Stop typing what the nameplate already says
Four powerful AI tools in one app. Point your camera at a nameplate, invoice, or piece of equipment, or start a diagnostics session — and let Gemini AI (Google's AI model) do the work. It is not only equipment: spare parts and tools carry data plates too, and the same scanner reads a motor, a compressor or a drill exactly the same way. Every new user gets 10 free AI scans across all four tools to try before upgrading.
Where each one runs: the nameplate scanner and the condition assessment work in the mobile app and on the web dashboard — on the dashboard the condition assessment lives on the equipment record, while the nameplate scanner reads equipment, spare parts and tools. The invoice scanner is on the dashboard too, on the equipment page, where it fills in the service log form rather than saving anything itself. AI Diagnostics is in the mobile app only. All four need a connection: the photograph is analysed in the cloud, so AI scanning is not one of the parts of the app that work offline.
📖 View Step-by-Step AI Scanning Guide & Screenshots →🤖 AI Nameplate Scanner
Snap a photo of any data plate — faded, sun-bleached, or corroded. Gemini AI parses the stamped text and populates 20+ structured fields automatically. Not just equipment: spare parts and tools carry plates too, and the same scanner reads a motor, a compressor or a drill exactly the same way.
🩺 AI Condition Assessment
Point your camera at any unit — or use photos already saved in the equipment record — to run an inspection. Technician Report Mode gives a written condition report structured for a service file or customer report, calling out visible issues such as coil fouling, cabinet rust/corrosion, refrigerant oil staining around fittings, and cracked or deteriorated line insulation — each tagged Urgent, Monitor, or Note. It only reports what's visible in your photos, so it's a fast first pass, not a substitute for a hands-on inspection.
🧾 Invoice & Work Order Scanner
Photograph any printed or handwritten service receipt, invoice, or work order. The AI extracts the service date, technician name, service type, parts used, labor hours, and total cost onto a review screen — confirm it with one tap to save it as a maintenance log entry, and optionally add any detected parts to your inventory one by one.
🔮 AI Diagnostics & Troubleshooting (mobile only)
Describe complex symptoms and input technical readings (like voltage, amperage, pressures, temperatures, subcooling, and superheat). Gemini AI analyzes the unit's specifications and its 5 most recent service logs to provide trade-grade troubleshooting steps in a conversational chat. Keep all historical diagnostics and equipment info in one place instead of swapping back and forth between different apps in the field. (AI can get things wrong; verify crucial diagnostics independently.)
Hand the app to a tech who doesn't work in English
Equipment Tracker Pro runs in English, Spanish (Latin American and European), French, German, Brazilian Portuguese and Italian. It follows your phone's own language setting — there is nothing to switch on and no language menu to find.
🌍 Follows Your Phone
Set your phone to a supported language and the app follows it the next time you open it. Set it to anything else and you get English. Spanish is maintained as two separate variants, Latin American and European, because the trade vocabulary genuinely differs.
📄 Reports and AI Too
Not just the buttons. Generated PDF reports print in your language, and the AI Diagnostics troubleshooter and AI Condition Scan write their findings in it as well.
🔧 Translated for the Trade
A belt is a drive belt, not clothing. Charge is refrigerant charge, not an invoice line. A unit is the machine you are standing in front of. The vocabulary follows what a technician in each language actually says on the job.
🏷️ Nameplate Values Never Change
R-410A, AX32, MERV 8, EPA 608, PSI, CFM and every model, part and serial number appear exactly as printed on the equipment in all six languages — a translated part number is no use at the unit. Your own equipment names, notes and vendor names are never translated either.
Pull up the unit you're standing in front of
A native live-camera scanner built directly into Equipment Tracker Pro — no subscription, no internet connection, and no AI credits required. Scan any barcode or QR code on or near your equipment and find it in your database in seconds.
📖 View Step-by-Step Barcode Scanner Guide & Screenshots →13+ Barcode Formats
Reads QR Code, Code 128, Code 39, Code 93, EAN-13, EAN-8, UPC-A, UPC-E, Data Matrix, PDF417, ITF-14, Codabar, and Aztec — covering virtually every barcode you'll find on equipment nameplates, parts packaging, or asset stickers.
