Key rules (membership + estimating)
- Membership should always be recommended when maintenance is needed from diagnostics, warranty, or install.
- The first estimate must include a membership offer line item (even if customer declines).
- Each problem discovered must receive its own estimate (Solve Now).
- If second or greater visit and no maintenance plan, add membership for maintenance (Prevent Future).
- If no maintenance plan, show rising cost over time (TCO drift).
Core TCO math (office reference)
Annual Operating Expense (OpEx) = Annual Energy Cost + Annual Maintenance Cost + Risk-Adjusted Repairs
Risk-Adjusted Repairs = Expected Repairs × (1 + Risk Factor)
10-year TCO (cash) = Net Install + 10 × OpEx
All-in Monthly (financed) = Monthly Payment + (Annual Energy + Annual Maintenance + Risk-Adjusted Repairs) / 12
Missed Maintenance Impact = (Energy Drift % × Annual Energy) + (Repair Risk Drift % × Expected Repairs)
Membership Offer Worksheet
Required: include membership on first estimate when maintenance need is identified (install, diagnostics, warranty).
| Membership Plan Name | — |
| Price (monthly) | — |
| Price (annual) | — |
| Included Visits (per year) | — |
| Discounts (repairs/diagnostics) | — |
| Notes | — |
| Customer response | [x] Accepted [ ] Declined [ ] Think about it | Date: — |
| Reason if declined | — |
Estimate Template — Comfort Combos (Solve Now + Prevent Future)
Structure options like a combo: fix the problem now, then prevent future problems. Use Good/Better/Best.
| Option | Solve Now (Problem + scope) | Prevent Future (maintenance/monitoring) | Price ($) | Notes / value |
|---|---|---|---|---|
| Problem discovered: | — | — | — | — |
TCO Update Worksheet (with vs without maintenance)
Use after each visit or missed maintenance to quantify rising cost: energy drift + repair risk drift.
| System ID | — |
| Current Membership (Y/N) | — |
| Last Maintenance Date | — |
| Next Planned Maintenance Date | — |
| Annual HVAC Energy Cost ($/yr) | — |
| Annual Maintenance Cost ($/yr) | — |
| Expected Repairs (risk-adjusted) ($/yr) | — |
| Emergency Premium Add-on ($/yr) | — |
| Annual OpEx delta (Without − With) ($/yr) | — |
| 10-year TCO delta (Without − With) ($) | — |