SK 
EN for air conditioning and heat pump service
A system for air conditioning service that fills the off-season months too
An air conditioning company earns for three months a year and waits the rest. Meanwhile it has hundreds of units in the field that need servicing, only nobody keeps track of them systematically.
A custom system for air conditioning service starts at 1 400 € and the first version is usually ready within a week. It keeps a list of installed units with serial number and installation date, flags the regular service date on its own, and issues an invoice with a payment QR right from the job. The point is to fill the months outside the summer season.
Where a company like this loses money
Nobody keeps records of installed units
You know how many you have installed, but not exactly where, which model and when. Without that you have nobody to offer servicing to.
Servicing only happens when someone calls
The customer calls when the unit smells or stops cooling. That is a job, but it is the worst possible moment.
Refrigerant is logged on paper
The amount, the type and what was topped up. At an inspection you dig for it in a binder three years back.
Summer is chaos, winter is silence
In July you turn work away, in January you call people you know. Yet both can be partly evened out.
What a system like this includes
A unit card, not just a customer card. Model, serial number, installation date, location on site, type and amount of refrigerant and photos from the install. When a complaint comes in four years later, you open the card and it is all there.
Service intervals that the system watches on its own and flags a month ahead. With hundreds of units it is the only way to turn them into regular income instead of a one-off sale.
A job report from your phone, including refrigerant topped up and filters replaced, and straight from that an invoice with a payment QR. The technician does not have to rewrite anything in the evening and the money comes in faster.
- Installation A unit card is created with the model, serial number and refrigerant.
- Regular service The date is calculated from the installation date, not from when the customer calls.
- Off-season reminder Service jobs can be deliberately planned for the months with no installations.
- Invoice and next year The document leaves from the job and the interval moves forward on its own.
What stands behind it
I have not yet built directly for an air conditioning company. The closest is Kotle CRM, where the unit card, the service interval and invoicing from the job already run, and that is most of the work. What is on top is refrigerant tracking with its own rules, and that is the thing I need you to explain to me.
The closest finished system is a CRM for a company that installs and services boilers. It is the same situation: a technician in the field, a unit with a serial number, mandatory dates and an invoice that has to go out right away.
The first working version there came together in 3 hours, because how the company works was taken apart first, and only then was the code written. The invoice with a payment QR goes out in one click.
Frequently asked questions
Can we get in the units we have installed over the past five years?
If you have them written down anywhere, even in Excel or in invoices, it can be imported. That list is actually the most valuable thing the company has, because service income comes out of it.
There are three of us and in summer we take on seasonal helpers. Do we pay extra for them?
No, a custom system has no per-user fee. That is the main reason it pays off more than an off-the-shelf program for a seasonal company.
Can it handle refrigerant records according to the regulations?
Records of the amount, type and movement yes, including export. Responsibility for whether you meet the regulations stays with you, I just stop you from losing papers.
How long does it take?
The first working version within a week. Fine-tuning to real operation is usually a few more days after you first try it for real.
Do you have hundreds of units in the field and no record of them?
Tell me how many units you have installed and how many of them you service regularly. That gap is usually a surprise. Once it runs you see the list of units due for service, and you plan the spring instead of the phone planning it.
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