Smart Fuzzy Matching
Searches your entire equipment and parts database by serial number, model number, asset tag, and equipment ID. Bi-directional matching handles partial scans, space-separated serials, and minor scratches or bad lighting automatically.
No-Match Quick Create
If the scanned code doesn't match anything in your database, Equipment Tracker Pro prompts you to create a new equipment record with the scanned code pre-filled as the asset tag — so nothing slips through the cracks.
Tag the unit so the next guy finds it too
Generate professional, print-ready vertical asset tags for any piece of equipment in one tap. Export as a PDF sized to your label format or as a PNG image for standard label-maker apps. Optionally add your company logo, the app icon, or a custom image to the tag. Text Mode and JSON Mode tags are free to generate on a free account, because everything they carry is printed into the code. Link Mode is Pro, because it publishes a hosted page for the unit and keeps it current.
📖 View Step-by-Step QR Tag Guide & Screenshots →🌐 Link Mode (Public URL) · Pro
Encodes a public URL into the QR code (equipment-tracker.com/view/ID). Print it on a label and scan it on-site with any phone camera — no app or login required — to open a public equipment page showing specs and maintenance history, with an option for the technician to submit a new service report right from that page.
📝 Text Mode (Plain Text) · Free
Encodes a clean, structured plain-text spec block directly inside the QR data payload. Scannable with any camera app — lets technicians copy-paste model and serial numbers directly into service tickets or third-party systems.
⚡ JSON Mode (App-to-App Import) · Free
Offline App-to-App Handoff: Encodes the core identification fields — name, location, manufacturer, model, serial, filter/belt size — into a compact JSON payload in the QR graphic. Another Equipment Tracker Pro user scans the tag and gets a prefilled "Add Equipment" form to review and save, entirely offline. It's a quick-start prefill, not a full record — electrical specs and service history aren't included and still need to be added or scanned separately.
Keep every building's kit in one place, not five spreadsheets
The core of Equipment Tracker Pro — organize every appliance and HVAC unit you manage into buildings, with complete specifications, unlimited photos, and full service histories. Free forever, no limits on buildings or equipment.
📖 View Step-by-Step Equipment & Building Guide & Screenshots →🏢 Unlimited Buildings & Equipment
Create as many building profiles as you need — each with its own address, photos, and contact info. Add unlimited equipment to each building, organized by location and sub-component.
🧰 Service Tool Tracking
Track service tools (multimeters, vacuum pumps, ladders, gauges) separately from fixed equipment — regardless of who owns them. Free on your own phone: you check a tool out to a technician by name and back in, and assign job site buildings with a scrollable autocomplete dropdown. Anyone else checking a tool out needs Pro, with a live-URL QR tag they scan (you get a push and accept each checkout), or a Team plan, where your crew checks tools out in their own app.
🖼️ Photo Galleries & Documentation
Attach unlimited photos to any equipment, part, or maintenance log. Nameplates, warranty stickers, receipts, before/after shots — all saved with full-screen pinch-to-zoom viewing.
⏳ Warranty & Age Tracking
Set install dates and warranty expiration dates for every piece of equipment. Track how old each unit is automatically and never miss warranty coverage during a claim or service call.
🚫 Out of Service (OOS) Status
Mark malfunctioning or decommissioned units Out of Service with custom reasons. Visual red downtime warning banners display on listings, detail specs, reports, and public QR scans to keep your team informed.
Know which door the problem is behind
A building can record who owns it and every unit inside it — suites, apartments, tenancies, including the empty ones. Equipment and work orders know which unit they belong to, and each unit can carry its own printable tenant tag with its own page behind it. Listing units and recording who is in them are free in the app. Printing the tag needs Pro, because it carries a live URL code, and so does a resident’s request reaching your inbox — as does the web dashboard.
