What contract types does the system support?

The system supports any contract structure based on visit frequency and covered equipment: annual contracts with two planned visits per unit, monthly contracts with filter changes and quarterly inspections, multi-tier contracts with different schedules per equipment type, and time-and-materials agreements tracked against a contract cap. The data model is configured during setup to match your existing contract structures.

How does planned maintenance job generation work?

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. A contract covering 10 units at a commercial site with bi-annual inspections creates 20 planned jobs per year, spaced six months apart, pre-loaded with equipment details and service checklist. Missed visits are flagged rather than silently dropped.

Can the system handle multi-site customer contracts?

Yes. One commercial customer can have covered equipment at multiple sites, a retail chain with 15 locations 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.

How does the renewal workflow work?

Renewal is managed through a pipeline view showing contracts approaching expiry, sorted by days remaining. At a configurable lead time, typically 90 days before expiry, the system sends a renewal invitation with a follow-up if no response is received. Contracts without a response within 30 days of expiry are flagged as lapse risk and escalated to the account manager.

HVAC Maintenance Contract Management Software

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, isn't manageable in a spreadsheet. The visits that get missed are the ones nobody happened to look at. The compliance certificates that go out late are the ones nobody set a reminder for. The contracts that lapse are the ones where the renewal conversation never happened. A purpose-built maintenance contract system automates job generation, tracks compliance, and manages renewal without those manual checks, because the contract terms drive the system, not the other way around.

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

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See our work

The problem

Sound familiar?

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?

Short answer

RaftLabs builds custom HVAC maintenance contract management software for 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 sequences. A custom system is appropriate 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.

Key takeaways

Planned maintenance job generation reads the visit schedule per equipment unit, a 10-unit commercial site on bi-annual inspections generates 20 correctly-spaced jobs a year automatically.
Multi-site contracts keep billing, compliance reporting, and account management at the contract level while each site retains its own equipment inventory and schedule.
Contract profitability tracking flags loss-making contracts, where visit cost exceeds contract price, for review before renewal.
Renewal pipeline sends automated invitations at a configurable lead time, escalating unresponsive accounts to the account manager before lapse.

Trusted by

Maintenance contract delivery, by the numbers

products shipped: 100+

industries served: 24+

cost delivery: Fixed

week delivery cycles: 12-14

Maintenance contract management built to replace spreadsheets

A purpose-built system automates job generation, tracks compliance, and manages renewal without manual checks. It works because contract terms drive the system, not because a dedicated coordinator makes it work.

Capabilities

What we build

01
Contract management
Covered equipment, visit frequency, SLA terms, and pricing per contract, with multi-site support and e-signature for digital contract execution.
02
Planned maintenance scheduling
Automatic job generation from contract visit schedules, skill and zone-based technician assignment, and reschedule workflow for missed visits.
03
Compliance certificate generation
Gas safety and F-Gas certificates generated automatically at job close and issued to the customer immediately, with expiry tracking and a customer certificate portal.
04
SLA and performance tracking
Response time, fix time, and planned visit compliance tracked per contract, with breach alerting before an SLA is missed, not after.
05
Contract profitability
Material and labour cost tracked against contract price per visit, with loss-making contract flagging and accounting system integration.
Built with
Xero · QuickBooks
06
Renewal management
Automated renewal pipeline with lead-time invitations, lapse-risk escalation, and one-click renewed contract creation from the existing contract.

How we work

From scope to live contract system

Week 1
01
Contract structure scoping
We map your contract types, equipment coverage, and compliance requirements. You leave week 1 with a written scope document and a fixed-price quote.
Weeks 2-4
02
Scheduling and compliance design
Job generation logic, certificate formats, and renewal workflow designed against your actual contract book.
Weeks 5-11
03
Build and integrate
Contract setup, scheduling, and compliance modules built in parallel, tested against real contract scenarios.
Final 2-3 weeks
04
Launch and team training
Account managers and dispatchers trained on the renewal and compliance workflow before full rollout.

Why us

Why HVAC companies choose RaftLabs

01
Senior engineers build what they scope
The engineers who assess your contract book also build the solution. No bait-and-switch, no offshore handoff after the contract is signed.
02
Fixed price before development starts
We scope the work, calculate the cost, and lock it in writing before any development starts.
03
9 years and 100+ products shipped
Clients include Vodafone, T-Mobile, Aldi, Nike, Cisco, and Lockheed Martin. Track record building field service and compliance platforms.
04
We'll tell you when a spreadsheet is still fine
Custom is justified by real missed-visit or compliance risk, not recommended by default.
05
Contract terms drive the system, not a coordinator
Job generation and renewal run automatically from the contract data.

Have an 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.

Talk about your maintenance contract software project

Related services

HVAC Maintenance Contract Management Software, scoped in one call.

Tell us what's broken. Within one business day you get a straight take on cost, timeline, and the right first step. No deck, no pressure.

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: The system supports any contract structure based on visit frequency and covered equipment: annual contracts with two planned visits per unit, monthly contracts with filter changes and quarterly inspections, multi-tier contracts with different schedules per equipment type, and time-and-materials agreements tracked against a contract cap. The data model is configured during setup to match your existing contract structures.
: 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. A contract covering 10 units at a commercial site with bi-annual inspections creates 20 planned jobs per year, spaced six months apart, pre-loaded with equipment details and service checklist. Missed visits are flagged rather than silently dropped.
: Yes. One commercial customer can have covered equipment at multiple sites, a retail chain with 15 locations 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.
: Renewal is managed through a pipeline view showing contracts approaching expiry, sorted by days remaining. At a configurable lead time, typically 90 days before expiry, the system sends a renewal invitation with a follow-up if no response is received. Contracts without a response within 30 days of expiry are flagged as lapse risk and escalated to the account manager.

Work with us

Tell us what you need. We'll tell you what it would take.

We scope HVAC Maintenance Contract Management Software in 30 minutes. You walk away with a clear cost, timeline, and approach. No commitment required.

Scope and cost agreed before work starts. No surprises. No obligation.
Working prototype within 3 weeks of kickoff.
Pay by milestone. You see progress before each invoice.
60-day post-launch warranty. Bug fixes, UI tweaks, and deployment support. No retainer.
All conversations are NDA-protected.

Go deeper

Browse our case studies

Field service software by area

01
HVAC industry hub
RaftLabs track record building software for HVAC and mechanical services companies.