UPS repair software

ServiceCenterSoft is repair-tracking software for shops that service uninterruptible power supplies — desktop and line-interactive UPS units, online double-conversion and rack-mount UPS systems — and automatic voltage regulators. Most of your work comes from businesses rather than individuals: offices, retail chains, clinics, managed IT providers. They send units in batches and come back every few years when the batteries are due. It runs in the browser, on the workshop PC and on a phone when you collect units from a client’s site.

Who this is for

A typical office has a dozen small UPS units under desks, bought together and ageing together. A retailer has one at every till. The server room has a rack-mount online UPS with an external battery pack. When the batteries go, they go in waves — and the office manager or the IT contractor brings you six identical boxes with a simple brief: test them all, replace what is dead.

Where it usually goes wrong:

• six identical units arrive from one office, and a week later nobody knows which one sat in accounts and which at reception;
• the client refers to its own asset tag numbers, not your job numbers;
• the server room UPS is in for repair, the server is running straight off the mains, and the client asks for a loan unit;
• the monthly balance of a retail chain is pieced together in a spreadsheet;
• four years later the batteries are flat again, and nobody remembers you replaced them last time.

Portable power stations and small home UPS units are covered on a separate page: power station repair software. This page is about UPS service for business customers.

Trade accounts, sites and IT partners

The customer on a job is whoever pays. Fill in the “Company” field on the customer card, and every job for that business sits in one place — with the total and the outstanding balance. The branch address or room number goes into the job notes, and the advanced text search finds it later.

Often the units are brought in by a managed IT provider rather than the end client. Set the IT provider as a partner: filtering the job list by partner shows everything each provider has sent you, whoever paid. If the same providers bring you PCs and servers as well, see computer repair software.

Booking a batch with asset tags

Fill in the first job completely and copy it for the rest: customer, device type, model and fault carry over, and you type in each serial number. The client’s asset tag goes into the “Product code” field. The advanced search looks up model, serial and product code, even by part of the number, so when the client calls about “asset 0457” you have the answer in seconds.

“Accessories” records the power cord, output leads, USB or serial management cable, network management card, external battery pack and rack rails. “Condition” records swollen batteries, electrolyte leaks, scorched sockets and dust. Copy the alarm code or the event log entry into “Fault” word for word.

Batteries or electronics: the diagnosis decides

Most small UPS units come in with one problem: sealed lead-acid batteries that have reached the end of their three-to-five-year life. But sometimes it is a failed inverter stage, a stuck relay or a charger that will not charge even new batteries. So record what you measured — voltage per battery, runtime under load, self-test result — in the work log. There are no dedicated fields for capacity or voltage, but the work log prints on the completion report, and the client can see why the batteries were condemned.

On a rack-mount UPS a full battery set costs a good share of the unit’s price, so get approval first. An itemised estimate — “12 V 9 Ah battery × 8”, “battery pack replacement”, “runtime calibration” — goes to the client by email or Telegram. They see every line and press “I agree” or “I decline”; the answer and its date land in the job history. If the repair is not worth it, “repair refused” or “beyond repair” closes the job and the diagnostics charge for that device type remains payable.

Battery replacement comes round again

A battery swap is a repair that will repeat. The software does not send reminders by itself, and we will not pretend it does. What you can do instead:

• write “next battery replacement due around 2029” in the recommendations for the customer — recommendations print on the completion report the client keeps;
• give these customers a label such as “UPS maintenance” and filter the customer list by it;
• once a quarter, run the advanced text search for “battery” with an intake period three to four years back — that is your call list.

If a unit is back within months with the same problem, book it as a “Repeat” repair, and its serial number brings up the previous job.

Loan units

A server room cannot be left unprotected, so clients ask for a loan UPS. To be straight about it: there is no separate loan-stock module. Here is how it fits into what exists:

• add “Loan UPS during repair” to the “Works” list — free or with a rental price — and it appears on the estimate and the completion report;
• put the loan unit’s serial number in the technician’s notes — the client does not see them, and the text search tells you who has your unit;
• a custom status “Loan unit out” with a colour and a tile above the job list shows in one click which jobs still have a loan unit to collect.

Voltage regulators

Automatic voltage regulators fail differently: relay-type units burn relays and control boards, servo-type units wear out brushes and the drive motor. Set up separate device types — “Desktop UPS”, “Online / rack UPS”, “Relay AVR”, “Servo AVR” — each with its own repair price, diagnostics price and list of works. The statistics for a period then show what you repair most and what pays.

Stock: batteries first

Stock is a movement journal: receipts with cost price and supplier, parts used on a job as estimate lines, returns and stocktakes. The fastest-moving lines are 12 V 7 Ah and 9 Ah batteries, followed by relays, fans, capacitors, fuses and MOSFETs. A battery added to an estimate from stock reduces the quantity on hand by itself; a minimum level and the “running low” tile tell you when to reorder. A battery pack for a less common model is ordered from the job: the order is emailed to the supplier and the job waits in “awaiting parts”.

If installers also bring you hybrid solar inverters, see solar inverter repair software.

Monthly accounts and collection

A job can take several payments — a deposit on a battery set and the rest on completion — and the software shows what is still due. The client’s total balance is on the customer card, and the “unpaid” filter lists everything collected but not paid. When a unit is ready, the client gets an email or a Telegram message. Finished units show how many days they have been waiting; past your free storage period, the counter turns red.

About the rules

The software tracks repairs. Working on mains-powered equipment and batteries, disposal of used lead-acid batteries and warranty obligations depend on the rules of your country and on your contracts — the software does not handle any of that.

What repairs typically cost

A rough guide only — prices depend on country and model: diagnosis €30–80, battery replacement in a desktop UPS €30–80 labour plus batteries at €20–45 each, board repair on a small UPS €60–200, online or rack UPS repair €150–600 plus parts, voltage regulator repair €50–250. You set your own prices in device types, the “Works” list and estimate lines.

What it does not have

• automatic battery replacement reminders — only recommendations, labels and search by period;
• a separate module for loan units;
• network monitoring of UPS units;
• dedicated capacity or voltage fields — measurements go into the work log;
• photos or file attachments on a job;
• SMS, a mobile app, or online payment by the customer;
• integrations with suppliers.

What it costs

One price for the whole workshop — no extra charge for staff or branches.

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 in a UPS with an asset tag, copy the job for a second unit from the same batch and send a battery replacement estimate for approval.

In short

• Businesses as trade customers with a balance, IT providers as partners with their own filter.
• Batches booked by copying the job, the asset tag in “Product code”.
• Battery measurements in the work log and on the completion report.
• Next battery swap in the recommendations, plus labels and search by period.
• Loan units as a work line, a note and a custom status.
• Batteries and relays in stock with minimum levels.
• €20 a month for the whole workshop.