📖 View the Suites, Tenants & Per-Unit Tag Walkthrough → 🚪 Tenant Request QR Codes — What a Resident Scans, and What Reaches You →🏢 Owners, Suites & Tenants
Record the building’s owner once and point every building they own at the same record — one owner, several buildings, one set of details to keep current. Then every unit inside, with the tenant’s name, phone, email and notes. The owner, the site contact a vendor calls, and the tenant in a unit are three different people and are never mixed up. Renaming a unit moves its equipment with it; past work orders keep the unit they were done in. On a team, a tech can add and rename a unit — only an owner or manager can say who is in it.
🚪 A Tenant Tag Per Door
A resident scans the tag inside their own door and the request already knows the unit — nobody types a unit number, and nobody is asked for a phone number or an email, because the contact comes from the unit’s record. Print a letter-size door tag from the phone or the dashboard, or put it on label stock: 4 × 6, 4 × 2 and 2 × 2 from the dashboard, or any of the app’s QR label sizes from the phone. The door tag and every dashboard label size print both the building and the unit the tag belongs to — a sticker printed from the phone comes out with the unit in its label text and no building name on it — and the door tag prints the address it opens underneath the code in plain text, so a resident can see the page they land on is the one the sticker names.
📄 A Tenant Page, Written Once
Office contact and hours, an after-hours number, what counts as an emergency, shutoff locations, fire safety, utilities, trash and parking, notices and document links — filled in once for the building, then changed only where a unit differs. Add your own sections for anything a form never thought of. It reads in the visitor’s language. A resident who is smelling gas, seeing fire or sparking, standing in water, or unable to lock their door does not get a form at all — the page replaces it with the number to call and the instruction to leave first, because a written request is the wrong answer to a gas leak.
🧾 Requests Into Work Orders
Tenant requests land in their own tab for review and never become a work order on their own. Turn one into a work order from the Tenants tab on the phone and it asks who on your team to assign it to. A resident can attach up to three photos, and those stay private to you and your active team — the page tells them so. Tenant reports go to their own email and text alert list, kept apart from your vendor check-in contacts. The app asks for at least one email or phone number on it before a door tag can be printed or shared, and every request also reaches your app and your managers’ apps.
🔁 Turnover, Lost Cards & Noisy Neighbours
Card gone missing, or the unit turned over? Replace the tag and the old one stops working immediately — the page behind it is retired the moment you press it, so a sticker in somebody’s bin resolves to nothing. And because every door carries its own code, the one-request-an-hour limit is per unit: one resident reporting something never blocks their neighbour.
🔎 Filter a Building by Unit
Show only the equipment in 4B, or only the machines nobody has labeled with a unit yet. Equipment picks its unit from a list rather than a text box, so “4B” and “4b” never become two doors, and you can add a new unit without leaving the form. Work orders carry the unit they were done in, and the tab count shows how many are actually open rather than how many have ever existed.
Know if the filter is on the van before you drive back
Link replacement parts directly to the equipment they belong to, and track your on-site consumable stock across all buildings. Know exactly what filters and belts you need before the truck rolls.
📖 View Step-by-Step Parts & Inventory Guide & Screenshots → 🗓️ Preventive Maintenance Scheduling — Intervals, Presets and What the Reminder Needs →Linked Replacement Parts
Attach filters, belts, capacitors, and any sub-component to its parent equipment. Each part has its own photo gallery, spec sheet, part number, and replacement schedule.
Site Inventory & Spares System
Full inventory management for filters, belts, and general parts (e.g. motors, pumps, contactors). Adjusting a general part's spare count automatically populates it in the building's inventory under the "Other" category, and updating inventory quantities syncs them back to all matching parts.
❄️ Refrigerant Stock & Cylinder Compatibility
Overhauled tracking of standard cylinders vs. recovery tanks with specialized fields and automated SQLite serialization. Scans equipment/parts to display "Fits: [Equipment Name]" compatibility badges, and links cylinder stock directly to the part details screen for inline weight adjustments.
📋 Copy a Parts List to an Identical Unit
Set up one rooftop, then copy its whole parts list onto the next identical one instead of retyping it. Filters, belts and general parts come across with their sizes and quantities; what stays behind is everything that belongs to one physical part rather than the model — the QR label, the serial number, the photo and the last-replaced date. Works on the phone and, since August, on the dashboard too.
