HVAC · Price your work

HVAC Maintenance Agreement Pricing Calculator

Price an annual maintenance agreement from the service you promise, including travel and a realistic allowance for included callbacks. A monthly payment option does not change the annual cost of delivering the plan.

Free to useNo email requiredDownload your worksheet

Calculate your result

Make it your business

Start with an example, then replace the assumptions. Results update as you type.

Examples illustrate different workloads. They are not market averages or recommended prices.

Scheduled visits per year (visits)

Visits included in one agreement.

Technician hours per visit (hours)

Total technician-hours for scheduled work.

Included annual parts and consumables ($/year)

Your expected cost of parts promised under this agreement.

Expected included callbacks per year (callbacks)

Expected frequency can be fractional, such as one callback per five agreements.

Target operating margin (%)

Profit as a share of selling price, after all costs entered. A 25% margin is not a 25% markup.

Cost & schedule assumptions 5 inputs

These example values affect your result. Review each before relying on the worksheet.

Total paid technician travel per visit (minutes)

Sum paid travel minutes across all technicians attending one visit. Service time above is also total technician-hours.

Hourly wage or owner labor allowance ($/hour)

Include a fair cost for your own labor even when you work alone.

Additional payroll burden (%)

Your employer taxes, workers' comp, benefits and paid-time allowance as a percentage of wages. Avoid double counting separate cost fields.

Average cost per included callback ($)

Full incremental cost for each callback.

Annual overhead per agreement ($/year)

Administration, insurance and other allocated costs.

Export to keep your work. Refreshing or leaving this page clears your inputs and saved comparison.

YOUR WORKSHEET

Annual agreement price

$272.00

Monthly equivalent

$22.67

Annual cost per agreement

$204.00

Annual profit per agreement

$68.00

See the cost breakdown

Loaded visits + travel: 105
Included parts: 40
Expected callbacks: 24
Overhead: 35
Profit: 68

Rows use the dollars or hours named in each label.

What if the assumption changes?

Change only expected included callbacks per year by ±20%. Bounds apply. Everything else stays fixed; this is a scenario, not a forecast.

Annual agreement price
Expected included callbacks per year	Result
0.16 callbacks -20%	$265.60
0.2 callbacks Current	$272.00
0.24 callbacks +20%	$278.40

Expected callbacks can be fractional. Included work and parts must match the written agreement; this is not a service contract template.

Prepare a customer service estimate

Includes your scope and calculated service price. Your costs, margin and internal comparisons are excluded.

Scope and schedule to include

Review the draft before sharing. Taxes and terms need your review.

Add a scope to enable your estimate download.

When your business changes

Review the actual service and installation activities, responsibilities and customer requirements alongside your coverage.

Explore the insurance next step

Illustrative planning, not an insurance quote. Inputs and results are excluded from tool analytics.

Understand the result

The method,
made clear.

Annual cost = scheduled visits × (total service technician-hours + total paid travel minutes ÷ 60) × loaded wage + included parts + expected callbacks × callback cost + overhead. Agreement price = annual cost ÷ (1 − margin).

Make sure the cost model matches the written benefits. Unlimited or vaguely defined included service cannot be priced responsibly from scheduled visits alone.

How to use this tool

01
Replace the example inputs with your actual costs and work estimates.
02
Compare the result with a real completed job or your current operating budget.
03
Adjust the assumptions, download your worksheet, and review the relevant insurance questions before your business changes.

Worked example

Using the illustrative inputs below produces annual agreement price: $272.00. These are example business assumptions, not market benchmarks.

Scheduled visits per year: 2 visits
Technician hours per visit: 1.25 hours
Total paid technician travel per visit: 30 minutes
Hourly wage or owner labor allowance: 25 $/hour
Additional payroll burden: 20 %
Included annual parts and consumables: 40 $/year
Expected included callbacks per year: 0.2 callbacks
Average cost per included callback: 120 $
Annual overhead per agreement: 35 $/year
Target operating margin: 25 %

Monthly equivalent: $22.67

Annual cost per agreement: $204.00

Annual profit per agreement: $68.00

Before you rely on the numbers

Assumptions
and limitations.

Every prefilled number is an illustrative example, not a market average, recommended price, tax rate, or insurance quote.
Results use only the costs and time you enter. Include owner compensation, insurance and overhead where applicable without counting a cost twice.
Calculations exclude sales tax and financing unless you include them in your inputs. Round your final customer price deliberately.

From planning to protection

Your next
insurance question.

Review the actual service and installation activities, responsibilities and customer requirements alongside your coverage.

Explore hvac insurance

Worksheet inputs are not submitted to a carrier or added to an insurance application. Confirm the facts in the quote form before you submit.

Questions owners ask

A few useful answers.

Why can callbacks be a decimal?

It represents expected frequency across a book of agreements. A 0.2 assumption means one included callback per five agreements on average, not a promise for any one customer.

Is monthly equivalent a financing quote?

No. It is annual price divided by twelve. Payment fees, financing and cancellation terms are excluded unless entered in costs.

Can I use it for commercial systems?

Only after replacing scope, service time and costs with the actual commercial agreement. It does not size equipment or assess technical requirements.

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Sources and methodology

Prepared by Kinro. Methodology and linked references checked 2026-10-29. Calculation formulas are Kinro planning models. Sources support the concepts stated below; they do not endorse our example values or results.

IRS: Employment taxes (opens in a new tab)
Employer costs extend beyond wages. Enter the payroll burden that applies to your business; the tool does not calculate tax liability.
NAIC: Small business insurance (opens in a new tab)
Different exposures call for different coverage discussions. Eligibility, requirements, exclusions, and policy terms need individual review.

Educational planning only. Confirm coverage, requirements and policy suitability with a licensed insurance professional. No coverage is quoted, bound or changed by using a worksheet.