HVAC maintenance agreement pricing calculator
Enter how many visits the plan includes, the time and parts each visit takes, your break-even hourly rate and the margin you want. The calculator gives the yearly plan price, the monthly price and what you keep per plan.
The calculator needs JavaScript. The formulas below let you do it by hand.
How it works
- Labor per visit = hours per visit × your break-even hourly rate
- Yearly cost per plan = visits × (labor per visit + parts per visit) + other yearly cost
- Yearly price = yearly cost ÷ (1 − target margin)
- Monthly price = yearly price ÷ 12, rounded up to the cent
Example: two visits a year, 1.5 hours each including the drive, at a break-even rate of $58.34 an hour. That’s $87.51 of labor per visit. Add $15 of parts per visit and $10 a year for reminders and card fees, and the plan costs you $215.02 a year. At a 30% margin, charge $307.18 a year, or $25.60 a month. You keep $92.16 per plan.
Count the drive time
A tune-up that takes an hour on site can take 1.5 hours door to door. Price the whole trip, or every plan you sell loses money on the road.
Use your break-even rate, not your charge rate
The calculator adds the margin once, at the end. If you enter the rate you already charge customers, the margin gets counted twice and the plan comes out too expensive. Work out your break-even rate with the hourly rate calculator.
Decide what members get beyond the visits
You might add a perk such as priority booking or a repair discount. A discount costs you money on every repair a member books, so set the margin with that in mind. Write every perk into the agreement. Our HVAC maintenance agreement template has a section for them.
What this doesn’t do
It doesn’t know what other HVAC businesses near you charge for a plan, and it doesn’t handle sales tax. Check local prices before you settle on a number. It’s the math on the numbers you enter, nothing more.
This is math on your inputs, not financial advice. Check with your accountant or attorney for your situation.