Maintenance contracts tracked in spreadsheets -- planned visits missed because there's no system triggering scheduled jobs from contract terms, and compliance certificates going out late?
Contract renewal falling on whoever remembers to chase it -- no automated renewal sequence, so revenue is lost when contracts lapse without notice?
HVAC Maintenance Contract Management Software
Custom maintenance contract management software for HVAC and mechanical services companies who need contract setup, planned maintenance scheduling, compliance tracking, and renewal management in one system rather than a combination of spreadsheets, calendar reminders, and manual job creation.
Preventive maintenance contracts are the most valuable part of an HVAC revenue base -- predictable income, high retention, and off-peak technician utilisation. The software challenge is managing hundreds of contracts and equipment-level service schedules without a dedicated team doing it manually.
Contract setup with asset coverage and visit schedules
Planned maintenance job generation from contract terms
Compliance certificate and report generation
Renewal tracking and automated renewal sequences
RaftLabs builds custom maintenance contract management software for HVAC and mechanical services companies -- contract setup with covered equipment and visit schedules, automatic planned maintenance job generation from contract terms, compliance certificate generation for gas safety and F-Gas inspections, SLA and performance tracking, contract profitability reporting, and renewal management with automated renewal sequences. A custom system makes sense when your maintenance book is large enough that spreadsheet tracking is causing missed visits or compliance gaps. Projects typically deliver in 12-14 weeks at a fixed cost.
100+Products shipped
·24+Industries served
·FixedCost delivery
·12-14Week delivery cycles
Maintenance contract management built to replace spreadsheets and manual job creation
An HVAC maintenance book of 200 commercial customers, each with multiple equipment units on different service schedules, is not manageable in a spreadsheet. The visits that get missed are the ones where nobody happened to look at the right row. The compliance certificates that go out late are the ones where nobody set the calendar reminder. The contracts that lapse are the ones where the renewal conversation never happened.
A purpose-built maintenance contract management system automates the job generation, tracks compliance, and manages renewal without those manual checks. It doesn't require a dedicated coordinator to make it work -- it works because the contract terms drive the system, not the other way around.
We build these systems for HVAC and mechanical services companies with maintenance books large enough that the manual approach is costing them visits, compliance risk, and customer churn on lapsed renewals.
What we build
Contract management
Contract creation with covered equipment list, visit frequency per equipment type, SLA terms -- response time, fix time, planned visit window -- pricing, billing interval, and contract start and end date. Multi-site contracts where one commercial customer has covered equipment at multiple locations, each with its own equipment inventory and service schedule under a single contract. Contract document generation with all terms and covered equipment listed -- ready for customer signature. E-signature integration so contracts are signed and stored digitally without a printer involved. Contract history with all amendments and renewals tracked against the customer record.
Planned maintenance scheduling
Automatic job generation from contract visit schedules -- the system reads the contract terms and creates planned maintenance jobs at the right interval for each piece of covered equipment without any dispatcher input. Jobs appear in the dispatch board at the correct date, pre-loaded with equipment details and service checklist. Technician assignment by skill set and geographic zone for route efficiency -- planned maintenance jobs for the same area are grouped where possible to cut drive time. Reschedule workflow for missed visits: if a planned job is not completed by the end of the scheduled window, it flags for rescheduling rather than silently lapsing. Visit completion logged against the contract compliance record.
Compliance certificate generation
Service sheet completion at job close triggers automatic certificate generation -- gas safety certificates, F-Gas records, electrical compliance reports -- formatted to the correct regulatory standard for the inspection type. Certificate issued to the customer by email immediately on job completion. Customer portal where commercial account holders can download current and historical compliance certificates at any time without calling the office. Certificate expiry tracking with advance alerts for certificates that are approaching their renewal date -- so the next inspection is scheduled before the current certificate lapses. Certificate archive linked to the equipment record for full compliance history.
