HVAC, heating and heat pumps
Seasonal tune-up, annual maintenance plan, a manufacturer warranty raised on the phone: brand, model and serial number follow the equipment, not the customer. Sizing and diagnosis stay with the technician on site.
Contracts and recurring service
Visits due, visits done and contracts up for renewal: one list for the office, the technician and the customer on the phone.
7 days, 20 answered calls, no card
The task it takes over
A maintenance contract sells well and gets tracked badly. The customer calls believing they are covered, the office digs through a binder or a spreadsheet, and whoever answered ends up promising something the contract does not say. Undoing that costs more than the visit was worth.
This add-on reads the contract before it answers: holder, service address, covered equipment, version in force, payment status. Then it separates the four situations everyone blends together on the phone — maintenance due, repair included, exclusion, and new sale.
After that it works by due date. Periodic visits and routes are proposed from the assets you track, proof of service stays on the equipment file, and renewal arrives with history behind it instead of an improvised call one evening in March.
Step by step
- Match
The contract, not the phone number
A familiar number is no proof of coverage. The add-on finds the holder, the address and the covered equipment, reads the version in force, and answers after that — in that order. Equipment, ownership and contract holder can each change on their own, and the file survives it.
- Separate
Covered, excluded, or a sale
Maintenance due, repair included, exclusion, new sale: the answer on the phone changes with the case. A surcharge is quoted only where the contract you approved states it, and a warranty is not invented to calm a caller down.
- Schedule
Visits due, by date and by capacity
Periodic visits and routes are proposed from each asset's due date and the crew's real capacity. Work performed, consumables and approved extras close the job with dated proof of service.
- Renew
Renewal arrives with its history
Due date, visits completed against visits owed, exceptions granted, transfer or cancellation: it all stays on the same contract. A change of owner does not erase the equipment's service history.
An add-on that includes dispatch, within its scope
The Trades and maintenance base answers and qualifies. Contracts are added on purpose, over the contracts themselves and over the work performed under them.
Within that scope, dispatch is included: a contract already covered here is not billed a second time. The Dispatch add-on stays separate for one-off work outside any contract.
What this changes for your business
Plumbing and building systems
Water heaters, backflow valves, periodic inspections: every covered item carries its last service date and its next due date. That is what the person answering looks at before promising a visit.
Snow removal and grounds care
Active contract, configured trigger threshold, last confirmed pass: the question that floods the line mid-storm finally has an answer on file, the same one for the office and for the driver.
What it receives
- The holder, the service address and the covered equipment or surface
- The contract version, its inclusions, its exclusions and its end date
- The history of visits performed and parts installed on the asset
- Crew capacity and the site access windows
What it produces
- An answer on the phone built on what the contract actually covers
- Visits due proposed by date, closed with dated proof of service
- Approved extras, granted exceptions and refusals kept on file
- A renewal prepared with the asset's history behind it
Disputed coverage, a refund, a retroactive change: those decisions stay with the manager. If a contract is paid but missing from the system, the request opens a verification instead of turning the customer away on the phone.
What is metered, and what comes from elsewhere
The add-on carries two allowances, both separate from the calls in the base.
- One hundred contracts or assets tracked at the same time
- One hundred coordinated jobs per month, reset at each period
- Work covered here is not metered again by the dispatch add-on
- Calls stay metered on the base, separately from this add-on
Any third-party fees — document delivery, message transport from an outside carrier — are separate and billed by that provider.
With management and contract software
The status shown is technical qualification. With no qualified software, the contract and its visits live in Zenvox and nothing is blocked.
- JobberTo qualifyRequest intake and booking already exist on the vendor side: the added value has to be shown on reading contract entitlements, which is still unqualified.Jobber
- ServiceTitanTo qualifyCommercial access and exact write and event coverage are unsettled; reading a coverage record and a due date even less so.ServiceTitan
- LMN / QuickBooksTo qualifyA combined ecosystem is not one proven connector. Reading contracts and writing a visit status get qualified product by product.LMNQuickBooks
Questions about this add-on
Is a familiar phone number enough to prove a customer is covered?
No. A familiar number is no proof of coverage: the add-on finds the holder, the service address and the covered equipment, reads the version in force, and answers after that — in that order.
Can it promise a warranty to calm a caller down?
No. A warranty is not invented on the phone, and a surcharge is quoted only where the contract you approved states it. Four situations stay distinct: maintenance due, repair included, exclusion, and new sale.
A customer says they paid, but the contract is missing from the system. What happens?
The request opens a verification instead of turning the customer away on the phone. Disputed coverage, a refund or a retroactive change stay decisions for the manager.
Do I need the dispatch add-on as well?
Not for work performed under a contract: dispatch is included here, within that scope, and covered work is not metered again by the other add-on. The Dispatch add-on stays useful for one-off work outside any contract.
If a building changes hands, is the equipment history lost?
No. Equipment, ownership and contract holder can each change on their own, and the file survives it: a change of owner erases neither the equipment's service history nor the visits performed on the asset.
Where to next
Go back to your trade, or look at the add-on that assigns one-off jobs.
Contracts and recurring service