Send a job to a tech and see where it got to
Keep your crew on task with our built-in CMMS HVAC fault alerts, work order dispatch system, and real-time status tracking. Manage complex service tickets separate from routine PM schedules and open-ended maintenance logs—from Open through Done, with hours and parts captured along the way.
🎫 Work Orders — The Five States, and How One Becomes Service History → 🧾 Invoicing — Bill the Job, Send It as a Link, Get Paid →🗓️ PM Scheduling & Calendar Tasks
Plan your operations with recurring PM scheduling and a maintenance calendar. Create recurring schedules for any piece of equipment or an entire building — day/week/month intervals and six built-in task presets (filter changes, belt replacement, coil cleaning, and more). Completing one logs the service and schedules the next occurrence automatically. Reminders are scheduled on the phone itself, so they are free on every tier and arrive with no signal — and every reminder can be set on its own: its own days of warning, its own time of day, or switched off. Only a PM you assign to a teammate is delivered from the cloud, because your phone cannot schedule a notification on theirs.
Full Status Tracking
Open/In Progress/On Hold/Done/Canceled, Normal/Urgent priority, due date, team-member assignment.
Log Update vs. Put On Hold vs. Complete
Log a dated progress note with hours/parts without forcing a status change, Put On Hold is separate, completing auto-creates the maintenance log.
🧾 Invoices & Payments
Bill the job before you leave the roof. Raise an invoice from a finished work order, from a PM visit, or from nothing at all — the hours, the rate and the parts come off the job itself. Send it as a link the customer can pay, or show them a QR code, and record what has been paid, part payments included. Creating invoices and recording payments are free in the app; the pay link and card payments are Pro. The whole story is in Invoices, Payments & Receipts below.
From a Guest Report or From Scratch
Create manually from the Work Orders view, or convert a submitted guest QR report into one with a tap from your Inbox (mobile) or Inbox page (web).
Bill the job, get paid on the spot, and bill the parts too
The work a job recorded becomes the invoice: the hours, the parts, the PM visit, the maintenance-plan charge, the receipt from the supply house. Send the customer a link to the invoice, or put a QR code on your screen, and they can pay it there by card, bank, PayPal or Venmo.
Where it lives: the Rent, Invoices & Receipts tile on the home screen and INVOICES in the Workflow bar on the phone; the Invoices page on the web dashboard, with its Invoices, Rent and Receipts tabs. Creating invoices, sending them as a PDF, PayPal and Venmo links and recording payments are free in the app. The invoice’s own web page, card and bank payments and the web dashboard are Pro.
🧾 Invoicing — Bill the Job, Send It as a Link, Get Paid → 💳 Online Payments — Card and Bank Through Your Own Stripe Account → 🛒 Receipt Scanning — Scan the Parts Receipt, Put the Parts on the Invoice →➕ Add Work or Receipt
+ ADD WORK OR RECEIPT lists everything billable at that location: PM and maintenance-plan charges, plan visits, PMs and work orders, and receipt parts. Tick what you want and it becomes lines. Anything already billed says which invoice it is on, so nothing goes out twice.
🔗 Send It as a Link
SEND TO CUSTOMER shares a link to the invoice’s own web page, with the subject and message already written. The customer sees the whole invoice, pays it, or saves it as a PDF, with no account. SEND AS PDF is still there for a customer who wants the file.
📱 Show to Customer
SHOW TO CUSTOMER puts a QR code on your screen: SHOW INVOICE opens the invoice to pay by card or bank, and PAY WITH PAYPAL and PAY WITH VENMO open those apps with the amount filled in. The PayPal and Venmo codes are free on every plan.
💳 Card & Bank Payments · Pro
Payments go through Stripe into your own Stripe account. A paid invoice records the payment and marks itself paid, and your phone gets a notification. The fee is 0.5% of each payment, capped at $10, on top of Stripe’s own. Each invoice can switch card, PayPal and Venmo on or off.
