Custom software · HVAC companies

Build an HVAC system around your installations, your AMCs and your service calls.

The installation is one payment. The AMC is years of them, plus gas top-ups, a PCB in the fourth summer and a compressor in the seventh.

That second half is where the records fall apart. A customer complains of poor cooling and nobody can say whether gas went in last month or last year, so the technician charges it again. In May, when every technician is on a breakdown call, the quarterly visits slip by a month and nobody tells the customer.

Two halves, one system, is how we approach this at GullySystem. Projects on one side, with the heat load, the material and the running bill. Every installed unit on the other, with its visits, its readings and its contract.

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Who this is for

HVAC businesses we can build for.

Splits in an office, or a chiller plant that has to be commissioned and then kept alive for ten years. The equipment on your contracts decides the rest.

HVAC contractors
Air conditioning installation companies
VRF and ducted system specialists
Chiller plant contractors
Central air conditioning contractors
Ventilation and exhaust system firms
Cold room and refrigeration contractors
Clean room contractors
MEP contractors with an HVAC division
Air conditioning dealers who also service
AMC and service-only companies
Duct fabrication units
Industrial cooling and process cooling firms
Building management system integrators
Energy audit and retrofit firms
Equipment distributors with a service arm
Firms serving hospitals, hotels and data centres
HVAC companies working across several cities

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Enquiries and site surveys

A quotation rests on the survey behind it, and that survey is usually in a notebook.

Enquiry source and customer
Site type and location
Survey date and engineer
Area and occupancy details
Existing equipment
Power availability
Site photographs
Heat load working attached
Tonnage proposed
System type proposed
Survey notes

Quotations

Equipment by make, model and tonnage
Indoor and outdoor unit counts
Copper piping by size and length
Insulation
Ducting and grilles
Drain piping
Electrical and control work
Installation labour
Commissioning and gas charging
Exclusions and customer scope
Warranty terms from the brand
Revised versions of the quotation

Distributor prices move. A quotation can carry the rate it was built on, so a three-month-old offer is not honoured at a cost that no longer exists.

Projects

An installation runs alongside somebody else’s civil and interior work, and waits on both.

Project and customer
Work order value
Scope and equipment list
Site engineer
Planned start and completion
Stages and their dates
Site readiness
Delays and the reason
Material issued
Labour deployed
Progress photographs
Handover status

Installation stages

Material delivery
Piping and ducting
Unit mounting
Electrical connection
Pressure test
Vacuuming
Gas charging
Trial run
Commissioning
Handover

Each stage can carry a photograph and a signature, which is what settles a later argument about who left the drain unsloped.

Material and stores

Equipment received against purchase order
Serial numbers recorded on receipt
Copper, insulation and ducting stock
Issue to project
Material at site
Return of unused material
Wastage of copper and insulation
Consumption against estimate
Van stock with each technician

Purchase and distributors

Brand terms move with the season.

Distributor and brand
Price list and scheme
Purchase order
Delivery and challan
Invoice
Payment terms
Warranty registration details
Pending deliveries
Rate comparison across distributors

The installed unit register

The asset list that decides whether your service business is worth anything.

Customer and site
Building, floor and room
Indoor and outdoor unit
Brand, model and tonnage
Serial numbers
Refrigerant type
Installation date
Commissioning readings
Warranty end date
Contract covering it
Service history
Breakdown history
Photograph of the nameplate

A unit with no serial number in the record is a unit somebody will service for free one day.

Contracts

Service agreements differ in what they include, and that difference is the whole commercial question.

Contract number and customer
Sites and units covered
Visits included per year
Whether spares are included
Whether gas is included
Labour-only terms
Response time agreed in the contract
Contract value and billing schedule
Start and end dates
Renewal reminder
Contracts ending this quarter
Contracts already expired

A contract that ended in March and is still being serviced is a real cost, so expiry is flagged before the next visit is scheduled, not after.

Preventive visit scheduling

Visits due this month by contract
Visit frequency per unit
Technician assigned
Date proposed to the customer
Visit confirmed
Visit completed
Visit missed and rescheduled
Visits due against visits done
Customers owed visits at contract end

Preventive visits slide in summer because breakdown calls take everyone. The system cannot add technicians, but it can make the slippage visible in the first week rather than the third month.

