No maintenance plan
One-off repair customers have no reason to hear from you again until something breaks, and then they search and may find a competitor.
Free tool / HVAC
HVAC customers due for a tune-up.
Find them in your job history.
Most HVAC companies already have a list of people who paid them once and haven't been back in over a year. Drop your job or customer export to see who is past their yearly tune-up, what they've spent with you, and who to call first before the season changes.
Open the finderWorked example
209 of 420 customers
overdue.
A synthetic HVAC list of 420 customers and 1,263 tune-ups, run on November 1, 2026 with a 12-month interval. 50% are past due. If 8% of them booked one tune-up at the median value of $256, that would be about $4,280. Your list will differ, so try your own below.
| Segment | Customers | Lifetime value | Estimated reactivation |
|---|---|---|---|
| Due in the next 30 days | 17 | $14,902 | Reminder, not counted |
| Overdue up to 3 months | 36 | $24,874 | $737 |
| Overdue 3–6 months | 28 | $20,150 | $573 |
| Overdue 6–12 months | 41 | $28,212 | $840 |
| Overdue 1–2 years | 74 | $58,842 | $1,516 |
| Lapsed 2+ years | 30 | $20,749 | $614 |
| Not due yet | 194 | $152,804 | – |
| All overdue | 209 | $152,827 | 209 × 8% × $256 = $4,280 |
Synthetic data: invented names and tune-up values between $129 and $389. It shows how the finder works, not what a typical HVAC business has. Overdue customers hold $152,827 of the list's $320,533 lifetime value.
Finder
Now use your
own list.
It starts on the HVAC settings. Your file is read only in this browser.
Your list never leaves this browser. The file is read and analysed on your device. Nothing from it is uploaded, stored or sent to analytics. You can check: open your browser's developer tools, go to the Network tab, then drop a file. No request carries your data.
1. Your business and export
Step 1 of 3Matches common column names from any CRM or spreadsheet. Column names change between versions, so check the mapping in step 2.
One maintenance visit a year. ENERGY STAR recommends a pre-season check-up for cooling in spring and heating in fall, so many contractors sell a yearly plan.
Drop your customer or patient export hereCSV or XLSX · one row per customer or one row per job/visit · or tap to choose a file
The sample is synthetic: invented names, 555-01xx phone numbers and example.com emails.
Why it happens
Where HVAC customers
drift away.
Seasonal rush
Spring and fall reminders get skipped when the board is full of no-cool and no-heat calls.
Moved technicians
When the tech who knew the customer leaves, the relationship often leaves with them.
Lists that aren't worked
The CRM can show the customer list, but nobody owns calling it each month.
Getting the file
How to export
your list.
Menus change between versions, so treat these as pointers and check your software's help pages for current steps.
ServiceTitan
Run a customer or completed-jobs report that includes customer name, phone, completion date and job total, then export it to Excel or CSV. Report names vary by account, so check ServiceTitan's help centre if you can't find one.
Housecall Pro
Export your customer list, or a job list with dates and totals, as CSV from the customers or reporting area. A job-level export gives better lifetime values.
Jobber
Export clients, or a visits or invoices report with dates and totals, as CSV. One row per visit is fine; the finder merges rows for the same client.
Where the defaults come from
Sources and
estimates.
Each default either links to its source or is marked as our estimate. Change any of them in the tool. Your own prices and recall rules beat any default.
| Business | Interval | Value of a visit |
|---|---|---|
| HVAC | 12 months. ENERGY STAR, Maintaining your heating and cooling equipment | $150, used only when your file has no amounts. MoxiSync estimate. Change it to your own price. |
| Response rate | 8% of overdue people booking again. This is a deliberately low MoxiSync estimate, not a published benchmark. Vendor case studies report a wide range, and your result depends on consent, list age and follow-up speed. | |
Common questions
HVAC reactivation,
answered.
Why 12 months for HVAC?
Most maintenance is sold as a yearly visit, and ENERGY STAR recommends a pre-season check-up for cooling in spring and heating in fall. If you sell twice-yearly plans, set the interval to 6 months.
Should repair-only customers be on the list?
Yes, they are often the best prospects. A customer who paid for a repair has equipment that needs maintenance and already trusts you. Filter by service type in the CSV if you want to call them separately.
Is it legal to text these customers?
Only text customers who have agreed to get texts from you, and include an opt-out. For anyone else, call or email. Rules vary by state, so check with your own adviser.
Done for you
We'll run the campaign
We write the messages, send them to customers who agreed to hear from you, and route replies and callbacks to your team.
Book a free callKeep reading
Related.
Win back HVAC customers?
Start with the $249 audit or a free 20-minute call. We'll look at your list and the follow-up that would work it.