Maintenance revenue doesn't churn loudly. It just stops renewing.
PM Vault tracks every maintenance agreement across every location — renewal date, visit schedule, compliance requirement — and closes the gap before the customer notices you missed it. Recurring revenue that actually recurs.
HVAC owners with real maintenance agreement volume — where a missed visit costs more than the visit.
A maintenance agreement is a promise scheduled a year in advance and executed by whoever has a truck free that week. When a visit gets missed, nobody flags it — the customer just quietly decides not to renew, and the loss doesn't show up on your books until the agreement count drops.
What usually forces the question.
- Renewal rate has been drifting down and nobody can say exactly why.
- Agreements live across a spreadsheet, a legacy platform, and dispatch's memory — and none of them fully agree.
- A commercial customer cancelled and the last completed visit was months before you thought.
- You're scaling technician count and the informal tracking that worked at 15 techs is breaking at 30.
A spreadsheet doesn't tell you when a visit didn't happen.
Multiply an informal tracking process across 15 technicians, three service tiers, and a renewal list nobody fully trusts, and the agreements you're counting as recurring revenue are softer than they look. The gap isn't visible until the agreement count drops — by then the customer has already moved on.
What PM Vault actually tracks.
Every agreement's renewal date tracked with a lead-time alert — the customer hears from you before the agreement lapses, not after.
Required visits per tier scheduled automatically and reconciled against what was actually completed in the field.
Filter documentation, refrigerant logs, and inspection records tracked per agreement — ready if a customer or regulator asks.
How it runs.
Every agreement loaded and normalized
Tier, visit cadence, equipment covered, and renewal date pulled into one system — even if they currently live across three spreadsheets and a legacy platform.
Technicians get the schedule, dispatch gets the exceptions
Missed visits and overdue compliance items surface as a short exception list — not buried in a report nobody opens.
Renewal outreach staged automatically
Customers hear from you on a schedule, with the right lead time — closing the silent-cancellation pattern that usually surfaces 60 days after the agreement actually lapsed.
What a caught renewal looks like.
Illustrative structural example, drawn from real renewal-risk patterns.
Questions owners actually ask.
Do our technicians have to learn a new system?
They get the schedule, not a new dashboard to manage. PM Vault normalizes what's already tracked and pushes the visit schedule to dispatch — technicians don't need to change how they work.
What if our agreements are spread across multiple systems already?
That's the normal starting point. PM Vault loads and reconciles agreements across spreadsheets, legacy platforms, and dispatch records into one tracked source.
How does PM Vault know a visit actually happened?
It reconciles each agreement's required visits against what your field team completed — so a visit that was scheduled but never logged surfaces on the exception list instead of passing silently as done. That's the gap a renewal list can't see on its own.
How is this priced?
A fixed monthly base by technician tier, with add-on compliance tracking available separately. Full pricing is confirmed on the discovery call against your agreement volume.