The preventive visit checklist

The same checks on every unit, so a report means something.

Filter cleaning
Indoor and outdoor coil condition
Coil wash
Gas pressure reading
Suction and discharge readings
Compressor current reading
Voltage
Drain line clearing
Blower and fan condition
Thermostat and remote check
Noise and vibration
Photographs before and after

Breakdown calls

Call received
Complaint logged
Unit identified
Priority set
Technician assigned
Attended
Diagnosis
Parts or gas used
Closed with customer sign-off

Call source, whether landline, WhatsApp or portal
Complaint in the customer’s words
Under contract or chargeable
Repeat complaint on the same unit
Time to attend
Time to close
Pending calls by technician

The technician’s phone

In a plant room, on a terrace, in May, with grease on his hands.

Calls assigned today
Site address and contact
Unit history before he starts
Checklist to fill
Readings entered
Refrigerant used and quantity
Spares used from van stock
Photographs
Additional work noticed
Customer signature
Offline entry that syncs later

Refrigerant records

Gas is the item most often used and least often billed.

Refrigerant type per unit
Cylinder received and its number
Cylinder issued to a technician
Quantity charged into a unit
Balance in the cylinder
Empty cylinders returned
Top-ups against the same unit
Units taking gas repeatedly
Gas charged but not billed

Gas going into the same unit three times in a year means a leak, not a service problem. The record makes that obvious before the customer works it out first.

Spares

A van is a shop. Stock in it still belongs to you.

Spare parts catalogue
Compressors, PCBs, capacitors, contactors, fan motors
Stock at the store
Van stock by technician
Issue against a call
Part fitted to a specific unit
Warranty replacement against paid replacement
Old part returned
Reorder level
Fast-moving parts by season

Billing for service

Work covered by contract
Work outside contract scope
Gas charges
Spare charges
Labour and visit charges
Job card converted to invoice
Approval before billing
Payment status
Jobs closed without a bill
Revenue by service against projects

The most common leak in this trade is a job card that never becomes an invoice. That list is worth putting on a screen somebody looks at weekly.

Project billing

Advance against the work order
Stage-wise billing
Measurement of piping and ducting
Extra items approved by the customer
Running bills for larger projects
Retention held
Tax deducted at source
Final bill at handover
Retention due for release
Outstanding by customer

Warranty claims

Unit and serial number
Purchase and installation date
Warranty validity
Fault and diagnosis
Claim raised with the distributor
Replacement part received
Old part returned
Claim settled or rejected
Claims pending beyond a month

The claim itself goes through the brand or its distributor, on their process and their timelines. The system keeps the trail and chases the follow-up.

Customer portal

Units at their sites
Contract details and validity
Visits done and visits due
Service reports with readings
Log a complaint
Complaint status
Invoices and payments
Renewal quotation
Download the history for an audit

Facility managers at hospitals, hotels and offices ask for this more than anyone, because they are asked for it in turn.

Technicians and teams

Technician records and skills
Brands and systems they can handle
Area assigned
Calls attended
First-visit closures
Repeat visits on the same complaint
Attendance and leave
Van and tool kit issued
Training records

Annual plant records

For contractors maintaining chiller plants, cold rooms and large ventilation systems.

Plant and equipment list
Operating readings by shift
Log sheet entries
Water treatment records
Filter and belt changes
Compressor hours
Shutdown and overhaul record
Spares consumed per plant
Energy meter readings

Renewal and repeat business

Contracts due for renewal
Renewal quotation sent
Follow-up calls
Renewed or lost
Reason for loss
Out-of-warranty units without a contract
Customers with units and no contract
Old customers not serviced this year
Upgrade and replacement opportunities

The list of units out of warranty and not under contract is usually the most valuable list an HVAC company never had.

