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Easy Free 20 minutes

How to Set Up Automated Maintenance Reminders

Generate recurring revenue by reminding customers when it's time for service.

What You'll Need

Steps

1

Identify recurring maintenance needs

What services do customers need regularly?

  • HVAC: Seasonal tune-ups (spring AC, fall heating)
  • Plumbing: Annual water heater flush
  • Landscaping: Seasonal services (aeration, fertilization)
  • Painting: Exterior touch-up every 5-7 years
  • List your recurring services and their intervals
Tip: Focus on services customers forget about but genuinely need.
2

Build your customer maintenance calendar

Track when each customer needs reminders.

  • Create a spreadsheet: Customer | Service | Last Done | Next Due
  • Add your recent customers and their last service dates
  • Calculate Next Due based on your recommended interval
  • Or use your CRM's recurring job feature
3

Set up reminder emails

Automate the outreach.

  • Option 1: Google Calendar reminders for yourself to reach out
  • Option 2: Mailchimp automation (free tier) for email campaigns
  • Option 3: Jobber/HouseCall Pro automated reminders
  • Set reminders 2-4 weeks before service is due
4

Write reminder templates

Create messages for each service type.

  • Use ChatGPT: 'Write a friendly reminder email that it's time for [service type]. Include why it matters and a call-to-action to book.'
  • Keep it short — 3-4 sentences
  • Include a direct booking link or phone number
  • Make scheduling easy: 'Reply to this email' or 'Call/text [number]'
Tip: Example: 'Hi [Name]! It's been 6 months since your last HVAC tune-up. Fall is coming — let's make sure your furnace is ready. Reply to schedule your service!'
5

Track and follow up

Some customers need a nudge.

  • Note who schedules and who doesn't
  • Send a follow-up to non-responders after 1 week
  • Try text if email doesn't work
  • Track your conversion rate: How many reminders turn into jobs?

You're Done!

You now have a maintenance reminder system! This creates predictable recurring revenue.

Pro Tips

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