Why HVAC plans work
An HVAC maintenance plan books the spring cooling check and the fall heating check before the season starts, so the slow months fill up and the busy months bring repairs to customers who already trust you.
HVAC demand comes in waves: the first hot week and the first cold week bring more calls than you can answer, and spring and fall go quiet. A plan moves the tune-ups into the quiet weeks and puts your name on the equipment before it fails. ENERGY STAR advises a cooling check in spring and a heating check in fall, which is the backbone of most plans.
Three tiers to offer
Three tiers give the customer a choice that is not yes or no.
| Tier | What it includes | Example price | Billed monthly |
|---|---|---|---|
| Basic | One tune-up a year, heating or cooling; Filter check and replacement at the visit; Written readings left with the customer | $120 a year | $10.00 a month |
| Standard | Spring cooling and fall heating tune-ups; Priority booking ahead of non-members; 10% off repairs | $290 a year | $24 a month |
| Premium | Spring and fall tune-ups; No diagnostic fee on member calls; 15% off repairs; Filters supplied at each visit | $320 a year | $27 a month |
Worked out with the maintenance plan calculator using its starting values (1.25 hours on site, 0.5 hours driving, $25 of parts a visit, $300 of repairs a member buys a year, 15% overhead and 20% profit) and a labor cost of $31.57 an hour: the BLS May 2025 national median wage for HVAC technicians, $29.33, plus the 7.65% employer payroll tax. Change any of them in the calculator below.
What to put in the plan terms
Write the terms down before the first customer signs, and use the same words on your site, the estimate and the invoice:
- What each visit covers, in the same words as your checklist
- Which parts and refrigerant are not included
- How the repair discount works and what it does not cover
- Monthly or yearly billing, and when it renews
- How to cancel, and what happens to a visit already used
For the visit itself, use our printable hvac maintenance checklist so every visit covers the same items.
A sales script that does not sound like one
The best moment to offer a plan is right after a good visit, while the customer is looking at the work. Here is how it can go:
- You: Everything checks out today. I wrote the readings on the sheet so we can compare next time.
- Customer: Good. How often should this be done?
- You: Once before summer and once before winter. Most of our customers put it on our plan so they do not have to remember. We book both visits for you and take 10% off any repair.
- Customer: What does it cost?
- You: It works out to a small monthly amount on your card, and it renews on its own. I can add it to today's invoice right now if you like.
Say the price as a monthly amount, and offer to add it to today's invoice. Then stop talking.
Price your own plan
The examples above are national numbers. Your plan price should come from your own labor, drive time, parts and overhead. The calculator above does that math for any trade: visits, hours, parts, the member discount and your margin.
Launch this plan in Koira
Maintenance plans are part of Koira's Front Office plan, $499 a month flat. Koira offers the plan on your site, on the estimate and on the invoice, bills the card on file monthly or yearly, and books each visit when it comes due, so plan visits land on your day with everything else. See how maintenance plans work in Koira, or start on Front Office.
On the free Office plan you can still sell the visits one at a time with estimates and invoices.
Sources
- BLS Occupational Employment and Wage Statistics, May 2025 national data (Heating, Air Conditioning, and Refrigeration Mechanics and Installers), checked October 8, 2026
- IRS Topic 751, Social Security and Medicare withholding rates, checked October 8, 2026
- ENERGY STAR, maintenance checklist, checked October 8, 2026
Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.