Auto-Renewal Clause
A contract provision that automatically extends a software or service agreement for an additional term — often 12 months — unless the customer provides written cancellation notice within a specified window, typically 30–90 days before the renewal date.
ServiceTitan's contract has an auto-renewal clause that catches operators every year. Miss the cancellation window — often 60–90 days out — and you're locked into another 12-month term before you've even opened the invoice. That window is buried in section 8 or 9 of a multi-page MSA, not in the sales deck your comfort advisor rep walked you through at the kitchen table.
The real cost isn't the renewal itself. It's that the clause resets your early termination fee clock. Operators who decide mid-year that the software isn't working — maybe callbacks are up, the dispatch board is a mess, average ticket reporting is wrong — find out they owe $39,000–$46,000 to leave early, all because they missed a 60-day notice window on a date they never calendared.
The mechanics are straightforward: auto-renewal clauses specify a notice period, a notice method (usually written, often certified mail or a specific in-app form), and a new term length. Some vendors — ServiceTitan included — require the notice go to a specific legal address, not your account rep. Emailing your rep doesn't count. That detail alone has trapped more than a few 10-tech shops for an extra year.
Before signing any field-service software contract, pull the MSA and search for "renew," "term," and "notice." Mark the cancellation deadline on your calendar the day you sign. Better yet, look at vendors who publish their terms plainly and don't require a lawyer to exit — or who run month-to-month with no auto-renewal trap at all.
Frequently asked
How much notice do I need to give to avoid an auto-renewal under a typical HVAC software contract?
Most contracts — including ServiceTitan's — require 60–90 days written notice before the renewal date. Some require certified mail to a specific legal address. Your account rep's email inbox does not count. Pull the exact language from your MSA, find the renewal date, and calendar the notice deadline the day you sign.
Can an auto-renewal clause increase my monthly rate when it kicks in?
Yes. Many MSAs allow the vendor to apply a price escalator — often 5–10% — at each renewal term. The auto-renewal clause and the pricing escalator are usually in separate sections, so operators miss the combination. Check both when you read the contract.
Is there field-service software that doesn't use auto-renewal contracts?
Yes. Some vendors, including Run a Call, operate on a no-contract, month-to-month model — one flat monthly price per shop, no auto-renewal trap, no early termination fee. See [pricing](/pricing) for the current rate. If a vendor won't tell you their exit terms before you sign, that's your answer.