Prepare a sold commercial HVAC maintenance agreement for onboarding

Start with the accepted agreement version

This workflow begins after a commercial buyer has accepted an agreement. It does not decide which equipment should be covered or negotiate the renewal. Assemble the approved agreement, final scope, equipment/location schedule, billing instructions and the internal record selected for onboarding. Record a version or file identifier so sales and operations review the same basis.

ServiceTitan lists Accepted and Activated as different agreement statuses. Avoid treating a sales note saying signed as proof that operational setup is complete. Ask AI to extract an onboarding checklist from the approved documents, with source references and explicit gaps. Do not let it invent visits, covered assets, exclusions, start dates or billing terms to make the table look finished.

Assign readiness checks to the right owners

Create separate rows for customer and covered locations, equipment schedule, visit plan, access arrangements, billing setup and account ownership. Each row needs approved evidence, open question, responsible person and readiness state. Sales verifies the agreed commercial scope; operations verifies setup and resource questions; the billing owner verifies the supplied invoicing route.

For a fictional two-location agreement, the signed schedule may list both properties while the setup sheet contains only one. Keep the second location blocked for reconciliation. If a billing instruction references a purchase order that has not arrived, record the missing item and owner. The assistant should not remove that location or invent a purchase-order number to complete the handoff.

Make activation a deliberate authorized step

Review unresolved differences before anyone activates the operational record. Separate a missing document from a true change request: the latter returns to the appropriate scope and approval process. Save the checked onboarding packet and a named release decision. A checklist is evidence of review, not the customer’s authorization to change agreed terms.

ServiceTitan’s management documentation describes permission-controlled status changes and warns that cancellation takes effect immediately and cannot be undone. Do not use cancellation as an AI-generated cleanup shortcut. Confirm current account procedures for activation and later edits with the administrator. After authorized setup, compare the record with the approved packet and ensure the account owner knows which questions remain open before the first planned visit.

Review checklist

• Match the final accepted agreement and scope version.
• Reconcile every covered location and equipment schedule.
• Assign visit, access and billing gaps to named owners.
• Keep status changes outside the AI drafting task.
• Retain the reviewed packet and release decision.

Source context and limits

ServiceTitan’s official guidance distinguishes agreement statuses and describes management actions and permissions. This readiness review is our editorial workflow, not a claim that AI activates agreements or that a signed agreement automatically creates all operational records.