HVAC Maintenance contracts and the 3 a.m. no-heat call
Keep every tech moving. Keep every furnace running.
Maintenance visits on one calendar, emergency calls slotted next to the nearest tech, and a work order that already knows the unit's model, filter size and last repair. Invoiced before the van door closes.
14-day free trial. No credit card required.
- Equipment history on every work order
- Set up in under 15 minutes
- Works on every phone
1. Work order information
12 min
From no-heat call to a tech dispatched
65%
Faster payment collection
2,500+
Service businesses on Plannit
A no-heat call in Plannit
From the ring to the receipt
What happens when the phone rings at 6:40 a.m. in January.
- 6:40 a.m.Call answered
The AI receptionist gets the address, the symptoms and the customer's availability.
- 6:44 a.m.Tech dispatched
The dispatcher sees Marc is 12 minutes away and drops the job in. The customer gets his arrival window.
- 7:05 a.m.History loaded
Marc opens the address: Carrier 59MN7, installed 2019, igniter replaced 2024.
- 7:40 a.m.Quote approved
Igniter and labour from the price book. The homeowner approves on the tablet.
- 8:15 a.m.Paid, on to the next
Invoice paid by card at the door. The maintenance reminder is set for October.
Equipment history
The unit's file opens before the doorbell rings
Every address carries its units: make, model, serial, install date, filter size, warranty, and every visit with photos. The tech arrives knowing what they'll find, and the quote is right the first time.
- Warranty calls start with the answer, not a search
- Parts used deducted from the truck stock
- Photos of the wiring from the last visit, on the phone
| Work order | Service | Job Status | Date |
|---|---|---|---|
| 0031 | No heat: hot surface igniter · $410.47 | Closed / Paid | Jan 2026 |
| 0022 | Fall furnace tune-up · photos | Closed / Paid | Oct 2025 |
| 0014 | Spring AC start-up · contract visit | Closed / Paid | Apr 2025 |
Built for HVAC
The five things that separate a good HVAC shop from a busy one
What Plannit does so the office isn't the bottleneck between the call and the truck.
Emergency dispatch to the nearest tech
Drop the no-heat call on the calendar. Plannit shows who is closest and slots it between their scheduled stops. The customer gets an arrival window by text before the dispatcher hangs up.
The 3 a.m. call, answered
The AI receptionist takes the no-heat call, gets the address and symptoms, and books the first slot. The on-call tech sees it on their phone.
Maintenance contracts
Spring and fall visits generated for the life of the agreement, invoiced on completion.
Paid at the door
Tap-to-pay on the tablet, or a link they pay before you reach the next call.
Trusted by service businesses across North America
Customers
What HVAC owners switch for
The features they name first, and the office manager who put it best.
"Better management of our teams. They have every relevant detail about the customer and the work to be done. No more paper documents."
Equipment historyEvery unit, every visit, one record
Make, model, serial, photos and repairs on the address. The tech knows before the doorbell.
Emergency dispatchNearest tech, in seconds
See who's closest, drop the job in, the customer gets the arrival window.
Maintenance contractsSpring and fall on autopilot
Visits generate themselves; renewals send themselves; reminders go out before the season.
QuickBooks syncMonth end in an hour
Invoices, payments and customers sync both ways. No double entry.
Installs
A two-day install on one work order
The quote, the permit, the equipment, the crew schedule, the photos, the sign-off and the invoice, in the same record. Two years later, the warranty call opens on the serial number.
Both techs on the same work order, hours logged separately.
Serial and model recorded at install; parts deducted from stock.
The homeowner signs on the tablet; the invoice sends itself.
Plans
Which plan does an HVAC business need?
Small crews run on Pro. Premium adds routes, GPS, contract renewals and accounting sync.
Pro · $49/mo
3 users. Recurring contracts, dispatch, reminders, quotes, invoicing and online payments.
Premium · $109/mo
Everything in Pro, 5 users. Renewals in a batch, routes and GPS, QuickBooks sync, custom fields.
Create your account
Set up before your next job
Enter your email to create the account. A real person helps you get started.
- 14-day free trial
- No credit card required
Questions
Before you switch
Can I store equipment details per address?
Yes. Each address carries its units: make, model, serial, install date, filter size, warranty and the history of every visit with photos.
How do emergency calls fit around scheduled maintenance?
Drop the call on the calendar. Plannit shows the nearest available tech, slots it, and texts the customer an arrival window.
Can techs quote and invoice on site?
Yes. Quotes come from your price book, the customer approves on the tablet, and the invoice is paid at the door by card or link.
Does Plannit sync with QuickBooks?
Yes, on the Premium plan. Invoices, payments and customers sync both ways.