Review criteria
- +Recurring PM task scheduling by unit
- +Next-due highlighting so nothing lapses
- +Filter and refrigerant log columns
- +Works in Google Sheets and Excel
HVAC Maintenance Schedule in HVAC Business
The HVAC Maintenance Schedule is a copy-ready spreadsheet for hvac business that tracks units, tasks, frequency, last done, next due. It opens unchanged in both Google Sheets and Excel, needs no add-ons or macros, and takes about 10 minutes to set up.
Last updated: August 2026
Excel workbook · opens in Google Sheets · 2 tabs · no sign-up
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What’s inside “HVAC Maintenance Schedule”
Tabs: How to use · PM tasksFormat: Excel (.xlsx) · opens in Google SheetsSetup: About 10 minutesColumns: 10
Columns (grey = calculated for you)
- Customer
- Equipment
- Task
- Every (days)
- Last done
- Filter size
- Refrigerant added (lbs)
- Tech
- Next due
- Days left
- Open the PM tasks tab and replace the sample rows with your own — one row per entry. Formulas fill in automatically for new rows.
- Enter each recurring task per unit with its interval and the last service date; Next due and Days left calculate automatically.
- Sort by Days left each Monday to plan the week: amber within 14 days, red when overdue. Log refrigerant added for EPA records.
- Using Google Sheets? Upload the file to Google Drive, then open it with Google Sheets (or File → Import in an open sheet). Formulas, dropdowns and highlights carry over.
The file opens locally on your device — nothing is uploaded, and you own the copy outright.
HVAC Maintenance Schedule
About this template
It is built for people who want results without another subscription: techs tracking preventive maintenance per unit. The whole template is free to copy — there is no paid tier. Because it is a plain spreadsheet, you own your data outright and can shape every column to how you actually work.
Review evidence
What to verify before choosing HVAC Maintenance Schedule
Use the review criteria below to decide whether this template fits your workflow.
Often worth considering when
- +Techs tracking preventive maintenance per unit
- +Anyone keeping a PM history for customers
Pause before choosing when
- -Automated reminder texts
- -IoT sensor monitoring
About HVAC Business
Why people consider this option
- +Track service agreements, installs, and maintenance without paid field software
- +Never miss a maintenance visit you already sold
- +Quote installs with honest equipment-and-labor margin
What to review before acting
- -No dispatch, GPS, or on-site payment built in
- -Busy shops eventually need field-service software
Trust FAQ
Questions people ask before copying a template
Does the HVAC Maintenance Schedule work in both Google Sheets and Excel?
Yes. It is built with standard functions and no macros, so it opens and works the same in Google Sheets or Microsoft Excel — on desktop or your phone.
Is the HVAC Maintenance Schedule really free?
The core template is free to copy and use. There is no paid tier — download the Excel workbook, replace the sample rows with your own, and you are ready to work.
What does the HVAC Maintenance Schedule track?
It tracks units, tasks, frequency, last done, next due. The workbook comes with these columns plus the formulas, dropdowns and highlights already set up. Replace the sample rows and the totals update as you go.