Repair approvals, replacements and maintenance plans, signed
HVAC paperwork comes in three speeds. A repair approval has to happen in the next five minutes, a system replacement can take a week of thinking, and maintenance plans renew every year. SignMaster handles all three from the phone your techs already carry.
Updated October 13, 2026 · 3 min read
On this page
What HVAC companies get signed
| Document | When | Best way to sign |
|---|---|---|
| Repair authorization | Before the tech starts work | In person, on the tech's phone |
| Repair estimate or option sheet | After the diagnosis | In person, or by link if the owner isn't home |
| System replacement contract | After the sales visit | In person, or by link once the family has talked it over |
| Maintenance agreement | At sign-up, then every year | Public link to sign up, bulk send to renew |
| Commercial service contract | Yearly, with the property manager | By link, in signing order |
| Completion sign-off | When the new system is running | In person, before the crew leaves |
On the service call
The tech diagnoses the problem, builds the repair estimate from a template and chooses Sign in person. The homeowner signs on the tech's phone or iPad, guided field by field. In the iPhone and iPad app, only the tech's Face ID or passcode leaves signing mode, so the customer can't wander into your other jobs.
Give options in one document: a checkbox for each option, like the repair, a maintenance plan or a new thermostat, and a calculated field that adds up whatever the customer ticks. They choose, initial and sign. Everyone gets the signed PDF by email when the last signature is in.
Owner not home?
Renters and property managers call for service too. Send the repair approval to the owner by link from the driveway. They sign on any phone or computer without an account, and the tech gets back to work.
On the replacement sale
A new system is a big decision, and plenty of homeowners won't sign on the first visit. Send the proposal and contract together in one envelope, SignMaster's word for one send: one or more documents going to one or more signers. Add both homeowners in the order you want, set a sign-by date, and let automatic reminders follow up so your comfort advisor doesn't have to.
If they'd rather sign at the table, do it in person. In-person and link signers can be mixed in the same envelope, so one spouse can sign now and the other from work.
Maintenance plans that renew themselves
Maintenance agreements are where SignMaster saves an HVAC office the most time.
- Sign-ups: turn your maintenance agreement into a public signing link. Put it on your website, in your invoice emails, or print the QR code on a leave-behind. Each person who signs gets their own envelope.
- Renewals: bulk send the renewal from one CSV file of plan members. Columns fill each customer's name, email, address and plan price, and each row becomes its own envelope.
- Records: export the filled-in answers, like equipment type or preferred visit season, to a spreadsheet when the renewals are in.
Bulk send is on every paid plan, and paid plans have no envelope limit, so renewing a long member list costs nothing extra.
Pricing for a service company
Crew is $49 a month for 5 people: techs, comfort advisors and the office. Each extra person is $8 a month, and Company covers 15 people for $99 a month. A one-truck shop can run on Solo at $15 a month with unlimited envelopes, or try Free with 3 envelopes a month. New workspaces get 14 days of Crew free, no card. See every plan.
Where SignMaster fits, and where it doesn't
SignMaster is the signing piece, not your field service software. It doesn't dispatch techs, price repairs, take payments, file manufacturer warranty registrations or handle financing applications. It sends signing requests by email, not text, though you can copy a signer's link and text it yourself.
Already have dispatch software that makes PDFs? Upload them, or let Alana place the signature fields. If your software can call an API, Crew includes API access for embedded signing.
Spanish-speaking customers get the signing page, emails and consent in Spanish, among 6 signer languages.
Questions? Answers.
Can a tech get a repair approved before starting work?
Yes. The tech starts in-person signing from the estimate, hands over the phone, and the homeowner signs right there. The signed copy is emailed to everyone once the envelope is complete.
How do maintenance agreement renewals work?
Upload a CSV of your plan members and send the renewal template to all of them at once. Each customer gets their own envelope with their details filled in, and reminders follow up automatically.
Can customers sign up for a maintenance plan online?
Yes. A public signing link turns your agreement into a sign-up page you can post on your website or share as a QR code. Responses count toward your plan's envelopes.
Does SignMaster replace my field service software?
No. It gets your documents signed. Keep dispatch, pricing and invoicing where they are, and use SignMaster for the approvals, contracts and agreements.