HVAC Calculator
HVAC Maintenance Agreement Pricing Calculator
Price a maintenance agreement from visits, loaded labor, materials, allocated overhead and your target margin.
HVAC maintenance agreement pricing formula
Annual cost = visits × (hours per visit × loaded labor rate + materials per visit) + annual allocated overhead. Annual price = annual cost ÷ (1 − target margin). Monthly price = annual price ÷ 12.
HVAC Maintenance Agreement Pricing Calculator
Estimate an annual and monthly maintenance-agreement price using visits, labor, materials, overhead, and margin.
Your estimate
This is a planning scenario based on entered assumptions. It is not a guaranteed price, payment, profit, or business outcome.
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Price the service scope before choosing a monthly amount
Start with how many planned visits the agreement includes, the labor time needed for each visit, the loaded hourly labor cost, and materials consumed. Add the annual overhead allocated to this agreement. The tool divides that annual cost by one minus the target margin, then spreads the annual price over twelve months.
Worked two-visit maintenance example
- Visits per year: 2.
- Labor hours per visit: 1.5.
- Loaded labor cost: $65 per hour.
- Materials per visit: $20.
- Annual allocated overhead: $75.
- Target margin: 20%.
Each visit costs $97.50 in labor plus $20 in materials. Two visits cost $235; annual overhead brings total cost to $310. Divide by 0.80 for a $387.50 annual agreement price, approximately $32.29 per month, and $77.50 estimated annual profit. This is an illustrative scenario, not a recommended market price.
Confirm what the agreement actually covers
The calculator does not automatically add emergency callouts, repair discounts, priority-response commitments, replacement parts, travel, payment fees or unusual equipment access. Include costs that belong in your scope and review the agreement terms separately. Avoid counting the same travel or support cost in both loaded labor and overhead.
Test additional visits and equipment
If visit frequency rises from two to three with the other example inputs unchanged, annual cost becomes $427.50 and the margin-adjusted annual price becomes $534.38. For sites with different equipment or visit durations, model the actual scope rather than assuming every system costs the same to maintain.
Record inclusions, exclusions, frequency and payment terms in the HVAC maintenance agreement template. Use the preventive maintenance checklist to discuss visit scope. The service agreement ROI calculator addresses a different question: contribution and retention assumptions after a price has been chosen.