Commercial HVAC Maintenance: How to Leverage Bi-Annual Visits with Recurring Billing Software

Proactive unit maintenance is essential in the commercial and industrial HVAC industries. While HVAC systems are becoming more advanced, regular check-ups are still necessary to ensure performance and longevity. That’s why more commercial HVAC maintenance businesses are structuring their approach with contracted agreements, PPM schedules, and recurring invoicing to maximize maintenance appointments and cash flow.

Discover how bi-yearly service visits, organized with a recurring billing software, transform the way HVAC businesses operate, leading to increased customer satisfaction, consistent revenue streams, and enhanced efficiency.

Understanding Commercial HVAC Maintenance

Commercial HVAC maintenance is the process of servicing heating, ventilation, air conditioning, and refrigeration units on non-residential properties. While ensuring HVAC systems run efficiently and reliably, regular maintenance helps prevent costly breakdowns, ensures energy efficiency, and extends their lifespan.

Service contracts for commercial HVAC are high-risk. For example, your client operates a large-scale factory. A broken HVAC system in the summertime endangers their employees, and can even halt production. When every second counts, an anticipatory approach maximizes productivity, reduces repairs, and gives service teams the flexibility to react to emergency breakdowns.

Additionally, HVAC maintenance for commercial buildings is high-value, meaning each client and contract represents significant monetary worth for your business. Maintaining these relationships is essential; after all, a customer who chooses not to renew their service plan will have a tremendous impact on your revenue. Highly organized service visits, paired with an accurate and reliable billing system ensure each customer is catered to – improving retention.

Discover: 3 Ways to Sell More Contracts With HVAC Maintenance Agreement Software

The Power of Bi-Annual HVAC Service Visits

Implementing bi-annual visits as part of a commercial HVAC preventative maintenance plan offers numerous benefits.

First, bi-annual visits can be aligned with the specific needs of commercial clients. By scheduling visits every six months, HVAC companies can ensure that systems are thoroughly inspected and serviced before the peak usage seasons. This regular check-up helps identify potential issues early, reducing the risk of unexpected failures. Plus, regular maintenance appointments mean you can maximize revenue generated per client.

For instance, a spring visit can prepare systems for the cooling demands of summer, while a fall visit ensures heating systems are ready for winter. This tailored approach enhances customer satisfaction since they will experience fewer disruptions and maintain optimal system performance year-round. Discover how a PPM checklist can improve your services.

Let’s concentrate further on three advantages of bi-annual service visits:

Boost Your Predictable Income

Understanding business financials is essential for any business. For HVAC businesses especially, income can be volatile. These differences are most noticeable during peak seasons, such as summer and winter, and off-seasons when demand drops. Recurring payments smooth out these fluctuations by creating a predictable income stream, meaning your team will know how much profits to expect by the end of the year.

Knowing the number of contracts, services offered, and payment cycles per customer streamlines financial planning and business forecasting. This makes decision-making and resource allocation easier.

Increase Opportunities to Cross and Upsell

Routine inspections and maintenance will ensure your technicians have the familiarity and knowledge to recommend retrofitting parts, a complete replacement, or an update to their service contract. These opportunities can help produce more revenue for your business.

After all, bi-annual servicing saves your customer money in the long run, building trust in your business and improving their likelihood of choosing your team for other services.

Read more: Creating Predictable Success with Monthly Recurring Revenue

Reduce Emergency Call-Outs

Managing risk is essential. Naturally, scheduled servicing will extend the life of HVAC units, preventing breakdowns and limiting downtime.

When issues arise, an organized platform ensures you have the flexibility to handle last-minute appointments, that technicians are equipped with the necessary parts, and confirms agreements are met with time-based SLAs. Your team can get units up and running in no time.

Leveraging Recurring Billing Software and HVAC Service Contracts

Managing commercial HVAC service agreements can be an administrative headache without the right tools. An all-in-one job management software can serve as a critical link to your service contracts and invoicing. After all, your end goal is to get paid – you need the visibility and support of a combined process.

Traditionally, service contracts cover a highly specific set of job types, and naturally, there are additional services that are therefore not covered under the contract. For example, a contract could offer service maintenance and inspections, but not emergency call-outs.

The best systems ensure you understand which jobs are and aren’t under contract, discounts offered per customer, parts costs, labor rates, call-out fees, and more. This means you can build invoices with accurate information and the correct charges. With Commusoft’s service contract management and invoicing software, you can create professional recurring HVAC invoices, which greatly reduces administrative burden. Our system can help your team reduce credit card fees, bill based on your clients’ needs, and improve billing accuracy.

Recurring billing information, plus information for the jobs you’re billing for, are hosted within the same platform. Let’s jump into three ways Commusoft can help you manage billing for contracts.

Managing Risk

Commercial HVAC contracts are high-value; that’s why it’s crucial for your team to ensure you consistently send accurate bills. The right platform makes it easier to navigate high-risk agreements, reduce the likelihood of contract breaches, and improve your public perception.

Commusoft makes it easier to be proactive; you can take action straightaway if payments fail. Plus, you can simplify debt-chasing with clear access to outstanding balances. We’ll help you limit mistakes by helping your team ensure jobs are completed on time, accurate invoices are generated, and that you collect timely payments. No more going back to customers with mistakes.

Automation and Renewals

Software should dramatically reduce your admin workload. Your team could accommodate more customers without increasing headcount thanks to organized contract records, optimized service schedules, and automated reminders.

Simply create and set a new contract and “forget” it; the software will automatically send your customers a reminder when it’s time to pay and renew their contract.

Establishing a reliable service schedule will make it easier to upsell to customers in the future. For example, when it’s time for a customer to renew their service contract, you can complement their maintenance package with add-ons like priority service or emergency repairs. With everything organized in one system, catering to the diverse needs of commercial HVAC businesses won’t be a burden for your team.

Diverse Billing and Payments

An all-in-one job management system like Commusoft makes it easy to set custom billing schedules and offer various payment options. Whether you want to bill customers annually, quarterly, or monthly, you’re in control of how often you wish to accept payments.

Additionally, with Commusoft’s GoCardless integration, you can set credit card limits for each service you offer. Once that threshold is exceeded, your customers will be prompted to pay through ACH.

Increase Your Commercial HVAC Maintenance Recurring Revenue Today

Adopting a recurring invoicing strategy with bi-annual maintenance visits can redefine how HVAC businesses deliver value to their customers. By implementing robust systems and leveraging technology, companies not only enhance customer satisfaction but also ensure a reliable revenue stream and improved operational efficiency.

Ready to take your commercial HVAC service maintenance business to the next level?
Commusoft can help. Our all-in-one job management and invoicing software organizes all aspects of service contract management, so you can offer unmatched service for your customers. Schedule a call with our team to get started!