SLA and performance tracking
SLA performance tracked per contract -- response time from call receipt to technician dispatch, fix time from first visit to resolution, and planned visit compliance rate. SLA breach alerting when a job is at risk of breaching the contracted response or fix time -- so a manager can intervene before the breach, not after. Per-contract performance dashboard for account managers with current period compliance and a rolling trend. Customer-facing SLA report available in the portal for commercial accounts with performance-based contract terms. Aggregated performance reporting for the service director showing compliance rates across the full maintenance book by customer tier and contract type.
Contract profitability
Material and labour cost tracked against contract price for every completed visit. Margin by contract and customer updated in real time as jobs close. Loss-making contract identification -- contracts where the actual cost of delivering the visits exceeds the contract price, flagged for review before the next renewal. Parts usage analysis showing which equipment types are consuming the most materials relative to contract value. Account manager view of their portfolio sorted by margin contribution. Profitability trend over contract term to identify contracts that started profitable but deteriorated as equipment aged and fault frequency increased.
Renewal management
Renewal alert pipeline showing all contracts expiring within the next 90, 60, and 30 days with account manager assignment and renewal action status. Automated renewal invitation sequence -- a renewal letter or email sent to the customer at a configurable lead time ahead of contract expiry, with a follow-up if no response is received. Contract lapse risk flagging for accounts that haven't responded to renewal contact with escalation to the account manager. Renewed contract creation from the existing contract with updated pricing and terms without re-entering covered equipment and site details. Renewal rate reporting by account manager, contract type, and customer tier. Lapsed contract win-back workflow for customers who allowed their plan to expire.
Frequently asked questions
The system supports any contract structure based on visit frequency and covered equipment. Standard configurations include annual contracts with two planned visits per unit per year, monthly contracts with regular filter changes and quarterly full inspections, and multi-tier contracts where different equipment types at the same customer site have different service schedules. The system also supports time-and-materials maintenance agreements where there is no fixed visit schedule but the contract covers the customer's equipment and tracks all visits and materials against a contract cap. The contract data model is configured during setup to match your existing contract structures rather than requiring you to change how you sell maintenance.
The system reads the visit schedule for each piece of covered equipment and generates planned maintenance jobs at the correct interval from the contract start date. If a contract covers 10 units at a commercial site with bi-annual inspections, the system creates 20 planned jobs per year -- two per unit -- spaced six months apart. Each job is pre-loaded with the equipment details, service checklist, and site information. Jobs appear in the dispatch board at the scheduled date, ready for technician assignment. The generation is automatic and runs in the background -- no dispatcher needs to manually create planned jobs. Missed visits are flagged rather than silently dropped from the calendar.
Yes. Multi-site contracts are a standard configuration. One commercial customer can have covered equipment at multiple sites -- a retail chain with 15 locations, a school with a main building and sports hall, or a hospital with multiple plant rooms -- all under one contract. Each site has its own equipment inventory and service schedule, but billing, compliance reporting, and account management operate at the contract level. The customer portal shows covered equipment and certificate history by site. Account managers see the full customer picture in one view rather than managing multiple separate contracts for the same commercial relationship.
Renewal is managed through a pipeline view showing all contracts approaching expiry, sorted by days remaining. At a configurable lead time -- typically 90 days before expiry -- the system sends a renewal invitation to the customer with the current contract terms and a proposed renewal price. If no response is received within a set window, an automatic follow-up is sent. Contracts without a renewal response within 30 days of expiry are flagged as lapse risk and escalated to the account manager for a direct call. When the customer confirms renewal, the account manager creates the renewed contract from the existing one -- covered equipment, sites, and terms carry over, with updated dates and pricing applied. The full renewal sequence runs without manual diary management.
Talk to us about your HVAC maintenance contract software project.
Tell us your contract volume, equipment types, and the specific compliance or renewal challenge you're trying to solve. We'll tell you what we'd build and how long it would take.
