Air conditioner service software

ServiceCenterSoft is job-tracking software for small air-conditioning and HVAC service businesses: split systems, ductless units, and heat pumps alongside them. Service calls, recharges, cleaning, installs and removals, quotes with deposits, refrigerant and copper in stock, and every customer’s history. It runs in the browser — on the office PC and on the technician’s phone.

Who this is for

An owner-operator or a small crew of two to six technicians who install and service residential and light-commercial AC. Most of your work happens at the customer’s address, not at a bench. Summer is a flood of “not cooling” calls, spring is maintenance season, and winter is quiet — unless you also do heat pumps.

Where it usually goes wrong is not the equipment but the paperwork:

• calls taken on a Friday evening are forgotten by Monday;
• after an install, nobody can prove whether the extra line set was in the quote;
• the refrigerant runs out in the middle of a heatwave;
• a tech arrives at a regular customer’s house with no idea what was done last year.

The general side of field service — on-site visits as a job type, manufacturer warranty pricing, parts that take weeks — is covered on the home appliance service page. This page is about what is specific to air conditioning.

A service call is a job ticket

There is no separate “dispatch” module. A call becomes an ordinary job: the customer with phone number and address (stored on the customer record, so you don’t retype it next time), the unit and model, the complaint, a note like “condenser on the roof, ladder needed”, a promised date and an assigned technician.

You define the statuses yourself — for example “New call”, “Visit booked”, “Waiting for part”, “Awaiting approval”, “Done”. Any status can be pinned as a tile above the job list with a count, so one click shows every booked visit that is still open.

Being upfront: this is not a scheduling board. There is no drag-and-drop calendar, no GPS tracking and no route planning. Small crews handle it like this: in the morning the list is filtered by technician and “Visit booked”, each tech opens their jobs on the phone, and the navigation app does the driving. If you run a dispatch desk with ten trucks, you will want a dedicated routing tool next to it — better to know that now.

Surviving the summer rush

What actually helps in peak season is a few plain things on the job list:

• a promised date that has passed turns red, and an “overdue” tile gathers those jobs in one place;
• an “urgent” flag for the server room without cooling or the home with a newborn;
• filters by technician and job type show who is overloaded;
• search by phone number — when a customer calls for the third time, their job is on screen in a second.

At the end of the season, the report for the period shows how many recharges, cleanings and installs you did, for how much, and who did what.

Installs: a line-item quote and a deposit

An installation is quoted line by line: the indoor and outdoor unit, line set by the metre, wall brackets, condensate pump, standard labour, extra metres. Each line has a quantity, a price and the technician who does it. The quote can be sent as a link by email or Telegram; the customer sees every line and the total and clicks “I agree” or “I decline”. The answer is saved in the job history with the date.

A deposit for the equipment and the final payment after the install are simply two payments on the same job; the job shows what has been received and what is still due, and the printed completion sheet lists the quote and the balance. Customers cannot pay online through the software — you take the money as you always do and record it.

Removals, relocations and seasonal start-ups are your own job types in the list of repair types, so you can filter and count them later.

Refrigerant, copper and filters in stock

Stock is a movement log: receipts with purchase price and supplier, parts used on a job as a quote line, write-offs with a reason, and stock counts. The balance is calculated, never typed in. Set a minimum for each item and the “running low” tile becomes your reorder list before the next heatwave.

One detail worth knowing: stock quantities are whole numbers. So refrigerant is easiest to track in fixed portions (say, 100 g or 1/4 lb) or by the cylinder, line set by the metre or foot, and filters and pumps by the piece. Write the refrigerant type on the job — next year’s tech will thank you. More on spare parts tracking.

Repeat customers and maintenance agreements

The customer record lists every job: when the units were cleaned, what was recharged, what was replaced and what was paid. A new job can be copied from last year’s — customer, unit, job type and notes carry over, dates and payments start fresh.

Maintenance agreements with offices, shops or restaurants work the same way: the business is the customer, a “contract” label shows right in the job list, and the job type is “planned maintenance”. What it does not do: it does not keep a maintenance calendar and does not remind you when a visit is due. Keep the schedule in your own calendar; the software keeps the record of what was done.

When a job is finished, the customer can get an email or a Telegram message (they subscribe with the QR code on their ticket). There are no text messages and no mobile app. See customer notifications.

Technicians and their pay

Each quote line has the technician who did it. The report for the period calculates each tech’s share of their own lines using their rate; parts and refrigerant at cost do not count towards pay. Two techs on one install — the lines are split between them. Details on technician pay.

Typical prices and certification

As a rough guide only — prices vary a lot by region and system: a maintenance visit with cleaning around €80–150, a recharge €100–300 depending on refrigerant and amount, a standard split-system install €400–1,000 plus equipment. You set your own prices, per unit type in the device list or as quote lines.

In most countries, handling refrigerants requires certified technicians, and some systems come with record-keeping duties. The rules depend on where you work and what you service, so check what applies to you. The software has no dedicated refrigerant logbook, but every recharge with refrigerant type and quantity stays on the job’s quote.

What it costs

One price for the whole business — no per-technician or per-location fees.

Off-the-shelf not enough — your own forms, roles, reports or workflow? We will build a program for you. How it works

Try it without signing up in the demo: book a service call, build an installation quote and record a deposit.

In short

• A service call is a job with an address, a technician, a status and notes.
• Your own statuses, count tiles and red overdue dates keep the summer rush under control.
• Installs are quoted line by line, approved by link, paid with a deposit and a balance.
• Refrigerant, copper and filters are in stock with a “running low” list.
• Full customer history and copy-last-year jobs; no scheduling board and no maintenance reminders.
• €20 a month for the whole business.