How does the AI nameplate scanner in Equipment Tracker Pro work?

The AI nameplate scanner uses Google Gemini multimodal vision models to analyze photographs of unit data plates. It automatically extracts over 40 technical parameters, including the brand, model number, serial number, electrical specifications (voltage, phase, FLA), refrigerant type, charge weight, and date of manufacture. It even handles faded, rusted, or dirty labels with high accuracy.

Does the offline barcode and QR code scanner require a subscription?

No. The built-in barcode and QR code scanner is 100% free and works fully offline. Technicians can scan any barcode or QR code on-site to instantly look up equipment records, locations, and parts in their local offline database without needing cellular service or any paid account.

What reports can be generated for EPA and NFPA compliance?

Equipment Tracker Pro supports 13 professional report types. For EPA compliance, it tracks refrigerant additions and recovery weights to automatically calculate annual leak rates and flag Section 608 violations. For NFPA compliance, it includes dedicated Fire Damper inspection reports (NFPA 80/105). Other reports include Filter schedules, Belt replacement logs, and Equipment Age/Replacement forecasts—all exportable as branded PDFs or Excel-compatible CSVs.

Can I import existing data from Centriq or Excel?

Yes. We offer a free, client-side CSV import wizard. You can upload any CSV spreadsheet (including data exported from discontinued services like Centriq), map your spreadsheet columns to our database fields, validate for potential duplicates, and batch-import all properties, HVAC units, and appliances directly into your dashboard.

Is there a web dashboard available for desktop use?

Yes. In addition to our iOS and Android mobile apps, you can log into our fully featured Web Dashboard at equipment-tracker.com/login. The web version is perfect for office dispatchers, property managers, and administrators who need to manage portfolios, track tools, schedule preventative maintenance, and generate PDF report packets on a larger screen.

How do building transfers and teammate sharing work?

Our 'Push to User' and building transfer system makes hand-offs seamless. You can package all data, photos, specs, and logs for a building and generate a secure transfer code. Teammates, property managers, or new owners can enter this code in their app to import the complete history log instantly. Office managers can also receive guest submissions from outside contractors who scan a unit's QR tag on-site.

What is the pricing model for Equipment Tracker Pro?

Core features (barcode scanning, basic parts inventory, building profiles, and local logs) are completely free with no ads or popups. The Pro subscription unlocks advanced features like unlimited AI scanning, real-time Firebase cloud backup, custom branding, refrigerant/EPA tracking, and 13 professional compliance reports. Pro is available for $9.99/month or $79.99/year (saving 33%).

Does the app work without an internet connection (offline-first)?

Yes. Equipment Tracker Pro is built with an offline-first architecture. All equipment records, parts catalogs, maintenance logs, and photos are stored locally on your mobile device. Technicians can scan QR codes, search databases, log maintenance, and modify records in basements, mechanical rooms, or remote facilities without cellular service. Once an internet connection is re-established, the app's Smart Sync protocol automatically synchronizes changes with the secure Firebase cloud database and handles conflict resolution.

How does Equipment Tracker Pro calculate EPA Section 608 leak rates?

When a technician logs a refrigerant addition in the maintenance log for any equipment with a system charge capacity of 15 lbs or more, the app automatically calculates the annualized leak rate using the EPA Section 608 formulas (standard or method 2). If the calculated leak rate exceeds the EPA thresholds—20% for comfort cooling or 30% for commercial refrigeration/IPR—the app flags the record with an EPA warning banner, highlights the required 30-day repair window, and adds a permanent 'EPA Flag' to the service record.

What specs can the AI nameplate OCR scanner extract?

The Gemini-powered AI nameplate scanner is trained on thousands of HVAC and appliance data plates. It extracts over 40 technical parameters including manufacturer, model, serial, manufacturing date, BTUs, tonnage, electrical specs (voltage, phase, FLA, LRA, MCA, MOP), compressor specifications, refrigerant type (R-22, R-410A, R-134a, etc.), factory charge weight, and default filter or belt dimensions.

How does the AI Condition Assessment and Visual Inspection work?

The AI Condition Assessment lets technicians photograph the physical state of a unit (coils, compressor compartment, cabinet) and receive an instant structural health report. Powered by Gemini, it evaluates the photos for visual defects like coil fouling, cabinet corrosion, fin damage, or oil staining. It returns a severity rating (Good, Fair, Poor) and generates prioritized maintenance recommendations that can be attached directly to the unit's permanent service log.

What is the Vendor Check-In Door Sign system?

The Vendor Check-In system is a Pro feature designed to track external contractors and onsite visitors. You can print a branded QR-coded door poster for any building. When a contractor arrives, they scan the QR code with their phone (no app installation required) to check in. They enter their name, company, and phone number, which triggers real-time email notifications to property managers. When leaving, they scan the QR code to check out. The system logs their duration and logs the visit on a calendar in the web dashboard.

Can I customize reports with my own company logo and details?

Yes. Under settings, Pro users can upload their company logo and input their business name, email, phone, and address. Once configured, all 13 professional compliance and inventory reports—including Filter schedules, Belt logs, and EPA refrigerant summaries—are generated as beautifully formatted PDFs with your company's custom branding at the top of every page.

Founder's Story

🆓 Why We Made Our Core Tracking Features 100% Free Forever

April 8, 2026 · 4 min read · By Jonathan Curtis

Most software companies make you pay to get started. We don't. Here's the thinking behind that decision.

When I was designing Equipment Tracker Pro, the most common advice was to put everything behind a subscription. I went a different direction. Core tracking - buildings, equipment, parts, maintenance logs, photos - is free forever. Not a 14-day trial. Not a starter plan with arbitrary limits. Free.

The value of equipment tracking software multiplies with adoption. One technician using it is moderately useful. All five technicians on your team using it is transformative - because now the service history from Monday is available to the tech who shows up Thursday. That only works if the barrier to getting started is low enough that everyone actually does it.

What the Pro Subscription Pays For

The AI features - nameplate scanning, condition assessment, invoice scanning - run on Google Gemini API. Every scan costs real money. Cloud backup and Smart Sync across all devices require infrastructure with ongoing costs. Branded PDF reports, the QR Code Creator, and the full web dashboard at equipment-tracker.com are also Pro. Those are behind the Pro subscription at $9.99 per month or $79.99 per year. Every new account gets 10 free AI scans to try the technology before committing.

What Always Stays Free

Buildings, equipment records, parts and inventory, maintenance logs, photo galleries, warranty tracking, replacement reminders — all free, no limits, forever. The built-in QR and barcode scanner is free: it runs entirely on your phone's camera hardware, searches your equipment database offline, and handles 13+ barcode formats including QR, Code 128, EAN-13, and Data Matrix. If we are not paying to run it, you are not paying to use it.

A Fair Deal for the Trade

The dividing line is intentional: features that cost us money to run are paid. Features that are essentially free to operate are free to use. You shouldn't have to pay a monthly fee just to type a model number into your phone and save a photo. That is a fair deal, and based on feedback from techs and property managers using the app, they agree.

👷

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 out of frustration with the lack of purpose-built tools available to working HVAC technicians.

Try Equipment Tracker Pro Free

Core equipment tracking is free forever. Pro features include AI nameplate scanning, condition assessment, invoice scanning, cloud sync, and more.

💳 Secure billing via App Store, Google Play & Stripe 🔒 Encrypted hosting & database by Firebase

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