Customer Sites and AC Unit Records for HVAC Businesses
Each customer has one or more sites, and each site has a list of units. A unit carries its model, capacity, serial number, installation date and every visit made to it.
What is kept for each site
A customer may be a home, an office floor, a restaurant or a clinic. The record starts with the customer and the address, and the units are added under the site where they are fitted.
Who uses the records
The coordinator opens the unit when a call comes in. The technician reads the history on the way to the site. Owners use it too. A customer may dispute what was done last year, and the record settles it.
How it connects to the next step
A service contract is built from the units on this list. A breakdown call is logged against one of them. Nothing is retyped. Parts fitted and gas added are written into the same history, so the next visit starts with what was done before.
What the client sets up and what stays outside
Brands, unit types and the fields you want on every unit are entered during set-up. That is quick to change. An existing customer register or spreadsheet can be imported. The records do not read a unit’s own controller or sensors. Remote monitoring of running units would be built as its own project, if a client needs it.
Frequently asked questions
Can one customer have many sites?
Yes. A hotel group or a restaurant chain can hold several sites, each with its own units, and invoices can still be raised to the one customer.
What happens when a unit is replaced?
The old unit is marked as removed and the new one is added with its own serial number. The history of the old unit stays on the record.
Can units be imported from a spreadsheet?
Yes. Customers, sites and units are brought in from your register, and the coordinator checks the rows before go-live.
Is a unit’s serial number a required field?
It can be made required or optional. Many businesses require it for units under warranty and relax it for old units without a legible plate.
Tell us what you need.
Send a short brief and one of our engineers will come back to you within one business day.
- No obligation
- A reply within one business day
- Your details stay private