In this guide 6 sections
When the summer peak eases, review four things: missed AMC visits, gas and spares outside contract scope, warranty claims awaiting credit, and contracts ending soon. GullySystem’s HVAC and AC Service Management Software lists each of these. A lone technician with no contracts can keep the same lists in a diary.
Why close the season at all
Summer brings breakdown calls faster than an office can file them. Technicians fix, move on, and write job sheets later, if at all. Quarterly visits slip, and gas used never reaches the right unit.
A season-end close catches those loose ends while memories are fresh. It takes office time. It also sets up the cooler months, when technicians have time for preventive visits and the office can give renewals the attention they missed at the peak.
Preventive visits that slipped during the rush
List every AMC visit that fell due in the peak months and was not done. Sort it by customer and by how late each visit is. Put comprehensive contracts first, since those customers paid for parts as well.
Book the missed visits by area, so routes stay short. Tell each customer the new date before they ask. A missed visit owned up to early is easier than one the customer finds.
- Visits due and not done, by contract
- Days late for each one
- Area and technician for the catch-up route
- Customer told, with the new date
Gas and spares used outside the contract
Go through every gas top-up, capacitor, PCB and fan motor issued during the season. Check which went to units under a labour-only AMC or no contract at all. Those are chargeable, and many were never invoiced.
Put the date of each gas top-up on the unit’s record. The next poor-cooling complaint then starts with the last top-up date in hand. Count van stock against the store at the same time.
- Gas cylinders issued against units
- Spares used under labour-only contracts
- Items used with no job sheet
- Van stock counted against store records
Warranty claims still waiting on the brand
Parts replaced on units in warranty should become claims with the brand. In summer, claims are raised late or not at all. List every part replaced on a warranty unit and whether a claim exists.
For claims raised, note the credit received and those still pending. Follow up the oldest first. A claim nobody chases becomes a free part.
Contracts ending before the next summer
Pull every AMC ending in the coming months, with its visit history beside it. A customer who had prompt visits is easier to renew. One whose visits slipped needs a call before the quote.
Stop free service on contracts that have already ended. Mark them, and tell the technicians. Then send renewal quotes early, while the summer is fresh in the customer’s mind.
Season-end close sheet
Four short lists on one page: missed AMC visits, chargeable gas and spares, open warranty claims and contracts ending soon. Each line names a customer, a unit and an owner. Clear the sheet before the next peak.
Open a blank worksheet to printQuestions owners ask
Can software tell a comprehensive AMC from a labour-only one?
Yes, if each contract records the units and scope it covers. Parts replaced under a labour-only contract then show up as chargeable lines.
Is there a built-in Tally link for AMC invoices?
No, not built in. Invoice and payment figures export for your accountant. A live Tally link is costed separately once set-up starts.
When is the right time to run the close?
Your own call log is the guide. Pick the first fortnight when breakdown calls fall back to a level the office can handle.
Does a small repair shop need software for this?
Probably not. With no contracts and a few calls a day, a diary and UPI will do. The four lists still work on paper.