💵 Record Payment & Send Receipt
+ RECORD PAYMENT takes cash, check, card, ACH, PayPal, Venmo or other, part payments included. PayPal and Venmo payments are not detected automatically, so you record those. Once the balance is zero, SEND RECEIPT sends the paid invoice as the receipt.
🛒 Receipt Scanning
Photograph a supply-house receipt and the AI reads each line, the tax and the total. Mark each line Billable, Business or Personal, file the receipt to the location and the job, and bill the parts at cost plus your PARTS MARKUP (%). Reading uses your 10 free AI scans, then Pro; typing one in is free.
Write the PM list once, then price it and get it signed
One builder, three jobs. A technician writes the PM list for a homeowner and hands it over. An HVAC company writes the work list for a building and sends it as a priced maintenance agreement the customer signs from a link. A property manager writes the PM checklist their own technicians follow across every unit. It is the same screen every time: add the areas, add what is in them, add the tasks, and say how often each one is done.
Where it lives: open a location, tap Reports, and it is the first row — on the phone and on the web dashboard, the same builder either way. Building the list and previewing the finished document are free on the app; handing it to the customer as a PDF, as a link they sign, or on your own tablet is Pro, and the dashboard is a Pro feature in its own right. Prices are never drawn for a technician or a Viewer at all, so the crew can open the same plan without opening your margins.
🏠 A technician, writing a homeowner their PM list
Start from the room templates — Kitchen, Bathroom, Bedroom, Laundry, Living room, Garage, Attic, Exterior, Pool / Spa, Whole home and HVAC system — tick the tasks that apply and add your own. Every task carries how long it takes and how often it is due. The times that come with the templates are starting estimates and the builder says so; you edit them to your own.
🏢 An HVAC company, pricing a building
Lines can be the equipment records you already track, so a row reads as the actual rooftop unit or air handler rather than a description of one. Price the plan eleven ways — flat, per visit, hourly, per task, per item, per area, per event, blocks of hours, seasonal, tiers, or lines only — bill it weekly, twice a month, monthly, yearly, per visit or per term, add discounts, and say whether it renews.
🔑 A property manager, handing a checklist to their own crew
A plan does not have to be sold to anybody. Build the checklist, keep it on the location, and the Scope tab is what your technicians open — with no prices on it, because the priced tabs are not drawn for a technician or a Viewer in the first place.
✍️ Sent, opened, signed, and kept as agreed
Send a link and you are told when the customer opens it, and whether they accepted, declined or asked for changes. The accepted copy is kept exactly as it was agreed — changing a plan that is already in force starts a new version instead of editing the signed one. A plan can also be built for a prospect who is not a location yet, and turned into a location the moment they say yes.
Answer "when was this last serviced" without calling the office
Log every service visit as a dated record — technician names, work orders, before and after photos, and costs. Build a complete service history for every piece of equipment you manage.
📖 View Step-by-Step Maintenance Log Guide & Screenshots →Detailed Service Records
Each maintenance log captures the service date, technician name, service type, work performed, parts used, labor hours, and total cost. Attach before/after photos for visual documentation.
Refrigerant Recovery Section
Every maintenance log includes a built-in refrigerant recovery/recharge section. Enter the system charge and amount added — Equipment Tracker Pro saves it with the service record so you have a running history to reference (entries can still be edited or deleted by your team, so keep your own backups for anything audit-critical).
Full History for Every Piece of Equipment
View the complete chronological service history for any piece of equipment — every visit, every part replaced, every invoice scanned. Know exactly when each unit was last serviced and what was done.
Hand the customer a report with your name on it
Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo, name, and contact info on the cover. The library now includes 18 report types — all 18 on the web dashboard and 17 in the mobile app, because one is web only — including 5 tools built for landlords and property managers: a Prorated Rent Calculator, Rent-Increase Notice generator, Rent-to-Income Ratio screening tool, Fair Housing protected-classes reference card, and a Wear-and-Tear vs. Damage security-deposit guide. The Maintenance Summary report also offers a companion export of full-size service photos as a ZIP.
