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7 min read

Service Agreements Are 55% of HVAC Industry Revenue. If Yours Aren't, Here's the Reactivation Campaign That Fixes It (HighLevel)

HVAC service agreements are the industry's biggest revenue line. This HVAC reactivation campaign in HighLevel finds every customer with no service in 10+ months, sells them a plan by SMS and email and bills it on a recurring invoice.

TLDR

  • According to the ACCA HVAC Blog, citing Mordor Intelligence data, recurring service agreements now represent 55% of HVACR industry revenue.
  • Most contractors have a database full of one-time repair customers who never heard about a plan.
  • GoHighLevel builds a smart list of every customer with no service in 10+ months.
  • A workflow sends the reactivation sequence by SMS and email with a payment link for the plan.
  • The plan bills itself on a recurring invoice. The tune-up books itself on a calendar.
  • A review request goes out after the visit.
  • Everything in this post fits inside the 30-day free trial.

Who This Is For

  • HVAC contractors whose revenue still depends on the summer breakdown season.
  • Owners with a few hundred past customers in a spreadsheet and no plan offer.
  • Companies that sell agreements at the kitchen table but never follow up by phone or email.
  • Agencies serving HVAC clients who want a reactivation Snapshot they can deploy in an afternoon.

The One-Time Customer Problem

Every HVAC company has two customer types. Plan members who pay every month. And everyone else. According to the ACCA HVAC Blog, citing Mordor Intelligence data, recurring service agreements now represent 55% of HVACR industry revenue. That is the industry as a whole. If your own split is nowhere near that, the gap is your reactivation list.

Here is the cost chain for the one-time customer.

  • A homeowner calls in July with a dead compressor. You fix it. They pay. They are grateful.
  • Nobody mentions a maintenance plan. The tech is already late for the next job.
  • Eleven months pass. The filter is clogged. The coil is dirty. Nobody calls.
  • The system fails again next July. The homeowner searches "AC repair near me" and picks whoever ranks first.
  • Your one-time customer becomes someone else's one-time customer.

That is one lost tune-up, one lost repair and no recurring revenue. Repeat it across every ticket in your job history and you have the reason winter is quiet.

Why the Kitchen Table Pitch Is Not Enough

  • The tech pitches the plan once, at the worst moment, when the customer has just paid for a repair.
  • There is no second touch.
  • The customer forgets the offer by the time the invoice email arrives.
  • Nobody owns the follow-up, so nobody does it.

A reactivation campaign gives the plan offer a second, third and fourth touch. On a schedule. Without the tech.

What GoHighLevel Sets Up

Six components. This is the HVAC reactivation campaign HighLevel build.

  1. Smart list of customers with no service in 10+ months. A saved contact filter: last appointment date older than 10 months, no active plan tag. Why it matters: these people already trust you. They just have not heard from you. Example: import your job history CSV, map the last service date to a custom field and the list builds itself. Impact: a warm audience that costs nothing to reach.
  2. SMS and email reactivation workflow. A five-touch sequence in Automation > Workflows. Day 1 SMS: "It has been a while since we serviced your system." Day 2 email: what the plan includes. Day 5 SMS: the payment link. Day 9 email: the last call. Day 14: task for the office to phone anyone who opened but did not buy. Why it matters: one message gets ignored. Five in two weeks get read. Example: the day 5 SMS carries the plan link and a two-line summary of what it covers. Impact: plan sales from a list you already own.
  3. Payment link for the plan. Created under Payments. One link, one plan, fixed price. Why it matters: the customer buys from the text. No call, no callback, no quote. Example: "Comfort Plan, two tune-ups a year, priority scheduling. Tap to enrol." Impact: no friction between yes and paid.
  4. Recurring invoice. Once the customer pays, a recurring invoice bills the plan monthly or annually. Native in HighLevel, with auto-charge to the saved card. Why it matters: the revenue is now predictable. Example: a monthly plan at say $18 bills on the same date every month with no office work. Impact: this is the line item the 55% figure describes.
  5. Calendar booking for the tune-up. A service calendar for spring and fall tune-ups, sent by the workflow as soon as the plan is paid. Why it matters: a plan that never books a visit churns. Example: "You are enrolled. Pick your spring tune-up slot here." Impact: the visit is on the calendar before the customer forgets why they bought.
  6. Review request after the visit. Reputation workflow fires the afternoon after the tune-up. Why it matters: plan members are your happiest customers and your best reviewers. Example: "Thanks for having us out today. A quick Google review helps your neighbours find a contractor they can trust." Impact: better rankings for the next "AC repair near me" search, which feeds the top of the funnel.

For agencies: package the six pieces as one Snapshot. Every HVAC client has a job history CSV. The build is identical. Only the plan name and price change.

Niche Starting Point

HighLevel publishes a HVAC Playbook bundle for HVAC contractors. It ships pre-built forms, workflows and page templates you can load into a fresh account and adapt to the setup below. Start the account from the 30-day link at the end of this post rather than the bundle page's own trial button. The trial is longer and the bundle loads the same way.