What the owner opens each morning

Calls open and unassigned
Calls pending beyond a day
Preventive visits due this week
Visits overdue
Projects behind schedule
Material waiting at site
Job cards not yet billed
Contracts expiring
Gas and spares consumed this month
Outstanding payments

Roles and access

Owner
Service manager
Project manager
Site engineer
Technician
Call desk
Stores
Purchase
Accounts
Customer facility manager

Integrations

Accounting software
WhatsApp and SMS
Payment links for service bills
Attendance systems
Map and route information
Building management systems

Reading data from a building management system or a controller depends on its protocol and on what the manufacturer allows. It is checked panel by panel before it is promised, and it rarely belongs in the first phase.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry
Site survey
Heat load and proposal
Quotation
Work order
Installation
Commissioning
Handover
Warranty period
Contract signed
Preventive visits
Breakdown calls
Renewal

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Units and service calls
The installed unit register, breakdown calls, technician assignment and the job card filled in on a phone. This half pays first.
2
Contracts and visits
Service agreements, what each one covers, preventive scheduling, checklists and renewal reminders.
3
Projects and material
Surveys, quotations, installation stages, material issue, project billing and retention.
4
Portals and reporting
The customer portal facility managers keep asking for, gas and spares analysis, dashboards and integrations.

How we work

How a build actually runs.

01
Understand
We follow one breakdown call from the landline to the technician, which is usually a short walk.
02
Map
Sites, units, contracts, technicians, stores and every point where gas or a spare changes hands.
03
Design
Screens for a technician standing on a terrace in May, because that is where the data is entered.
04
Build
The service half first in most cases, because that is the half that decides renewals.
05
Test
Your own technicians take a week of live calls on it before anything is switched over.
06
Deploy
The AMC list and installed units are loaded, serial numbers and all, and technicians are trained on the phone screens.
07
Improve
Projects, portals and plant logs as the company asks for them.

What we can build

Systems we can put together for you.

HVAC service management software
Installed asset registers
AMC and contract management systems
Preventive maintenance schedulers
Breakdown call and ticketing systems
Technician mobile applications
Refrigerant and cylinder tracking
Spare parts and van stock systems
HVAC project management software
Quotation and heat load record tools
Service billing systems
Customer and facility manager portals
Management dashboards
Multi-branch HVAC platforms

Common questions

Questions owners ask before starting.

What is custom HVAC management software?

The units you maintain, the contracts against them and your own service practice set the design, not a general field service package. The difference shows in refrigerant records and in what each AMC covers.

Can it keep a record of every unit we have installed?

Yes, by site, room, brand, model, tonnage and serial number, with the commissioning readings and every visit since. That register is the backbone of the whole system.

Can it schedule AMC visits automatically?

Yes. Visits due are generated from each contract, assigned to technicians and tracked against what the contract promised for the year.

Can technicians fill the service report on a phone?

Yes, with readings, refrigerant used, spares fitted, photographs and a customer signature. It works offline in a plant room and syncs when signal returns.

Can we track gas usage properly?

Yes, from cylinder receipt to the quantity charged into a specific unit. Units taking gas repeatedly are listed, which is how a leak gets found.

Can it tell us when contracts are about to end?

Yes, by quarter and by month, with renewal quotations and follow-up tracked. It also lists sites still being serviced after a contract ended.

Can customers see their own service history?

Yes, through a portal. Facility managers at hotels, hospitals and offices usually want visit records and readings they can show in their own audits.

Can we run projects and service in one system?

Yes, and they should share the unit register. A unit installed by your project team becomes a serviceable asset the day it is commissioned.

Can it connect to a building management system?

Sometimes. It depends on the panel, its protocol and what the manufacturer allows, so we check each installation rather than assume.

Will it stop us losing money on gas and spares?

It will show you where it goes. Turning a job card into an invoice is still a decision somebody in your office has to take.

Can we start with the AMC side only?

Yes, and most firms should. Units, contracts, visits and calls are enough to begin with, and project modules can follow.

How do we work out what to build?

A free technology audit borrows your AMC list, follows a few calls and tells you which part of the operation is losing the most.

Your trade

How we work with this trade.

HVAC contractors

Build an HVAC system that remembers every unit.

The machine on the terrace does not care which contract it is on. Your technician, your invoice and your renewal all do.

Send us your AMC list and a week of service calls. Until every unit on a terrace carries a number in your records, no contract or renewal can be trusted. Everything else can wait for the cooler months.

Tell us how you work

Tell us how your hvac companies runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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