Contracts keep your HVAC business running—protecting your bottom line, setting expectations, and keeping customer relationships solid. Some HVAC businesses might prefer using software with built-in templates for automation, others choose downloadable forms, and some stick with spreadsheets for customization. The right choice depends on how you manage service agreements, maintenance plans, and installs. In the HVAC industry, having the right contract template means fewer disputes, faster approvals, and consistent cash flow. In this guide, we’ll break down the following:
HVAC businesses have diverse approaches to contract management. Some opt for FSM software with integrated contract templates, while others prefer complimentary downloadable templates. For those who value customization, spreadsheets and document-based contracts offer flexibility, and online template libraries provide convenient, ready-to-use options. Each method has its own unique advantages, and we'll explore them to help you find the perfect fit for your business.
Now, let’s start with HVAC service agreement software with built-in templates—a powerful option for automating your field service operations from scheduling to managing your service contracts.
Using software with built-in contract templates takes the guesswork out of managing service agreements. These platforms automate contract creation, tracking, and renewals—keeping everything organized in one place. They integrate with dispatching, invoicing, and customer management, making them a great fit for HVAC businesses looking to scale without getting buried in paperwork.
1. BuildOps
BuildOps is an all-in-one platform designed to handle HVAC service agreements, scheduling, invoicing, and technician dispatch—without the hassle of spreadsheets and paperwork. From routine maintenance tracking to automated contract renewals, BuildOps ensures no agreement falls through the cracks. Instead of juggling documents, HVAC businesses can focus on service while the platform takes care of contract management in the background.
Template Format: Software
Template Components: Pre-built HVAC service agreement templates, automated tracking, e-signatures, renewal reminders, and seamless integration with scheduling and invoicing.
Cost to Access: Per-month, per-user annual contract.
Most Useful For: Commercial HVAC businesses managing multiple service agreements.
Template Features:
Template Integrates With: BuildOps service management suite, and various accounting software for contractors
Ditch the paperwork, lock in your contracts, and keep the cash flow steady. See how BuildOps service agreement software makes it happen.
2. ZenTrades
ZenTrades offers an easy-to-use contract management tool designed for small to mid-sized HVAC businesses. It provides pre-set service agreement templates, digital signature options, and automated billing, making contract handling more efficient. While ZenTrades simplifies contract management, it may not offer the level of customization needed for large commercial operations handling multi-location agreements.
Template Format: Software
Template Components: Standardized contract templates, digital signatures, and automated contract renewal tracking.
Cost to Access: Subscription-based pricing with multiple tiers.
Most Useful For: Small to mid-sized HVAC businesses managing service agreements.
Template Features:
Template Integrates With: QuickBooks, Stripe, and CRM platforms.
Get contracts signed and tracked without the headache. Check out ZenTrades’ HVAC software today.
3. Explorer Shafers
Explorer Shafers is a straightforward contract management platform designed for residential and small commercial HVAC businesses. It provides simple templates for maintenance agreements, tracking features for contract expiration dates, and basic invoicing integration. Explorer Shafers works well for smaller HVAC operations but may not have the automation tools needed for larger-scale contract management.
Template Format: Software
Template Components: Basic HVAC contract templates, expiration tracking, and invoicing integration.
Cost to Access: One-time purchase or subscription-based pricing.
Most Useful For: Residential and small commercial HVAC businesses.
Template Features:
Template Integrates With: Accounting and scheduling software.
Get reliable HVAC contracts without overcomplicating the process. Check out Explorer Shafers’ service agreement software.
4. FieldPulse
FieldPulse is a software platform built for service contractors and includes HVAC-specific service agreement templates. It combines job scheduling, customer management, and billing with built-in templates that help you get contracts out the door fast. However, it may not be the best fit for larger commercial operations that need deeper automation and advanced integrations.
Template Format: Software
Template Components: Pre-loaded HVAC service agreement templates, digital signature capability, scheduling and invoicing features.
Cost to Access: Starts at $60/month per user with scalable pricing tiers.
Most Useful For: Small to mid-sized HVAC businesses managing recurring maintenance or service plans.
Template Features:
Template Integrates With: QuickBooks, Zapier, and Stripe.
Need fast contracts on the go? Try FieldPulse’s built-in HVAC templates.
Keeping track of contracts, scheduling maintenance, and meeting client commitments can be time-consuming and distract from core service work. A comprehensive HVAC platform like BuildOps commercial HVAC software can streamline the process by automating agreement tracking, dispatching, and invoicing, allowing your business to stay organized while delivering top-tier service.
