Discussion of Managing & Scheduling HVAC Service Contracts & HVAC Service Agreements

Those people who haven’t launched or perhaps supervised a service commitments program could underestimate the complexities involved in organizing along with supervising all the elements. Factors can become unmanageable in short order.



Outfits with a small number of HVAC service agreements will be able to use a manual appointment scheduling method. Typically the use of a spreadsheet will also assist in keeping tabs on history and strategizing long-term workload. It’s a smart idea to do extensive record keeping due to the fact that each of the HVAC service contracts is going to lock in several thousand dollars in service, repair and replacement earnings over the duration of the contract.



A well designed software option would be the perfect answer, but if you are setting up a new software program for the first time, you can find yourself bogged down figuring out the program. Postpone the software selection until you have learned the other aspects of the business. Program achievements will definitely result from developing sales skills as well as supplying outstanding service. In the event that you possess an existing scheduling program, use it. If you don’t, use a manual system to get the business operational in advance of expending a few months setting up and learning new software.





What you need to bear in mind:



•Number of HVAC service contracts. Determine your development and results.

•Number of inspections, done/to be done. (Two tune-ups per agreement)

•Number of tune-ups to be performed on a monthly basis.

•Earned sales revenue. Recognize earnings only for inspections completed.

•Unearned sales revenue. (tune-ups not done yet)

•Details involving the equipment covered under each individual service agreement.





Manual System



When you are promoting individual inspections for your marketing approach, you must change all tune-ups into HVAC service agreements. Don’t use your single inspection as the first tune-up of the agreement. All new HVAC service contracts provide two inspections with the second tune-up to be conducted at the end of each of the HVAC service agreements. This process permits the optimally prepared PTS to renew the agreement during the second inspection at the time the contract is expiring. You do not really want six months remaining following the final tune-up, at the conclusion of the commitment. There is a lot more urgency on the home owner's part to renew, considering that the contract is ending. The PTS is going to renew far more agreements than a phone call or letter. The PTS gets a reward or spiff for each renewal.



Record the new HVAC service contracts into your spreadsheet and schedule the next two inspections giving particular attention to the amount of work for each month. You want to distribute the workload. You will use a different tab in your spreadsheet for each month.



Place a duplicate of your completed agreement form in a 12 pocket, monthly, expanding folder. File the commitment within the month of the future tune-up. At the start of each month take the HVAC service agreements for that month from the expanding folder. Check the paper contracts against the spreadsheet, schedule and take care of the inspections and place the copies back in the expandable file for the following tune-ups. Bring up to date the spreadsheet record.



In the event the PTS doesn’t renew the contract, go to the customer yourself and find out the reason why. Determine a good countermeasure to be put into practice to increase renewals.





General Guidelines:



•Use the street address for HVAC service contracts and service files. Label files "street name", "street number", "City", "State", "zip code". People re-locate, on the other hand equipment usually stays at the same address. The HVAC service agreements are actually written for each piece of equipment and aren’t transferred. Generate a new commitment if your customer moves.

•Write a single agreement for each address, listing all of the equipment at that address.





When you get ready to obtain computer software to manage your service replacement business, check back with us for suggestions.





And lastly, if you are interested in HVAC service agreements, please check out HVAC Books.org.