# HVAC maintenance agreements that renew themselves — build checklist

Catch every service agreement 45 days before it lapses, while the customer still thinks of you as their company.

Roughly two weeks, and most of it is cleaning up end dates before you dare send anything.

## Before you start, read this

Do NOT build this if any of the following is true of you:

- [ ] 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.

If none of those apply, carry on.

## 1. Prove you can hear the trigger

- [ ] Your service agreement records: An agreement end date falls 45 days from today
      Find what your vendor actually calls this event before you write any code.
      We have not verified the name, and guessing it wastes an afternoon.
- [ ] Stripe (the renewal charge): invoice.paid
- [ ] Log one real event end to end before building anything on top of it.

## 2. Build the steps, in this order

- [ ] 1. Daily sweep
      Every morning, list agreements ending in exactly 45 days.
- [ ] 2. Check the history
      Pull the last two visits for each. An agreement with an unresolved complaint is held back, not mailed.
- [ ] 3. Send the renewal
      One email naming the equipment covered, the visits used, and the renewal price.
- [ ] 4. Payment or reply
      A paid link renews it. A reply routes to a person.
- [ ] 5. Two chases, then stop
      Silence gets two follow-ups, then the record moves to a call list. It is never chased forever.
- [ ] 6. Someone phones the list  (A PERSON DOES THIS — build the queue, not the decision)
      A person calls what silence did not close, because a third email is not going to.

## 3. Keep these jobs with a person

If your build quietly takes any of these over, you have built 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.

## 4. Before you turn it on

- [ ] Run it in report-only mode for a week and read every message it WOULD have sent.
- [ ] Decide who gets paged when it stops firing, and prove the page works.
- [ ] Write down what "it is working" means as a number you can check next month.
- [ ] Confirm you have consent for any message this sends to a customer.

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Generated from the recipe at https://ustechautomations.com/recipes/hvac-maintenance-agreement-renewal
by seo/scripts/v1-gen-recipe-checklists.js — do not edit this file by hand.