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GullySystem
Construction · Software for hVAC contractors

Record every installed unit by site and follow AMC visits and breakdown calls.

An HVAC contractor is paid for the installation and then for years of annual maintenance contract (AMC) visits, gas top-ups and breakdown calls, most of them in summer. The HVAC service management software keeps every installed unit by site, serial and tonnage, separates full-cover contracts from labour-only ones, and logs calls and gas used against the right machine. Contracts are flagged before they end.

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At a glance

The installation is one payment. The AMC is years of them, plus gas top-ups and a compressor that fails in its seventh summer. That second half is where records often fall apart.

The HVAC service management software already holds units, contracts, job sheets and spares, so the job is matching it to your AMC scopes and your technicians’ routes. Send us your contract list.

How the work runs today

A builder, office or hospital asks for air conditioning. Your engineer does a heat-load calculation, proposes split, cassette, ducted or VRF units, and quotes equipment from the distributor with copper piping, insulation, ducting and drain lines. Installation runs alongside civil and interior work, and commissioning means pressure tests, vacuuming and gas charging, each stage waiting on another trade.

After the warranty, most customers sign an AMC with quarterly visits: filter cleaning, coil wash, gas pressure and current readings. Some contracts are full-cover and include parts, and others cover labour only, which decides who pays for a compressor. Breakdown calls arrive on the office landline or WhatsApp, and peak in summer, so the office is busiest when technicians are stretched. Technicians carry cylinders and spares, and what was used rarely reaches the right unit’s record, so the next visit starts without knowing what was added.

Where it breaks

What goes wrong for hVAC contractors without a proper system.

The last gas top-up is unknown

A customer reports poor cooling, and nobody can say when gas was last added, so it is charged again. The customer pays twice.

Preventive visits slip in summer

Breakdown calls take every technician, and quarterly visits slip a month without notice. The customer notices first.

Gas and spares go unbilled

Cylinders, capacitors and circuit boards used outside the AMC scope never become an invoice line. Margin walks away with them.

Expired contracts are still serviced

An AMC ends in March, and the team keeps servicing the site for free. Nobody checked the end date.

What the software does

What we would build for hVAC contractors.

Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.

Installed unit register

List each indoor and outdoor unit by site, brand, model, serial, tonnage and warranty end date, whether it is a split, cassette, ducted, VRF or chiller.

AMC schedule

Plan preventive visits per contract, with the scope marked full-cover or labour only, and a checklist for filters, coils, gas pressure and current readings.

Breakdown call desk

Log calls against the unit, assign a technician, and close with a job sheet carrying the fault, the readings and the fix.

Refrigerant and spares issue

Issue gas cylinders, copper and spares from the store to each technician’s van, and charge them to the job when work falls outside the AMC.

Contract renewal reminders

List AMCs ending soon with visit history beside them, ready for a renewal quote, so nothing lapses while the team is still servicing.

Brand warranty claims

Record units still in warranty, the part replaced and the claim raised with the brand, with the credit noted when it comes back.

Before you talk to a supplier

A requirements checklist for hVAC contractors.

What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.

Open the checklist
Ready product

A product already built for hVAC contractors.

It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.

HVAC and AC Service Management Software

Customer units, installation jobs, annual service contracts, breakdown calls, technician schedules, spare parts and gas stock, warranty claims and tax billing for HVAC and AC businesses.

See the product
More products

Other products in the same sector as hVAC contractors.

Solutions inside

The business modules hVAC contractors use most.

Each one is also available on its own, or inside a system built for you.

All solutions by area

AI by department

Where AI can help hVAC contractors.

Each one reads records you already keep, and a person approves every decision.

Worldwide

Where we work with hVAC contractors.

Services

The services behind it.

ERP, CRM and Business Software Implementation

One record of stock, orders, customers and accounts, set up so your team opens it every day.

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Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

Learn more

Web and Mobile Application Development

Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.

Learn more

IoT and Edge Computing

Machines, meters and sensors feeding the same system your office uses, even when the network drops.

Learn more

All our other services

Guides

Written for hVAC contractors.

Practical notes on running the business, not product marketing.

Closing the Summer Season: A Review for HVAC and AC Contractors

After the peak months, an HVAC contractor can close out missed AMC visits, unbilled gas and spares, pending warranty claims and contracts due for renewal.

Learn more
How it works

How the work runs from Bengaluru for your city.

  1. 1

    The audit, by call

    A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.

  2. 2

    A written proposal

    Scope, what we build first and the cost, agreed in writing before anything starts.

  3. 3

    Build in short rounds

    Working screens shared every few weeks. Your team tests them from your own office.

  4. 4

    Go-live, in person when it helps

    For data migration and training we can come to your city. Travel is agreed in advance.

  5. 5

    Support online

    Fixes, changes and hosting handled remotely by the same team that built it.

Published case studies

The work we have published.

We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.

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Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

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Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.

Read the case study
Common questions

Questions hVAC contractors ask before they call.

Can AMC invoices go to our bookkeeper’s software?

Not built in. AMC and service invoices and payments are kept against the contract, and an export for your accounting system is an extra item in the proposal.

Will technicians use a phone app?

Yes, if it is quick. They open the day’s visits, fill in the job sheet and take the customer’s signature on the phone screen.

Is a generic field service app enough?

Not if you also install. A generic app handles simple service visits, but installation projects and contracts need to share one record for each unit.

Can it tell a full-cover AMC from a labour-only one?

Yes. Each contract records the units it covers, and a scope field for full-cover or labour only is added during implementation. A compressor replaced under a labour-only AMC then becomes a chargeable line.

How does an air conditioning contractor’s quotation come together?

Staff numbers and the installed units and contracts to be loaded come first. Then the parts picked: AMC schedule, call desk, spares issue or brand warranty claims. A link to your bookkeeping tool is included if wanted. Every part is priced separately.

What should the contractor gather before the build?

The AMC contract list, the installed unit register, one breakdown call sheet, the refrigerant and spares issue book and a warranty claim form. Name the service manager, a senior technician and whoever raises invoices. They review the screens.

Do the unit and contract records remain ours?

Yes. Unit, AMC and call records belong to the contractor, code included, and can be saved as spreadsheet files. Upkeep stays with the people who wrote it. Hosting sits with GullySystem, or on a server the contractor runs.

What happens after I share my requirements?

An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.

How much will the software cost?

We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.

In Bengaluru

Bengaluru areas with many hVAC contractors.

Related

Related industries.

Category

Part of a wider group.

Selling online

Also sell online?

The e-commerce pages cover the online side of this trade: storefronts, dealer ordering and the link to your stock.

Talk to us

Tell us how your business runs today.

A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements