You sold maintenance plans last year, but how many renewed on time? For many HVAC businesses, fewer than half.
The fix is a two-part system: keep the 30-7-1 reminder cadence for scheduling, and run recurring subscription billing for reliable renewal collection.
Renewal Checklist: Reminders + Subscription Billing
- Tag members by equipment type and renewal month.
- Send first reminder 30 days before target season.
- Send follow-up at day 7 with booking link and plan value.
- Use final nudge 1 week before demand spike.
- Send recurring quote and collect card once on approval.
- Activate subscription billing so renewal invoices run each cycle.
- Escalate non-responders for manual outreach list.
Reminder Timing by Season
| Plan Type | Start Sequence | Peak Demand Window |
|---|---|---|
| AC tune-up | Early March | Late April to June |
| Furnace tune-up | Early September | Late October to December |
| Dual-plan members | Run both cycles | Spring and Fall |
The 4-Step Renewal Workflow
Segment Your Maintenance Base
Group customers by AC, furnace, or dual-plan and assign renewal windows.
Run the 30-7-1 Reminder Sequence
Use SMS first, then detail-rich email, then a final urgency nudge before peak demand.
Convert to Recurring Subscription
Use recurring quote approval + payment capture so billing continues without manual renewals each season.
Track Cycle Health Weekly
Review active, paused, and past-due subscriptions to protect renewal revenue before churn compounds.
How LeadDuo ServiceHub Helps HVAC Teams
ServiceHub combines seasonal reminders with recurring subscription billing so booking and revenue stay synchronized.
- Recurring Quote to Subscription: Convert approved recurring quotes into active subscriptions with customer consent captured.
- Reminder + Billing Together: Keep your 30-7-1 outreach cadence while cycle invoices run automatically.
- Operational Visibility: Track active, paused, canceled, and renewal-pending accounts in one subscription view.
- Cycle Fulfillment: Keep invoice history and service delivery aligned so your team always knows what was billed and delivered.
Copy/Paste HVAC Seasonal Reminder Templates
TOUCH 1 (30 days before season) "Hi [Name], it's [Company]. Your [spring AC/fall furnace] tune-up is due. Grab your preferred time: [link]" TOUCH 2 (7 days later) "Quick reminder: annual maintenance helps prevent emergency breakdowns and keeps efficiency up. Book here: [link]" TOUCH 3 (1 week before demand spike) "Final reminder before peak season. Remaining slots this week: [link]" RENEWAL + BILLING NOTICE "Your maintenance subscription renews on [date]. Your card on file will be charged [amount] unless you request changes before [date]."
Manual vs Integrated Renewal System
| Metric | Reminder-Only Manual Process | Reminder + Subscription Billing |
|---|---|---|
| Renewal conversion | 35-45% | 65-80% |
| Admin time/month | 15-20 hours | 1-3 hours |
| Missed renewals | High | Low |
?FAQ: HVAC Maintenance Subscription Renewals
When should HVAC companies start seasonal maintenance reminders?▼
How many maintenance reminders should I send?▼
Should reminders be SMS or email?▼
What is a good maintenance renewal rate?▼
Can renewal billing be automated too?▼
Stop losing maintenance renewals to manual billing
ServiceHub helps you run seasonal reminders and recurring subscription billing in one workflow.
Keep Reading
Build a dedicated HVAC subscription plan workflow for predictable monthly revenue: /en/blog/hvac-maintenance-subscription-plans-2026
Capture after-hours HVAC leads with missed-call text back: /en/blog/hvac-after-hours-lead-response
Optimize dispatch and routing to protect on-time arrival: /en/blog/hvac-dispatch-guide