PM work keeps your board full and your revenue predictable, but only when every visit runs the same way. An HVAC PM contract defines that playbook: scope, cadence, documentation, and billing rules, so techs walk into mechanical rooms knowing exactly what to do, and your office has what it needs without chasing details later.
In the HVAC service industry, a modern field service platform connects that agreement to recurring work orders, asset history, mobile checklists, and invoicing so PM stays consistent across every site.
A strong HVAC preventive maintenance contract also protects your margins when customers ask for extras on the fly. Clear inclusions, exclusions, and rate language keep your team aligned on what is covered, while automation keeps renewals, missed visits, and SLA timelines from slipping.
- HVAC PM contract software with built-in templates - Uses standardized agreements that connect to recurring scheduling, mobile checklists, and renewal tracking
- Free downloadable HVAC preventive maintenance contract templates - Quick to send, but your team still tracks visits, approvals, and renewals by hand
- Spreadsheet & document HVAC PM contract templates - Flexible for service tiers, pricing tables, and custom clauses your office edits anytime
- Online libraries with HVAC PM contract templates - Fast starting points for common PM terms and layouts when you need something clean without building from zero
If you manage lots of sites or mixed equipment, start with software-first workflows. An HVAC contract for preventive maintenance works best when dispatch, tech execution, and billing all run off the same source of truth.
HVAC preventive maintenance contract software with built-in templates
Image Source: BuildOps
Using the right service software with built‑in contract templates removes the guesswork from managing maintenance agreements. Instead of chasing down paperwork or rebuilding the same contract in Word every time, your team can standardize creation, approvals, and renewals—so every agreement lives in one clean, searchable system.
1. BuildOps
BuildOps is the all‑in‑one field service platform built for commercial HVAC contractors. From preventive maintenance agreements and recurring work orders to scheduling, invoicing, and technician dispatch, everything runs through one system—no spreadsheets, no scattered paperwork. BuildOps automates contract renewals, tracks every PM visit, and makes sure no agreement or maintenance task slips through the cracks, so your team can stay ahead of equipment failures while you focus on delivering great service.
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:
- Customizable contract templates for various service levels
- Automated renewal reminders to prevent agreement lapses
- Integrated invoicing to ensure on-time payments
- AI-capable visit summary
- Mobile-friendly access for field techs
Template Integrates With: BuildOps service management suite, and various accounting software for contractors
See BuildOps in action
Ditch the paperwork, lock in your contracts, and keep cash flow steady with BuildOps.
2. ZenTrades
ZenTrades helps smaller HVAC teams manage recurring PM plans without turning the office into a paperwork factory. For an HVAC PM contract that includes seasonal tune-ups, filter changes, and scheduled inspections, it gives you preset agreement templates, e-signatures, and automated billing so you can keep visits and invoices tied to the plan. If you run complex commercial PM across many sites with layered coverage and strict documentation, you may hit limits on how far you can tailor an HVAC preventive maintenance contract inside the system.
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 recurring maintenance agreements
Template Features:
- Ready-to-use PM agreement templates for quick setup
- Digital signatures for faster approvals
- Automated renewal tracking to reduce missed renewals
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 works well when you need a straightforward way to manage PM agreements and keep expirations visible. It supports maintenance agreement templates, tracking for upcoming expirations, and invoicing integration—helpful when you run recurring visits and want the office to stay ahead of renewals. For teams juggling heavy PM volume, multiple service tiers, and asset-level reporting, the tool can feel light on automation for field execution.
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:
- Pre-built contract templates for maintenance agreements
- Built-in tracking to manage contract expiration dates
- Invoicing integration for easier billing
Template Integrates With: Accounting and scheduling software
Get reliable PM agreements without overcomplicating the process. Check out Explorer Shafers’ service agreement software.
