Hvac Service Tracker

Maintenance agreements are the steady money in an HVAC business — and the easiest money to lose quietly. A renewal date slides past, a paid-for tune-up never gets scheduled, and nobody notices until the customer signs with someone else. This tracker watches all of it, in one Google Sheets file, 6 tabs. Service Contracts holds every agreement — customer, plan, start and renewal dates, visits included, contract price — and fills in Visits Done, Visits Owed, Days to Renewal and a Renewal Status flag by itself. A visit counts as done only when its Visit Log row is marked Completed; scheduled and missed visits never inflate the numbers, and Visits Owed never drops below zero. Set a month-to-month plan to Auto-renew and its countdown switches off.

The Dashboard keeps score: the renewing-soonest list sorted by days left, active contracts, how many renew within 30 days, visits still owed across the book, and revenue by type — contracts, repairs and installs — with the Job Log holding one-off work (quoted, your parts and labor cost, invoiced, and Paid, Partial or Unpaid) and Settings holding the plan list and the exact rules the sheet follows. The fictional sample book holds five contracts — three houses, an HOA and an office — worth $2,437, with 5 plan visits still owed across the book and three contracts on the renewing-soonest list; its one-off jobs add $7,575 invoiced ($1,375 repairs, $6,200 installs), for $10,012 of revenue in the sample picture, with $450 still open on invoices. The renewal countdown recalculates daily, so the sample's day counts move with the calendar — the structure and the totals are what to study. A tracking and organization tool for your contract book; it does not dispatch techs or send invoices.

Transparency note: this spreadsheet was designed with AI assistance, then hand-built and formula-tested by our shop.

What you receive is the finished spreadsheet file, delivered instantly at checkout as a PDF containing your Google Sheets copy link. Open it, choose "Make a copy," and the file is yours. It runs in Google Sheets on a free Google account — nothing to install — and the sample data is included so you can see the formulas work. If a file ever breaks, you receive a corrected copy of the file free. This is a digital product — no physical item will be shipped.