For HVAC contractors who prefer a no-cost, ready-to-use solution, free downloadable templates offer a quick way to create service agreements without software or subscriptions. These templates typically include standard contract terms, service details, and payment agreements—making them a practical choice for small businesses or those handling contracts on a case-by-case basis. However, they require manual tracking, which can be a challenge as your business grows.
5. Housecall Pro
Housecall Pro offers a straightforward HVAC service contract template designed for businesses that need a quick and efficient agreement solution. It includes essential contract sections such as scope of work, pricing, and terms—helping HVAC contractors set clear expectations with customers.
Template Format: Software & template
Template Components: Fillable HVAC service contract covering terms, scope of work, and payment details.
Cost to Access: Free
Most Useful For: Commercial, residential, and small businesses.
Template Features:
Template Integrates With: Housecall Pro’s field service management software.
Download Housecall Pro’s HVAC contract template and customize your agreement in minutes.
6. Arista Air
Arista Air provides a simple, no-frills HVAC service contract template tailored for residential and small business clients. It’s designed for HVAC contractors looking to offer routine maintenance agreements without the need for complex customization.
Template Format: Template
Template Components: Standard service agreement sections, including maintenance coverage and service frequency.
Cost to Access: Free
Most Useful For: Residential & small businesses.
Template Features:
Template Integrates With: Downloadable for manual use—no software required.
Lock in your maintenance agreements, and get Arista Air’s ready-to-use contract.
7. Rocket Lawyer
Rocket Lawyer offers a free HVAC service contract template that covers essential agreement terms, including payment schedules, scope of work, and liability protection. This template is ideal for contractors who need a legally structured agreement that can be customized for different services.
Template Format: Template
Template Components: Pre-built service contract with editable sections for pricing, service scope, and legal terms.
Cost to Access: Free with limited access; full customization available with a subscription.
Most Useful For: Commercial, residential, and small businesses.
Template Features:
Template Integrates With: Standalone document—no software integration required.
Create and customize your HVAC contract in minutes. Download Rocket Lawyer’s free HVAC contract template here.
8. Service Fusion
Service Fusion offers a free, downloadable HVAC service agreement template as part of its resource center. Designed to simplify routine service contracts, it includes essential terms, coverage details, and space for customer sign-off. Still, it lacks automation or digital signing features, so you’ll need to track and manage everything manually.
Template Format: Template (PDF/Word)
Template Components: Basic HVAC service agreement with editable service details and pricing structure.
Cost to Access: Free
Most Useful For: Residential and light commercial HVAC businesses.
Template Features:
Template Integrates With: Downloadable and editable—no integration needed.
Get a free HVAC agreement you can start using today. Download the HVAC Contract template from Service Fusion.
For contractors who prefer flexibility, spreadsheet and document-based templates offer a customizable way to create HVAC service agreements. These templates allow businesses to modify contract terms, add clauses, and track agreements manually. While they provide more control, they require hands-on management to ensure contracts don’t expire or go unpaid.
9. Workyard
Workyard offers free, ready-to-use HVAC service contract templates in multiple formats, making it a solid choice for businesses that want flexibility without the cost of specialized software. These templates include service details, pricing structures, and maintenance schedules, helping HVAC contractors stay organized.
Template Format: Excel, Google Docs, PDF templates
Template Components: Pre-built service contract sections with customizable fields.
Cost to Access: Free
Most Useful For: Commercial, residential, and small businesses.
Template Features:
Template Integrates With: Standalone use—can be imported into spreadsheets or document editors.
Customize your HVAC contracts with ease, download Workyard’s free templates here.
10. Template.net
Template.net provides a collection of HVAC service contract templates designed for different business needs. These templates allow for easy editing and can be downloaded in Excel, Google Docs, or PDF formats. They are ideal for teams that require multiple users to access and update contracts.
Template Format: Excel, Google Docs, PDF templates
Template Components: Service agreement templates with editable sections for pricing, terms, and conditions.
Cost to Access: Starts at $3.99/month for teams of up to 5 and $7/month for individuals.
Most Useful For: Commercial, residential, and small businesses.
Template Features:
Template Integrates With: Can be used with Google Drive, Microsoft Office, and other document management tools.
Professional HVAC contracts, ready to edit and send. Get your Template.net HVAC contract template here.
11. PandaDoc
PandaDoc offers downloadable and editable HVAC contract templates through its online document builder. It’s built for businesses that want to customize contracts heavily but still keep them clean and professional. However, without pairing it with software, it won’t help you track contract status, expirations, or renewals.
Template Format: Google Docs / Word / PDF
Template Components: Editable template with service scope, terms, pricing, and renewal options.
Cost to Access: Free for basic templates; paid plans for advanced features.
