Automated HVAC Maintenance Plan Renewals
Every morning, WebRun opens ServiceTitan, finds maintenance agreements expiring in the next 30 days, drafts a personalized renewal email for each customer in Gmail, and posts your team a Slack list of who needs follow-up.
How do I automatically renew HVAC maintenance plan agreements?
WebRun opens ServiceTitan every morning, finds maintenance agreements expiring within 30 days, and drafts a personalized renewal email for each customer in Gmail. It then posts your team a Slack list of who to follow up with, so no agreement lapses without a timely renewal offer.
- No maintenance agreement expires without a renewal offer in the queue
- Renewal emails are personalized with each customer's plan and expiry date
- Your team gets a daily Slack list of agreements needing attention
Built for HVAC contractors · heating and cooling companies · field service businesses · HVAC service managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
go.servicetitan.comin a real browser with your saved login - no setup, no API keys. -
1
ServiceTitan - find expiring agreements
servicetitan.com
WebRun opens ServiceTitan to find expiring agreements. - Open ServiceTitan and navigate to the Memberships or Service Agreements section
- Filter for agreements with an expiration date in the next 30 days
- Capture the customer name, address, plan type, expiry date, and contact email for each
Done when Every agreement expiring within 30 days is listed with customer details.
-
2
Gmail - draft renewal emails
gmail.com
WebRun opens Gmail to draft renewal emails. - Draft a personalized renewal email for each expiring customer, naming their plan and expiry date
- Include a call to action to renew and your contact number
- Save every email as a draft, do not send. Leave all drafts for your team to review and approve
Done when A draft renewal email exists in Gmail for every expiring agreement.
-
3
Slack - post follow-up list
slack.com
WebRun opens Slack to post follow-up list. - Post a summary list of expiring agreements to your team Slack channel
- Include each customer name, plan type, and days until expiry
- Flag any agreements already past their expiry date at the top of the list
Done when Your team has today's renewal follow-up list in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send renewal emails without my approval?
No. WebRun drafts every renewal email in Gmail and stops there. Nothing is sent until a team member reviews and clicks Send.
How far in advance does it flag expiring agreements?
It flags agreements expiring within the next 30 days by default. You can adjust that window to 14 or 60 days to match your sales cycle.
What if a customer already renewed?
It reads the live agreement status in ServiceTitan each morning, so customers who have already renewed are skipped automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.