Requirements checklist
What to ask for when choosing software for air conditioner service companies.
A checklist built from how air conditioner service companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Site and unit register
- Installation survey and quotation
- Service and breakdown calls
- Seasonal plan schedule
- Gas and spares log
- Visit report and readings
- Plan renewals and reminders
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For dispatchers
- For technicians
- For surveyors and estimators
- For the store keeper
Reports to ask for
Ask to see each one with your own sample data.
- Visits planned, done and missed, by crew and week
- Breakdown calls by status, building and unit age
- Refrigerant drawn per unit, with units that need repeated top-ups
- Installation quotations won, lost and revised
- Service plans ending in the next sixty days
- Spares and pipe length issued by crew and site
- Dues by building manager, oldest bill first
Systems it may need to connect to
Note which ones you already run.
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- Can one site hold dozens of units?
- How are seasonal visits spread across crews?
- Does it record refrigerant used on each unit?
- Can quotations show extra pipe or wall work?
- What if a crew works in a basement plant room without signal?
- Can we sell plans per unit or per building?
- Can the warranty on a compressor be tracked?
- Is there a customer view?
- How is cost worked out?
- Can our data be exported?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Unit details are not written down
- Seasonal visits cluster and collide
- Gas top-ups have no trail
- Installation extras surprise the customer
- Plan renewals lapse quietly
Prefer to talk it through? See the air conditioner service companies page.