4. FieldPulse
FieldPulse combines scheduling, customer management, and billing with templates that can support PM programs, especially when your techs need to quote, capture signatures, and keep recurring work moving from the field. For an HVAC contract for preventive maintenance, the value comes from keeping service cadence, reminders, and billing connected so recurring visits do not drift. Commercial-heavy PM programs with deep automation needs and advanced integrations may need a platform with stronger controls across assets, sites, and renewals.
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:
- Ready-to-use templates aligned to recurring maintenance plans
- Mobile app for quoting and signing contracts in the field
- Built-in tracking and customer management tools
Template Integrates With: QuickBooks, Zapier, and Stripe
Need fast contracts on the go? Try FieldPulse’s built-in HVAC templates. If you want to take a closer look, see how FieldPulse compares to BuildOps when we stack their features side-by-side.
Free downloadable HVAC preventive maintenance contract templates
Image Source: Housecall Pro
When you need a no-cost document you can send fast, free downloads can cover the basics of an HVAC PM contract without adding another platform. These templates usually include standard terms, service details, and payment language. You still handle visit cadence, proof of work, and renewals through manual tracking.
5. Housecall Pro
Housecall Pro provides a straightforward template you can adapt into an HVAC preventive maintenance contract when you want something fillable and client-ready. It helps you spell out PM scope, pricing, and terms so field crews and customers stay aligned across recurring visits.
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:
- Pre-formatted contract for HVAC maintenance and service agreements
- Customizable fields for business-specific terms
- Printable and digital signing options
Template Integrates With: Housecall Pro’s field service management software
Download Housecall Pro’s HVAC contract template and customize your agreement in minutes. For more info, look at how Housecall Pro compares to BuildOps to see which one is the better fit for your HVAC business.
6. Arista Air
Arista Air offers a simple, no-frills template that fits routine PM coverage when you want clear language around maintenance frequency and what gets checked each visit. It works well when your office prefers a clean document and your team runs the schedule internally.
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:
- Basic contract terms for HVAC maintenance services
- Designed for seasonal or annual service agreements
- Simple, easy-to-read formatting for customer clarity
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 legally structured template when you want formal clauses and a guided signature flow. For an HVAC contract for preventive maintenance, it can help you define scope, payment schedule, and liability language you can adapt across service tiers.
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:
- Customizable contract template for HVAC service agreements
- E-signature support for approvals
- Legal clauses for liability and dispute coverage
Template Integrates With: Standalone document—no software integration required
Create and customize your HVAC agreement in minutes. Download Rocket Lawyer’s free HVAC contract template here.
8. Service Fusion
Service Fusion provides a downloadable agreement template that works as a quick starting point for routine PM plans. It gives you a place to document coverage details and customer sign-off, then you track scheduling, completion notes, and renewals outside the template.
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:
- Pre-filled sections for common HVAC service plans
- Editable in Word or Google Docs
- Includes maintenance and cancellation terms
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.
Spreadsheet & document HVAC PM contract templates
Image Source: Template.net
If you want full control over language and pricing tables, spreadsheets and docs give you a flexible way to run an HVAC PM contract—especially when customers ask for custom visit cadence, equipment lists, and add-on rates. You trade automation for ownership. Your team must manage expirations, renewals, and billing triggers manually, or gaps show up fast in the field schedule and the AR report.
9. Workyard
Workyard gives you ready-to-use templates in common formats, which helps when you need to lay out PM scope, service frequency, and pricing in a file your office can edit quickly. It works well for teams that want a clean HVAC preventive maintenance contract without committing to a full contract platform right away.
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:
- Editable fields for tailored contract terms
- Downloadable in multiple formats for easy sharing
- Simple layout for quick client approvals
Template Integrates With: Standalone use—can be imported into spreadsheets or document editors
Customize your PM agreements with ease, download Workyard’s free templates here.
10. Template.net
Template.net offers a library of editable templates that work well when you need multiple versions of the same PM agreement—different tiers, different response times, different included checks—while keeping the layout clean for approvals and renewals.
