly whether this is worth building for you — including when the answer is no, which is what the skip list above is for.