📋 How to Build a Preventive Maintenance Filter List for All Your Buildings in 5 Minutes

Nothing wastes time on a PM route like driving back to the shop for a filter size you forgot. Or standing in front of a unit with three different 20x20x1s when the unit takes a 16x25x4. Getting the filter list right before you leave is a basic efficiency move — but it requires either a good memory or a good system.

Equipment Tracker Pro's Filter Report gives you the complete list in one tap.

Step 1: Make Sure Filter Sizes Are in Your Records

Each equipment record in Equipment Tracker Pro has a Filter Size field. When you scan a nameplate with the AI scanner, this field is populated automatically if the filter size is explicitly labeled on the data plate. For units where the filter size isn't on the nameplate — which is most of them — you'll add it manually during your first PM visit.

The Parts section of each equipment record is where filter records belong for non-nameplate sizes. Create a part record for each filter type linked to that equipment. Include the size, quantity, and any notes (e.g., "2-inch MERV 11, located in return air plenum"). Once it's in the record, it's there for every future visit.

Step 2: Run the Filter Report

From the Reports section in the app, pick the Filter Sizes report — on the web dashboard it is the Filters tab — and choose the building or buildings you're visiting. The report aggregates all filter records across all equipment in those buildings, grouped by size. You'll see: 16x20x4 × 3, 20x25x1 × 6, 16x25x4 × 2 — exactly what to pull from stock before you leave.

The report exports as a PDF you can print, share with a supply house, or send to whoever does your parts purchasing. It also flags any units where the filter size is unknown — a reminder to document those on your next visit.

Generating these branded PDF reports is a feature of our Pro tier ($9.99/month or $79.99/year per user), while basic inventory logs are always free.

How do I associate filter sizes with specific equipment records?

You can record filter details in the Filter Size field using the AI scanner, or create a linked part record under the equipment profile containing the size, quantity, and specific installation notes.

What information does the Filter Report provide?

The Filter Report aggregates all filters across the selected properties, grouping them by physical dimensions and showing the total quantity needed, along with flagging units with undocumented filter sizes.

Can I export or share the filter list?

Yes. The Filter Report can be exported as a professional PDF, which you can print, email to a parts purchaser, or send directly to your local HVAC supply house.

Is the Filter Report included in the free tier?

No. Generating PDF reports is a Pro feature available under our Pro plan at $9.99/month or $79.99/year per user. However, basic equipment tracking and parts logging are always free.

How does the AI scanner handle filter sizes?

If the filter size is explicitly stamped on the manufacturer's nameplate, the AI nameplate scanner will extract it and populate the field automatically during the initial scan.

Jonathan Curtis

HVAC Technician & Founder · Equipment Tracker Pro

Jonathan Curtis is an HVAC technician and the founder of Equipment Tracker Pro. He built the app to solve real problems he encountered in the field — including the daily frustration of unreadable nameplates on aging rooftop equipment.