Units, installations, gas records and seasonal plans in one system.
Manage air conditioner service from the survey to the last visit of the season in one system. Each site holds its indoor and outdoor units with tonnage, refrigerant, installation date and warranty, and installation jobs, breakdown calls and seasonal plans share that register. Crews carry rounds on a phone. They record gas readings at every unit and close the visit with a photograph. The office reads the same record.
- Unit register, plan list and visit calendar copied in from your spreadsheets
- Pipe, stand, cabling and labour rates copied from your current quotation sheet
- Our staff amend unit types and visit checklists whenever you ask
Site surveys, installations, breakdown calls, gas top-ups and seasonal plans all run inside Air Conditioner Service Company Management Software from GullySystem. Every indoor and outdoor unit is held against its site with tonnage, refrigerant and visit history, and crews work from their phones.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and survey
A new unit or a service plan is requested. The surveyor visits, measures the line set run, notes the drain route and power point, and photographs the wall and the outdoor space.
- 2
Quotation
Copper pipe, insulation, cabling, outdoor bracket, drain and labour are priced from your list, and every revision is kept beside the customer’s answer, accepted or not.
- 3
Installation
The crew mounts the indoor and outdoor units, then pulls a vacuum, tests the line, charges gas and records the pressure. A signature on the phone closes the visit.
- 4
Plan and schedule
Units join a service plan with a visit calendar, and seasonal visits are spread across crews and sites so that no single day is overbooked.
- 5
Visits and breakdowns
The crew records suction pressure, filters cleaned, parts fitted and gas drawn. Breakdown calls enter one queue and go to the nearest free technician with the unit details open.
- 6
Billing and renewal
Bills are raised per visit or per plan, and receipts are posted. Plans nearing their end appear on a renewal list well ahead of summer, with the building manager’s number beside each.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Work Order Management
Each installation moves through mounting, vacuum, pressure test, gas charge and handover, with the crew and the readings recorded at every stage.
- Estimate/Quotation Management
Pipe, bracket, cabling and labour are priced from the rate list, and a change agreed at the door becomes a revision beside the original.
- Ticket Management
Calls from phone, message and building managers enter one queue, and each carries a unit, an urgency and a named technician from the start.
- Technician Scheduling
Sites are planned by crew and area with travel order and unit counts, and seasonal visits shift when a site asks for another day.
- Stock Tracking and Alerts
Gas is counted by cylinder and weight, capacitors and pipe lengths are issued to crews, and low stock raises an alert to the store keeper.
- Service Reports and Proof of Visit
Pressure, temperature drop and current draw are recorded for each unit, with before and after photographs left as proof of the visit.
- AMC and Service Contracts
Each plan holds its sites, visit count and included work, then shows visits done against visits still owed, building by building across the season.
- Service Reminders
Plans ending soon are listed and reminder messages go out ahead of the hot weeks, so renewals are settled while the diary still has room.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See plans due, calls open, gas drawn by unit, installations running and dues by building, without ringing a single crew or opening a spreadsheet.
For dispatchers
Take calls from one queue, assign crews by area, and move seasonal visits when a site asks for another day.
For technicians
Open sites, units and checklists on a phone, record readings and gas, and close each visit with a photograph of the coil and the filter.
For surveyors and estimators
Note the pipe run and wall work at survey, price the job from your rate list and chase each quotation until the customer decides.
For the store keeper
Issue gas, pipe and spares to crews, count returns from the van, and flag the items that need ordering before the first heatwave drains the shelf.
The numbers the owner asks for.
- 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
Who this is built for.
- Companies that install and service split and window units in homes and shops
- Contractors with seasonal service plans across apartment blocks and offices
- Firms that service cassette and ducted units in commercial buildings
- Dealers who sell air conditioners and send their own crews to fit them
- Facility maintenance contractors who include cooling in their site contracts
When it is not the right choice.
- A lone technician servicing a few dozen split units alone will manage fine with a notebook and a wall calendar, so this system is meant for crews.
- Firms whose main work is ventilation design, chillers or cold rooms will find HVAC Service Management Software closer, because plant rooms and air handling units are outside this product.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and payment gateway
- Accounting export
Questions owners ask before a demo.
Can one site hold dozens of units?
Yes. A building manager may have forty units over several floors, and tonnage, gas type and visit history stay with each one. A plan bills the whole building at once, and units can also be billed singly.
How are seasonal visits spread across crews?
Plans carry the number of visits owed. The dispatcher sees the weeks ahead by crew and site, then moves visits around so that no single day is overloaded with coil washes.
Does it record refrigerant used on each unit?
Yes. The technician notes the cylinder and the weight drawn for the unit, and handling and reporting rules are checked with your own staff during implementation.
Can quotations show extra pipe or wall work?
Yes. Survey measurements feed the quotation, and a change agreed at the door is added as a revision, with the customer’s answer stored beside every version.
What if a crew works in a basement plant room without signal?
The phone view needs a connection. The technician completes the entry after returning to a place with signal, so the office reads the visit report only from then on.
Can we sell plans per unit or per building?
Yes. A plan can cover one unit or a whole building, and visit counts, included work and renewal dates are held on the plan itself.
Can the warranty on a compressor be tracked?
Yes. Each unit stores the supplier warranty and the cover you give, and a claim is raised from the unit’s record with its visit history attached for the supplier.
Is there a customer view?
A building manager can be sent visit reports and renewal notices by message, though no customer login ships as standard. A portal would be a quoted addition.
How is cost worked out?
Crews, branches and sites under plan set the quote, which we put in writing after a demonstration that uses your own unit list.
Can our data be exported?
Yes. Files holding every site, unit, plan, visit report and bill are available whenever you ask, and the quotation describes the layout of each file before anything is built.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Air Conditioner Service Company Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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