Maintenance Plan Setup — Onboarding Process
What Happens Between Signing and Your First Auto-Renewal
You provide your customer list and your plan pricing. We build the billing engine, enrollment flows, and reminder sequences. Your first test enrollment fires in 48 hours — you never touch a settings page.
What You Need to Provide — It Is Less Than You Think
Four things. That is the complete list before configuration starts.
Your customer list. Name, phone number, email. Service history is useful if you have it — job type, last service date, equipment make and model — but it is not required to go live. An export from your scheduling software, a spreadsheet, or a CSV from your invoicing app all work. If your list is messy, do not let that stop you from calling — see the FAQ below.
Your plan tiers and pricing. One tier at $19 per month, three tiers at $19/$39/$69, an annual prepay option — you decide the structure. If you have not settled on pricing yet, we walk you through a quick benchmarking conversation on the setup call before configuration begins.
Calendar access. We connect your booking calendar so enrolled customers get scheduled automatically. You grant access on the setup call. It takes about five minutes.
Payment processor connection. We connect to your existing processor or set one up. Recurring billing runs automatically once a customer authorizes the charge.
That is the full list. You bring the business data; we build everything else. Most owners spend fewer than two hours total on the setup process — including the initial call. Ready to start? Book your setup call and go live in 48 hours.
- Current customer list (name, phone, email — service history a bonus, not required)
- Your plan tiers and pricing (one tier or several — you decide)
- Calendar access for automated appointment scheduling
- Payment processor connection for recurring billing
Hours 0 to 24: Plan Architecture and Billing Setup
The first 24 hours are all configuration work on our end. You do not watch us do it. You get a draft at hour 12, review it, say yes or no, and we build the rest.
Plan tiers are created with your exact pricing, billing cadence (monthly or annual), and plan name. Silver/Gold/Platinum, Basic/Premium, or simply "HVAC Maintenance Plan" — whatever name you want your customers to see is what gets configured.
Payment capture page is built under your brand: your logo, your colors, your plan description. When a customer clicks Enroll, they enter their card details on a page that looks like it came from your company.
Confirmation email and SMS sequences are set up and linked to enrollment. The moment a customer enrolls, they receive an email confirmation with plan details and their first scheduled appointment date. Within 60 seconds they receive a confirmation text. Both fire automatically, every time, without anyone on your team doing anything.
Hour 12 draft review: you receive a staging preview — a link showing your plan page, your confirmation email, and your confirmation SMS. Your only job is to read the copy and say "looks good" or "change X." Most owners approve with one or two minor text edits. We finalize and move to day two.
Hours 24 to 48: Enrollment Flows and Reminder Sequences
Day two is where the automation depth gets built. The billing infrastructure from day one is the foundation. Day two is everything that runs on top of it.
Two enrollment flows are configured: one for new customers who find your maintenance plan page, and one for existing customers you want to move from one-time service to a recurring plan. The existing-customer flow includes a dedicated re-enrollment SMS and email sequence — you send the list, the system handles the outreach.
Scheduling integration is completed so enrolled customers select an appointment slot directly from a calendar that reflects your real availability. No phone call required from their side. No manual booking from yours.
Reminder sequences fire automatically for every enrolled appointment: 7-day reminder, 24-hour reminder, 1-hour reminder — SMS and email both. If a customer needs to reschedule, they do it from the reminder link. Your calendar updates in real time.
Post-visit review request fires 30 minutes after a maintenance job is marked complete. The timing is deliberate — the tech just left, the experience is fresh, and the ask lands while the customer is still thinking about the visit.
Renewal reminder sequence starts 30 days before an annual plan renews: a heads-up SMS and email, a second reminder seven days out, and an automatic charge on renewal day unless the customer cancels. Failed renewal attempts trigger an automatic retry sequence before you are notified.
Every flow is tested in a staging environment before any real customer touches it.
Day 3: Your First Test Enrollment and Live Handoff
On day three, you go through the system yourself before any real customer touches it.
Here is what the test looks like: you use a test phone number and email to enroll in your own plan. You watch the confirmation email arrive. You receive the confirmation SMS. You see the calendar appointment appear. We then trigger the 24-hour reminder manually so you receive it as a test message. If every step fires correctly, the system goes live.
If anything is off — wrong phone number in the SMS footer, appointment block too short, wrong tier description — we fix it before launch. The test exists specifically to catch what looks right in staging but feels wrong when you are the one receiving the message.
Live handoff takes about 30 minutes on a screen share. After that call, your enrollment page is live, your existing-customer outreach sequence is queued, and your calendar is open for bookings.
You do not log in to anything after this. You watch appointments appear in your calendar. That is the result of 48 hours of configuration.
What Ongoing Management Looks Like After Go-Live
After go-live, the system runs. Your job is to show up for the maintenance visits.
Billing monitoring is ongoing: successful charges, failed payments, retry cycles, and plan lapses. If a customer's card fails once, the system retries automatically. If it fails three times, you receive an alert with the customer's name, plan tier, and last attempt date. You make one phone call. We handle the sequence that prompted the call.
Monthly summary lands in your inbox: total active enrollments, new enrollments in the period, renewals processed, lapses, and revenue collected. One page of numbers — not a dashboard to navigate.
Reminder delivery is monitored to catch SMS and email delivery failures. If a customer's phone number bounces, you are flagged with their contact info.
Seasonal campaigns — a fall HVAC tune-up push to re-enroll lapsed customers, a spring plumbing check sequence — are available as add-ons. The infrastructure is already built; running a campaign is a matter of scheduling it.
To see the full maintenance plan service and pricing, including what is included in the monthly fee and the exact terms of the performance guarantee, review the service page before committing.
Frequently asked
What if I do not have a clean customer list?
A messy list is normal. Duplicates, missing emails, inconsistent formatting — send us what you have. We run a deduplication and normalization pass before importing anything into the system. If a contact is missing an email address, the SMS-only flow still works. If a contact has no phone number, the email-only flow triggers instead. We work with what exists rather than waiting for a perfect dataset that never comes.
What if I want to change plan prices or tiers after go-live?
Price changes apply to new enrollments immediately. For existing enrolled customers, the change depends on whether their authorization covers the new amount. We handle the mechanics: update the plan, flag any existing customers who need re-authorization, and queue a notification sequence for affected accounts. You tell us what you want to charge and when — we make it happen in the system.
What if a customer has a billing dispute or wants a refund?
Disputes and refund requests come through your payment processor the same way any card dispute does. You receive an alert when one is filed. On our end, we pull the enrollment record, confirmation log, and billing history so you have the full paper trail to respond. We do not handle the dispute resolution on your behalf — that is between you and your processor — but we make sure you have everything you need to respond quickly.
What if I want to cancel the service entirely?
You can cancel on 30 days' notice. Before cancellation is finalized, we export every enrolled customer's record — name, contact info, plan tier, billing status, and appointment history — into a CSV you own. Active billing subscriptions can be ported to a processor you control directly, or cancelled with customer notification. Nothing is locked inside a system you cannot access after the relationship ends.
Ready to Stop Leaving Recurring Revenue on the Table?
Your customer list is sitting there. Every past HVAC or plumbing customer is a monthly check you are not collecting. The setup takes 48 hours and you do not touch a settings page.