Aerobic maintenance contract tracking and renewal reminders
Maintenance contracts are the steady part of an aerobic septic business, and the easiest to lose by accident. We set up one place that shows every contract, its visits and its renewal date, and a reminder routine that runs without someone remembering.
This is a setup we offer. We will check what your Housecall Pro plan includes before we build anything.
Why yearly customers drift away
In many areas an aerobic system has to be under a maintenance agreement, which makes the contract both a revenue line for you and an obligation for your customer. Rules vary by state and county.
The trouble is bookkeeping, not selling. A contract ends, no one is assigned to call, the customer assumes you will reach out, and a competitor's postcard arrives first. Without a list of what expires next month, renewals depend on memory.
What we set up
One record per contract
Customer, system type and location, start and end dates, visits included and price, kept where the office already works.
Recurring visits scheduled
The visits on each contract created in advance, using Housecall Pro's recurring jobs or service plans where your plan includes them.
A renewal reminder routine
Reminders by email or text ahead of the end date, for example in the months before, that stop when the customer renews. Wording and timing are agreed with you first.
A lapsed and expiring list
A saved view the office checks weekly: contracts ending soon, contracts already lapsed and customers with no visit in a year.
A person for the exceptions
Replies, price questions and unhappy customers go to a named person, not into an automated loop.
What to track
- Contracts ending in the next 30, 60 and 90 days
- Renewed compared with lapsed, by month
- Visits due compared with visits completed
- Customers with no visit in the last 12 months
- Contracts with a missing system type, address or end date
- Gather what existsWe pull contracts from wherever they live today: spreadsheets, paper, Housecall Pro tags or notes.
- Clean and structureWe agree the fields, fix gaps and load them so each contract has a start, an end and a visit plan.
- Set up visits and remindersWe configure recurring jobs and the reminder routine and test them on a small group first.
- Hand off the weekly checkWe train the office on the weekly view and review renewals with you after a couple of cycles.
Questions about this playbook
Can Housecall Pro do this natively?
It has recurring jobs and, on some plans, service plans. We check what your plan includes and fill any gaps with a light automation.
Do reminders go out automatically?
They can, once you approve the wording and timing. Customers can always reply to a person, and anything unusual comes to your office.
Is a maintenance contract legally required?
That depends on your state and county, and we do not give legal advice. Your regulator can tell you what applies where you work.
What about customers already lapsed?
We build a win-back list from them and agree the message with you. It is a one-time clean-up before the routine takes over.
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Want this for your septic company?
Start with a free business evaluation. We look at your website, Google profile, ads and Housecall Pro setup and send a short list of what we would fix first.