SK 
EN for refrigeration and catering equipment service
A refrigeration service system where every fridge at every venue has its own card
In catering a cooling breakdown is a serious event, because thousands of euros of stock sit behind it. So a service firm does not sell the repair, it sells the certainty that you will arrive fast and know what is there.
A custom system for refrigeration and catering equipment service starts at €1,400 and the first version is usually ready within a week. It keeps a card for every unit at each venue, including the refrigerant type, watches the deadlines from service contracts, records temperature logs, and issues an invoice with a payment QR code straight from the call.
Where a firm like this loses money
You do not know what is installed at the venue
The technician arrives on site and only there works out which compressor is fitted and which part will be needed.
Contract inspections get invoiced from memory
The contract says four inspections a year. How many actually got done, nobody knows for sure.
Temperature logs live on paper
The venue needs them during an inspection and chases you for them by phone, usually on the same day.
Emergency calls wreck the day
A restaurant rings in the morning before opening and the planned inspections slip until someone forgets them.
What a system like this includes
A venue with a list of equipment, not just a customer. A chiller box, a display case, an ice maker, each with its type, output, refrigerant and a photo of the rating plate. The technician sees on the phone what is there before setting off and brings the right part on the first trip.
Service contracts with the number of inspections per period and an overview of how many have been done. That way you invoice what was actually carried out, and at the same time you do not miss inspections the customer has already paid for.
Temperature logs written from the phone and sent to the venue as a record. During an inspection the venue has them at hand and you are not fielding phone calls about paperwork from six months ago.
Separate queues for emergency and planned calls, so one does not eat the other. The system shows what a reschedule knocked over, and a planned inspection does not get lost just because Tuesday was on fire.
A refrigerant register with quantities and movements, plus an invoice with a payment QR code straight from the call, so the technician retypes nothing in the evening.
- Installation or first visit A unit card is created with the type, refrigerant and a photo of the rating plate.
- Contract inspections The count per period is watched by the system, not by the dispatcher memory.
- Log and record Temperatures and tasks are recorded on site and go out to the venue.
- Next period The interval moves itself and the overview shows what is still unused.
What stands behind it
I have not yet built directly for refrigeration service. The closest is Kotle CRM, where the unit card, the service interval and invoicing from the call already run, so most of what you need. What is extra is the service contracts with an inspection count and the temperature logs, and that is the piece I will have you explain to me before the first line of code.
The closest finished system is a CRM for a firm that installs and services boilers. The same logic: a technician in the field, equipment with a serial number on someone else property, mandatory deadlines and a record that has to go out at once.
The first working version there was built in 3 hours, because we first took apart how the firm really works and only then wrote code. The invoice with a payment QR code goes out in one click.
Frequent questions
We have twenty venues under contract. Can we track what has been used up?
Yes, and it is one of the first things that pays for itself. A contract holds the number of inspections per period and the system shows how many have been done, so you invoice neither less nor more than was carried out.
Our technicians work in cellars with no signal.
The record and the photos can be done offline and are sent once there is signal. Without that it would not be usable in catering, because chiller boxes are mostly in the basement.
Can it handle a refrigerant register?
It handles a register of quantity, type and movement, including an export for inspections. Responsibility for meeting the regulations stays with you, the system just stops losing your paperwork.
How much does it cost and is it paid monthly?
From €1,400 for the system, with no mandatory monthly fee and no per user charge. Further development is from €330 a month with no lock-in and can be stopped at any time.
Does your technician know what is at the venue before arriving?
Tell me how many venues you serve and how many of them are under contract. The technician sees on the phone what is at the venue before getting out of the van. The first call is free.
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