Service Agreement and Maintenance Plan Software

What maintenance agreement software actually manages

A maintenance plan sounds like a simple subscription, but it carries a stack of obligations. A residential HVAC member might be owed two tune ups a year, priority scheduling, a repair discount and an extended labor warranty. A commercial client might have a contract covering 40 rooftop units, each with its own quarterly task list and a four hour response commitment. Tepia starts every agreement project by writing down exactly what each plan promises, because every feature later depends on that list.

Generic tools tend to fail in three places. Visits are not generated, so members wait until they call and complain. Benefits are not applied, so a technician charges a member the standard rate and the office issues a credit later. And renewals slip, so a member whose card expired simply disappears. Each failure erodes the loyalty the plan was meant to build.

Seasonality makes it harder. Most HVAC companies want spring and fall visits done before the first heat wave or cold snap, which means scheduling hundreds of visits around a dispatch board that is also handling emergency calls. Tepia treats capacity as a core feature, not an afterthought.

Agreement types and how the software models them

Tepia models each agreement as a set of covered assets, included visits, benefits and a renewal rule. Here is how common types translate:

Because every type shares the same underlying model, the office can launch a new plan, such as a whole home electrical safety plan, without new code. For a deeper look at the residential side, see our HVAC maintenance membership app page.

Features that keep members renewing

Tepia builds agreement software around retention, since a plan that renews year after year is worth far more than one sold once. The features that make the difference are:

• Visit generator that creates due visits by season, zone and asset, then offers members self scheduling through text or a portal.
• Member badge on the dispatch board and technician app, so priority and benefits are visible on every call.
• Agreement health view showing members with unused visits, overdue commercial assets and plans approaching renewal.
• Payment recovery with automatic retries and card update requests through Stripe Billing or Square.
• Save flow that routes cancellation requests to a retention specialist before the plan ends.
• Upgrade prompts when a technician services equipment that a higher tier would cover.

Tepia also logs each visit’s findings against the covered equipment, which builds the service history that justifies the plan to the customer at renewal time.

Integrations for agreements, billing and dispatch

Agreements touch accounting, payments and scheduling, so Tepia connects them to the systems that own each piece. Stripe or Square handles recurring payments with tokenized cards, keeping PCI DSS scope small. QuickBooks or NetSuite receives billing and deferred revenue entries, which matters when annual plans are paid up front. Your dispatch platform, whether ServiceTitan, Housecall Pro or a Tepia built system, receives generated visits as jobs. Twilio sends visit reminders and renewal notices, and HubSpot can run campaigns to members whose plans are about to lapse. Our QuickBooks integration services page covers the accounting side in more detail.

How Tepia approaches service agreement software

Tepia applies its six phase process to agreement software, with a US based project manager responsible from start to finish.

1. Discovery: a review of every plan you sell, your renewal and cancellation history, and how the office currently tracks visits. Deliverables are an Investigation Summary, an Interview Summary and User Stories such as a CSR booking a member’s fall visit while the member is on the phone about a repair.
2. Design: a design questionnaire, moodboards and a style guide, followed by wireframes of the agreement record, the visit generator and the member facing renewal screens.
3. Development and Testing: an Alpha with one plan type and a Beta with all plans, with test plans covering entitlement counts, renewal dates, payment retries and benefit calculations.
4. Training: hands on sessions for CSRs, dispatchers and technicians, plus a session for accounting on deferred revenue reports.
5. Launch: migration of active agreements with visit counts and renewal dates intact, a parallel run against your old tracker, and support reps during the first renewal cycle.
6. Support: bug tracking, quick issue response and feature requests such as a new plan tier for next season.

Discovery typically lasts 1 to 3 months, development and QA 2 to 6 months, and launch about a month, ideally timed before your busiest tune up season. See our process.

When your current platform handles agreements well enough

If you sell one or two residential plans, your field service platform tracks visits and renewals correctly, and members rarely slip through, Tepia will tell you to keep it. Custom agreement software earns its place when you run many plan types across trades, sell commercial contracts with asset level task lists, need multi site reporting for national accounts, or want a branded member app. A hybrid is common: the platform keeps dispatch and Tepia builds the agreement engine on its API. Learn more on our custom field service management software page, browse our work, or contact Tepia.

Frequently asked questions