One connected system for installations, service contracts, breakdown calls and billing.
Manage an HVAC or AC business from enquiry to invoice. Every customer site holds a list of its units, with model, serial number and installation date. Installations, annual service contracts and breakdown calls are scheduled to technicians, and gas and spare parts used on a visit are charged against the job.
- Customer sites, units and contract schedules entered as you run them
- Existing customer list and contract dates migrated
- Job sheet and service checklist edits carried out by GullySystem on request
Every customer unit, with its model, serial number and installation date, sits in this HVAC and AC service system from GullySystem. AC dealers, commercial contractors and brand service partners run it with their technicians. It holds installation jobs, annual contract visits, breakdown calls, job sheets, gas and spare stock, and GST invoices. You set which units a contract covers.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and quotation
An enquiry for a new installation or a service contract is logged against the customer. A quotation lists units, piping, stands and labour.
- 2
Installation
An accepted quotation becomes an installation job with a team and a date. Units installed are recorded against the site with serial numbers.
- 3
Contract and breakdown calls
Contract visits are scheduled for each unit. A breakdown call is logged, allocated to a technician and tracked to closure.
- 4
Visit and job sheet
The technician records the fault, the work done, gas added and parts fitted. The customer signs the job sheet on the phone.
- 5
Billing
A GST invoice is raised for chargeable work, or the visit is marked as covered by a contract or a warranty.
- 6
Renewal and follow-up
Contracts nearing their end and units due for service are listed, so customers can be contacted before the season.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Customer sites and units
Keep each customer’s sites and the units at them, with model, capacity, serial number, installation date and service history.
Learn moreEnquiries and quotations
Log installation and service enquiries, and prepare quotations for units, piping, electrical points and labour.
Learn moreInstallation jobs
Plan installation jobs by team and date, record units fitted and materials used, and close each job with a handover.
Learn moreBreakdown call desk
Log complaints from phone, WhatsApp and the website, allocate them to technicians and follow each one to closure.
Learn moreService contracts and visits
Set up annual contracts with the units covered, schedule the visits, and list renewals as the end date approaches.
Learn moreTechnician schedule and routes
Assign visits to technicians by area and day, so the route for each person is planned before the morning.
Learn moreJob sheets and sign-off
Record the fault, the readings, the work done and the customer’s signature for every visit, from the technician’s phone.
Learn moreSpare parts and gas stock
Track compressors, capacitors, PCBs, fan motors, copper pipe and refrigerant gas by store and by technician vehicle.
Learn moreWarranty and brand claims
Record units under warranty, the parts replaced, the claim raised with the brand and the credit received.
Learn moreInvoices and collections
Issue GST invoices for installations, repairs and contracts, record payments and list what each customer still owes.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Estimate/Quotation Management
Sales staff log installation and service enquiries, then prepare quotations covering units, piping, electrical points and labour.
- AMC and Service Contracts
Annual contracts list the units covered, the visits are scheduled, and renewals appear as the end date approaches.
- Technician Scheduling
Dispatchers assign visits to technicians by area and day, so each person’s route is planned before the morning.
- Job Cards
From the phone, a technician records the fault, readings and work done for every visit, and takes the customer’s signature to close it.
- Ticket Management
Complaints arriving by phone, WhatsApp and the website are logged, allocated to technicians and followed to closure at the call desk.
- Stock Tracking and Alerts
Compressors, capacitors, PCBs, fan motors, copper pipe and refrigerant gas are tracked by store and by technician vehicle.
- Invoice Management
GST invoices cover installations, repairs and contracts, payments are recorded, and a list shows what each customer still owes.
- Asset AMC Tracking
Each customer’s sites and the units at them are kept with model, capacity, serial number, installation date and service history.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Reports for HVAC and AC Service Owners and Managers
These reports are read from the visits, parts, contracts and invoices that the office and technicians already record.
Learn moreHVAC Service Software Connections to WhatsApp and UPI
The HVAC system connects to the messaging and payment channels that a service office uses every day.
Learn moreHVAC Service Software Views for Owners, Coordinators and Technicians
An HVAC business has several people who touch the same service call.
Learn moreOne system, each person sees their part.
For owners
See jobs done, contract renewals, parts used, unpaid invoices and the work in hand for each technician.
For service coordinators
Log calls, allocate technicians, schedule contract visits and keep the day’s route for each person.
For technicians
See your visits for the day, the units at each site, the fault history, and fill in the job sheet on a phone.
For store and accounts
Issue gas and parts to technicians, raise invoices, record payments and prepare warranty claims.
The numbers the owner asks for.
- Visits completed by technician and by type
- Contract visits due and visits missed
- Contracts ending soon and renewals done
- Spare parts and gas used by job
- Warranty claims raised and credit pending
- Unpaid invoices by customer
Who this is built for.
- Split and window AC sales, installation and repair businesses
- Commercial AC contractors with offices and shops on yearly service contracts
- VRF and cassette unit installers working on larger sites
- Authorised service partners of AC brands handling warranty calls
- Cold room and chiller maintenance teams with a small set of technicians
When it is not the right choice.
- A single technician who repairs on phone calls only is likely to get by on a diary plus UPI.
- Businesses that build whole buildings and need site billing by stage will find Construction Project Management Software fits that part better.
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
- SMS
- UPI and payment gateway
- Tally export
- Barcode or label printer
Questions owners ask before a demo.
Is this for AC repair or AC installation?
Both. Installations, service contracts and breakdown calls are separate job types, so a business can use the ones it sells.
Can it schedule annual service contract visits?
Yes. Visits are set for each unit covered by a contract, and those due in the coming days are listed for the coordinator.
Does it work on a technician’s phone?
Yes. A technician sees the day’s visits, the units at the site and fills in the job sheet from a phone.
Can gas and spare parts be tracked?
Yes. Gas and parts are issued to a technician or a vehicle and charged to the job where they are used.
Can it handle brand warranty claims?
Yes. Units under warranty are marked, and the claim for a replaced part is tracked until the credit arrives.
Is there a Tally link?
Not built in. Invoice and payment figures can be exported for your accountant, and a live Tally link would be costed once set-up starts.
Can customers and contract dates be moved from a spreadsheet?
Yes. Customers, sites, units and contract dates are imported, and the coordinator checks every row ahead of go-live.
Who owns the customer data?
You do. The handover of your records, should you ever leave, is spelled out in the proposal before work begins.
What does it cost?
No price is published. Cost follows technician count and set-up work; a demonstration comes first and a written proposal states the figure.
Do we need this for a very small AC repair shop?
Probably not yet. With no contracts and a handful of calls a day, a diary and UPI will do. A free technology audit can say so plainly.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Written for this trade.
Practical notes on running the business, not product marketing.
How to Automate an AC Service Business
A step-by-step plan for AC and HVAC owners: unit records, service contracts, breakdown calls, technician routes, gas and parts stock, and invoices.
Learn moreHow to Manage AC Service Contracts, AMC Reminders and Breakdown Calls
How an AC service business records annual contracts, schedules visits, sends renewal reminders and keeps breakdown calls from being lost on WhatsApp.
Learn moreBusinesses that use this.
Related products.
Selling these goods online as well?
These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.
See HVAC and AC Service 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.
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