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:
- Professionally designed contract layouts
- Multiple file formats for compatibility
- Editable fields for business-specific modifications
Template Integrates With: Can be used with Google Drive, Microsoft Office, and other document management tools
Professional PM agreements, ready to edit and send. Get your Template.net HVAC contract template here.
11. PandaDoc
PandaDoc lets you shape PM agreements inside an online document builder, which helps when you need structured sections for scope, service frequency, renewal language, and signature flow. Use it to tailor an HVAC contract for preventive maintenance by customer type, then keep versions consistent across your book of business.
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:
- Drag-and-drop contract builder
- Template library with HVAC-specific options
- E-signature ready formats
Template Integrates With: Google Drive, Dropbox, and CRM systems
Build your PM agreement your way. Download a PandaDoc’s HVAC contract template here.
12. Invoice Simple
Invoice Simple offers free HVAC PM templates focused on an invoice 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:
- Simple and clean layout
- Downloadable in multiple file formats
- Easy to edit and send
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 libraries with HVAC PM contract templates
Image Source: Etsy
Online template libraries give you pre-made agreements you can download and tweak fast. For an HVAC PM contract, they work best when you need a clean document for scope, visit cadence, and signature—then your team handles scheduling, completion notes, and renewals through your normal field process.
13. DocHub
DocHub works well when you want to edit a PM agreement directly in a browser, route it for e-signature, and keep executed copies in one place. It is handy for tightening up language around included tasks, exclusions, and approval flow when customers add work during a scheduled visit.
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:
- Editable HVAC PM agreement templates
- Integrated e-signature functionality
- Cloud storage for contract management
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 hosts HVAC templates from independent sellers, including agreements aimed at recurring maintenance plans. If you want an HVAC preventive maintenance contract with a specific layout (simple one-page, tiered coverage table, multi-site addendum), this marketplace can give you options fast—expect to fine-tune language to match how your team actually runs PM in the field.
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:
- Professionally designed PM agreement templates
- Instant downloads for quick use
- Variety of styles and formats to choose from
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 gives you digital templates you can customize, send out, and get signed without printing. For PM, that helps when you want consistent fields for service frequency, included tasks, customer responsibilities, and signature capture—then export a PDF your office can file with the customer record.
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 added features
Most Useful For: Small HVAC shops and independent contractors looking for a fast digital contract solution
Template Features:
- Drag-and-drop customization
- Built-in digital signature and submission tracking
- Mobile-friendly for techs in the field
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 formatted templates, including options aimed at HVAC maintenance and repair. If you need a professional-looking HVAC contract for preventive maintenance that your office can edit in Word or Google Docs, this is a solid place to grab a clean starting point—just plan on manual tracking for renewals and service delivery follow-through.
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:
- Dozens of editable service agreement formats
- Clean, professional layout
- Easy to customize and reuse
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.
PM always looks tidy in a spreadsheet. In the field, it becomes missed access windows, half-complete forms, and invoices on hold because no one’s sure what actually got done. A strong HVAC PM contract closes that gap. It clearly defines scope, visit frequency, documentation standards, and billing triggers—before the first truck rolls.
Whether you start from software templates, downloads, or spreadsheets matters less than the workflow it drives. Your HVAC PM contract should feed directly into recurring work orders, asset history, technician checklists, and job reports so the field and office are working from the same source of truth in real time—without extra calls, emails, or double entry.
That is where most systems break down. They handle one slice—documents, e-signatures, scheduling, or invoicing—then leave you to duct-tape the rest. BuildOps closes the loop for commercial service teams: agreements, recurring dispatch, mobile execution, job reporting, and billing in a single platform, so your HVAC preventive maintenance contracts stay tight, trackable, and billable when the season hits full speed.
If you want to see how that workflow looks on a live schedule and a real job report, book a demo. No pressure. Take a look, steal a few ideas for your process, and move on if it does not fit.
Curious how BuildOps works?
We can help HVAC teams simplify contract management, scheduling, and invoicing.