Most Useful For: HVAC contractors who prefer complete control over wording and design.
Template Features:
Template Integrates With: Google Drive, Dropbox, and CRM systems.
Build your HVAC contract your way. Download a PandaDoc’s HVAC contract template here.
12. Invoice Simple
Invoice Simple offers free HVAC service contract templates in spreadsheet and document form, built for businesses that need fast, no-fuss agreements. These templates include space for basic contract details, customer information, and pricing. However, they’re best for one-off use and don’t support automation or recurring service tracking.
Template Format: Excel, Google Docs, PDF
Template Components: Fillable sections for services provided, pricing, terms, and client signature.
Cost to Access: Free
Most Useful For: Independent HVAC contractors and small teams.
Template Features:
Template Integrates With: Standalone use—no software required.
Download and fill in your next HVAC contract in minutes. Grab the HVAC contract template from Invoice Simple.
Online template libraries provide HVAC contractors with pre-made service agreements that can be downloaded and customized. These platforms offer a range of contract types, from simple one-page agreements to detailed multi-service contracts. While they provide convenience, some templates may require adjustments to fit specific business needs.
13. DocHub
DocHub offers a collection of HVAC contract templates designed for quick customization. Contractors can edit agreements directly in the platform, add e-signatures, and store completed contracts online for easy access.
Template Format: Software, Template, Excel, PDF
Template Components: Pre-built contract templates with editable fields and e-signature capabilities.
Cost to Access: Free with limited features; premium plans available for advanced tools.
Most Useful For: Commercial, residential, and small businesses.
Template Features:
Template Integrates With: Google Drive, Dropbox, and document signing platforms.
Edit, sign, and send HVAC contracts in minutes. Check out DocHub’s HVAC contract templates here.
14. Etsy
Etsy isn’t just for crafts—it also offers a variety of HVAC service contract templates created by industry professionals. Contractors can find customizable agreements tailored to maintenance plans, repair services, and installation projects.
Template Format: Template, Excel, Google Docs, PDF
Template Components: Ready-to-use HVAC service contracts with editable sections for pricing, service details, and legal terms.
Cost to Access: Prices vary by seller, typically ranging from $10 to $50 per template.
Most Useful For: Small HVAC businesses and independent contractors.
Template Features:
Template Integrates With: Can be used in Microsoft Word, Google Docs, and PDF editors.
Find a contract that fits your business. Browse HVAC contract templates on Etsy.
15. Jotform Template Library
Jotform’s online library includes free HVAC service agreement templates that can be customized and sent out digitally. Their drag-and-drop builder makes it easy to tweak terms, add branding, and collect signatures all in one place. However, while Jotform is flexible, it may feel limited for contractors needing broader operational tools beyond form creation.
Template Format: Online form / PDF export
Template Components: Editable service agreement with pricing, job scope, and client information fields.
Cost to Access: Free with limited access; paid plans unlock more features.
Most Useful For: Small HVAC shops and independent contractors looking for a fast digital contract solution.
Template Features:
Template Integrates With: Google Drive, Dropbox, Airtable, and Zapier.
Build and send HVAC contracts in minutes. Check out Jotform’s HVAC contract templates.
16. TemplateLab
TemplateLab offers a large library of professionally formatted service contract templates, including options tailored to HVAC maintenance and repair. These documents are free to download and easy to customize in Word or Google Docs. However, they don’t offer any workflow tools—just static templates that require manual management.
Template Format: Excel / Word / PDF
Template Components: Downloadable HVAC service agreement with editable service scope, pricing, and terms.
Cost to Access: Free
Most Useful For: HVAC businesses that want professional-looking documents without paying for software.
Template Features:
Template Integrates With: Downloadable for use in Word, Google Docs, or PDF editors.
Professional templates without the price tag. Browse TemplateLab’s HVAC work order contract templates.
Choosing the right HVAC contract template depends on how your business operates. Whether you need software-driven automation, customizable spreadsheets, or pre-made templates, each option has its strengths. Free templates work for quick setups, but they require manual tracking. Spreadsheet-based contracts offer flexibility but need consistent management. Online libraries provide convenience, yet often require customization to fit your exact needs.
For HVAC businesses handling multiple service agreements, contract tracking, and invoicing, having everything in one system can save time and prevent contract lapses. While many solutions offer bits and pieces of contract management, BuildOps brings it all together—from service agreements to scheduling, invoicing, and technician dispatch—so commercial contractors can focus on the job, not the paperwork.
Curious if BuildOps is the right fit for your business? Schedule a free demo and explore how it can simplify contract management, scheduling, and invoicing.
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