Step-by-Step Setup

  1. Contacts > Import. Export your job history from your field service software or spreadsheet. Import with a custom date field called Last Service Date. Add a tag for any current plan member so they are excluded.
  2. Contacts > Smart Lists. Create the filter: Last Service Date is before 10 months ago, tag does not include Plan Member. Save it as Reactivation.
  3. Payments > Products. Create the plan as a product with a monthly or annual price. Generate the payment link.
  4. Payments > Invoices > Recurring. Set up the recurring invoice template for the plan. Enable auto-charge with the saved card. Set the billing cycle.
  5. Calendars. Create a Tune-Up service calendar with morning and afternoon windows, a 90-minute slot and a buffer. Assign the techs round robin.
  6. Automation > Workflows. Build two workflows. One: Reactivation, triggered by adding a contact to the smart list, with the five touches above and an exit condition when the plan is purchased. Two: Plan Onboarding, triggered by payment received, sends the calendar link, tags the contact Plan Member and creates the recurring invoice.
  7. Automation > Workflows. Build the review request. Trigger on appointment status showed for the Tune-Up calendar. Wait until 3pm. Send the request through Reputation.
  8. Reputation. Connect Google Business Profile. Set the review template. Route the review workflow through it.
  9. Test. Add yourself to the Reactivation list. Receive the five touches. Pay for the plan with a test card. Confirm the recurring invoice is created, the calendar link arrives and the Plan Member tag is applied.

Compliance notes. Register A2P 10DLC before the SMS touches go out to US numbers. For the email touches, set up DMARC on your sending domain in Settings > Email Services so the plan emails reach the inbox. Include an opt-out line in the first SMS.

Revenue Model

Every number below is illustrative. Replace it with your own.

Item Illustrative example
Customers on the 10+ month list Say 600
Customers who buy a plan from the sequence Say 1 in 20, so 30
Plan price Say $18/month, so $216/year
Illustrative recurring revenue from one send 30 x $216 = $6,480/year
Repairs found during tune-ups Say 1 in 3 visits, so 20 repairs at say $350 = $7,000
Illustrative first-year total $6,480 + $7,000 = $13,480
HighLevel Starter plan $97/month

These are worked examples, not study findings. Your list size, conversion and plan price will differ.

For agencies reselling this setup. Sell the reactivation Snapshot in SaaS Mode with Stripe rebilling. Illustrative pricing is $297-$497/month per contractor. Say 12 HVAC clients x $297 = $3,564/month. Marked-up rebilling of SMS and email usage requires the Agency Pro plan at $497/month. See SaaS Mode explained.

FAQ

What is an HVAC reactivation campaign in HighLevel? It is a workflow that contacts every past customer who has not had service in 10 or more months and offers them a maintenance plan. HighLevel builds the list from a custom date field, sends the SMS and email touches and takes payment through a link.

Can HighLevel bill a service agreement automatically every month? Yes. Recurring invoices are native. Set the cycle, enable auto-charge to the saved card and the plan bills itself. The workflow creates the recurring invoice the moment the first payment lands.

Which HighLevel plan do I need for HVAC service agreements? The $97 Starter plan covers smart lists, workflows, payments, recurring invoices and calendars for a single company. The $297 Unlimited plan is for contractors with several brands or locations and for agencies serving multiple HVAC clients.

Is there a free trial? Yes. HighLevel offers 30 days free. The reactivation campaign in this post can be imported, built and sent to your first list inside that window.

How do I get my job history into HighLevel? Export it as a CSV from your field service software or spreadsheet. Import under Contacts with the last service date mapped to a custom date field. Tag current plan members so the smart list excludes them.

Will the SMS touches get through? Yes, if you register A2P 10DLC first. US carriers filter unregistered business texts. Register your brand and campaign in Settings > Phone Numbers before the first send.

Do the emails need any special setup? Yes. Set up DMARC, along with SPF and DKIM, on your sending domain under Settings > Email Services. Without it the plan emails land in spam.

Can an agency resell this campaign to HVAC clients? Yes. Save the build as a Snapshot, enable SaaS Mode and bill each contractor through Stripe. Marked-up rebilling of SMS and email usage requires the Agency Pro plan.

Build the HVAC Reactivation Campaign in HighLevel This Week

If you want the wider plan-selling picture, read GoHighLevel for HVAC maintenance plans. It covers membership tiers, renewal reminders and the spring and fall booking rhythm.

The campaign in this post can go out to your first 10+ month list before the trial ends. You get 30 days free to run it on your own database.

✅ HighLevel 30-Day Free Trial

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What's New in GoHighLevel

  • Sept 1, 2026, SaaS Mode. Outdated payment methods can now be removed from SaaS v2 sub-account billing dashboards. For agencies billing HVAC clients through SaaS Mode, that means a cleaner card-on-file list and fewer failed rebills.
  • Sept 3, 2026, Phone System. Carrier fees for Verizon and other providers increase effective Oct 1, 2026. Price the SMS touches in the reactivation sequence with the new rates in mind.