Your tune-up customers aren't gone.
They're just one season late.
Customer retention software built for HVAC contractors.
HVAC customer retention software tracks each customer's tune-up cadence (spring AC, fall heating), maintenance agreement renewal date, filter replacement window, and equipment age — and drafts targeted outreach in your shop's voice. Retention IQ does it with three things nobody else has: Book Value (your shop priced as an asset), Drift Radar (per-customer drift detection on personal rhythm), and Voice Training. Works with ServiceTitan, Housecall Pro, Jobber, FieldEdge, FieldPulse.
AC tune-ups should be every spring. Heating tune-ups every fall. Filters quarterly. A 12-year-old system is a replacement conversation. Your customers know all of this — but life gets busy, they skip a season, and they show up at the competitor with the better reminder system.
We tell you which customer is overdue this week, draft the message, and let you send it from your own number. That's it.
Pay only when we book the job. Performance pricing available — a small base plus a fee per booking we recover. We make money when you do; we don't when we don't. Month-to-month, no contract.
What 90 days actually looks like.
Projection for a typical 1,200-customer HVAC shop with $179 average tune-up ticket and $4,800 average system-replacement ticket.
ServiceTitan / Housecall Pro export uploaded. Customer history parsed. Equipment install dates and maintenance agreements indexed.
Customers 11+ months past last tune-up surface. Per-customer message classifies on-schedule vs. lapsed vs. system-age conversation.
Maintenance agreement renewals at 60/30/7 day pre-lapse fire. Equipment-age (10–15 yr) replacement conversations stage.
Day-end reports show recovered tune-up, IAQ attach, and replacement-quote revenue traceable to specific messages.
Projection based on industry-standard benchmarks: 6–10% baseline reactivation, 12%+ on spring tune-up cadences fired in late February, 22% of late-season tune-ups convert to replacement quotes. Your numbers depend on shop size, climate zone, and current maintenance plan attach rate.
Every job has a follow-up window. We're watching it for you.
We know roughly when each customer's next service is due — and we reach out before they Google "HVAC near me" because the AC stopped cooling.
Fire late February. Book before the first 90° day jams your schedule.
Fire early September. Catch the customer before the first cold snap.
Pluggable into a subscription. Pulls work forward and trims call-volume on dirty-coil failures.
Equipment age tracked from install record. The "before it fails on a holiday" conversation gets staged early.
One problem you can see. One you can't.
About 40% of past customers are dormant right now.
They called you once for a fix two summers ago. The unit's working. They never thought about you again. Then their neighbor's HVAC guy hung a magnet on their fridge and now that's who they call. We bring them back before that happens — with a spring tune-up reminder that lands in their inbox the week the temperature swings.
Shoulder seasons run 30% under peak utilization.
April and October are dead in most shops. Techs get sent home. Trucks sit. The pattern — utilization quietly slipping in shoulder weeks — nobody notices until it's already the month's P&L story. We surface it tomorrow instead of next month.
The quotes you already sent and never heard back on.
Every shop has a folder full of estimates that went out and went quiet — the $6,800 system swap the homeowner "needed to think about," the compressor job they meant to schedule. They didn't say no. They got busy. Closing a job takes 8–12 touches; most shops stop at one. Retention IQ watches your unsold estimates and runs the follow-up you never have time for — from data already sitting in your field-service system.
Industry data across 160,000+ HVAC follow-up campaigns shows roughly 6 in 10 stale estimates answer a structured SMS-plus-email sequence.
Rehashing unsold quotes already in your FSM system books work at a fraction of the cost of chasing a brand-new lead.
The gap between one follow-up and a full sequence is the difference between a lost quote and a booked install.
One large shop credits roughly $400,000 a month in revenue to an inside-sales team doing nothing but estimate follow-up. Retention IQ does the same job from the data you already have — no new hire, no new system. We surface the unsold estimate, draft the next touch in your voice, and you send it.
Open the app. See who's due today.
"Hey Mike — it's about that time again. Your AC tune-up from last April puts us right on schedule. Got Tuesday and Thursday open this week. Want me to swing by? Tom"
"Hi Linda — heads up that your Gold maintenance plan renews July 22. You still have one visit included this term — want to use it before then? I have a few openings the week of June 24. No rush, just wanted to keep you ahead of it."
Every message is drafted from the customer's actual history. You approve, tweak, and send from your own system. We never message on your behalf — your customers see you, not a third party.
Speaks your service catalog, not "business in general."
It knows a heat-pump customer in the Carolinas needs a different cadence than a gas-furnace customer in Minnesota. It knows IAQ add-ons land best 30 days post-tune-up. You don't have to teach it.
Service-category tracking
- Tune-ups & maintenanceSpring AC and fall heating. Per-customer cadence, climate-zone adjusted. Combo-package customers tracked together.
- Maintenance agreementsGold/silver/basic, monthly/annual, single-system/dual. Pre-lapse outreach at 60/30/7 days.
- Indoor air qualityFilters, UV lamps, humidifiers, ERV/HRV. Tracked on replacement cycles, sold as cross-sell after a clean tune-up.
- Equipment age & replacementInstall records tell you when the 10-year conversation should happen. We stage it before the failure call.
- Repair-to-replace conversionRepair history flags customers whose next service call should be a replacement quote, not another patch.
Operator intelligence
- Per-tech scorecardsService techs, install techs, lead techs, apprentices — each with benchmarks specific to their role. Fair across the board.
- Cross-sell that isn't pushyTune-up customers ready for an IAQ upgrade. Repair customers approaching replacement age. The engine knows which pairings actually convert.
- Off-season demand smoothingApril and October open weeks get prioritized in outreach. The engine pulls tune-ups forward into idle capacity instead of into August chaos.
- Maintenance plan modelingTest what restructuring your Gold plan or adding a Platinum tier would do to MRR before you announce it.
- Discount guardrailsIf a customer is on schedule, we don't suggest a coupon — they're coming anyway. If they're 18 months late, we might. You set the rules.
No rip-and-replace.
We connect in one of two ways: a weekly CSV export, or a direct integration where available. Your dispatch and invoicing stay exactly as they are today.
How much dormant revenue is hiding in your practice?
Move the sliders to match your practice. We'll estimate your dormant revenue opportunity based on industry benchmarks — no client data, no signup, no catch.
How Retention IQ compares for HVAC contractors
Side-by-side breakdowns of TechStack Retention IQ against the field-service and customer-comms tools HVAC shops most often evaluate.
See your shop's real dormant-customer number.
15-minute walkthrough. We'll show you how it runs on a real HVAC shop's data.