📖 View Step-by-Step PDF Reports Guide & Screenshots →Revamped Reports & Filters
Filter/Belt Schedules, Missing Spares audits, Refrigerant Inventory, Equipment Age, Fire Damper Reports, and more. Includes a revamped Maintenance Summary with date-range filters and visual Before/After photo proof grids — so clients and building owners can see exactly what was done.
Company Branding
Upload your company logo once, and it appears on the cover of every PDF you generate, along with your company name and contact info — perfect for client deliverables, building audits, and vendor meetings.
Supply Analysis
Filter and belt reports cross-reference installed consumables vs. on-hand inventory and calculate how many more you need to order, using smart size normalization so equivalent dimensions are grouped correctly.
📋 Complete List of the Professional Reports (18 Types, Including 5 Landlord & Rental Tools)
Never lose a rooftop record to no-signal
Your data works offline first — all changes are saved instantly to the device. With Cloud Backup turned on, your data automatically pushes to the cloud at launch, which puts it on the web dashboard and lets you restore it onto a new or replacement phone (and Smart Sync lets you manually pull down what changed on the web dashboard, or on a team, what your teammates changed). Plus, share complete equipment packages with users outside your workspace in a few taps.
📖 View Step-by-Step Cloud Sync Guide & Screenshots →Zero-Signal Redundancy
Engineered for industrial mechanical rooms, hospital sub-basements, and remote rooftop locations where cell service is nonexistent. All read/write operations execute against a localized SQLite cache instantly — no network dependency. Once you're back online, Cloud Backup and Smart Sync push and pull the changes without losing anything.
Smart Sync & Conflict Resolution
Run Smart Sync any time to compare your device against Firebase. It detects cloud-vs-device mismatches, flags conflicts, and lets you triage differences before resolving — it's a tool you run when you want it, not a background process. Full system restore rebuilds your database from backup with a single tap.
Guest Submissions & Inbox
Send equipment to any Equipment Tracker user outside your workspace — a building owner, a subcontractor, another company — with Send to User. Guest technicians can also log service reports on-site via the equipment QR code without installing Equipment Tracker Pro. Submissions route to your Transfer Inbox for review and single-tap merging, with separate Technician and Vendor fields on every record.
🔁 Building Ownership Transfer
Generate secure, one-time 6-character transfer codes to shift full building ownership to another user. Packages all equipment specs, pictures, parts, and logs for a complete data hand-off, manageable via Equipment Tracker Pro or its web dashboard.
Put the crew on the same records without sharing a login
One workspace owner licenses a block of seats so teammates can log in with their own accounts and work from the same shared building/equipment data, instead of everyone keeping separate, disconnected copies. Read our Team Plans announcement to learn how role-based access and seat tiers work.
Join With an Invite Code
Enter a secure 6-character invite code on the Team screen in the app (or the Account page on web) to immediately connect to your team's shared workspace.
Roles Control What Each Member Can Do
Assign roles: Owner, Manager, Tech, or Viewer. A Viewer is a trainee who can look at everything except invoices and change nothing. A Tech adds, edits and deletes equipment, parts, logs and PM schedules and runs work orders. A Manager also edits location details and tenants, handles invoices, and can delete work orders. Only the owner invites, removes and re-roles members.
Seats, Not Per-User Billing
One subscription licenses a block of seats — 5 at a time, up to 50 — rather than billing per user. Current prices for your region are on the pricing page. The web dashboard's Team page shows current usage as "X of Y seats used."
Your Stickers, Your Web Address
Your live QR stickers and door tags can use a web address your company owns, like tags.yourcompany.com. Tick the Before you start checklist and save it under Settings → QR Codes & Stickers (Account Settings on the dashboard): we connect it for you, show and email the records to add where you bought your domain, and email you when it works. Download my sticker pages saves a copy of every sticker page, so if you ever move, you point your address at that copy and the stickers in your customers' buildings keep working.
Work out the leak rate before an inspector does
For systems containing a circuit charge of 15 pounds or more, the EPA mandates immediate repair when annualized leak rates exceed 10% for comfort cooling, 20% for commercial refrigeration, or 30% for industrial process (IPR). The compliance clock starts the moment the exceedance is identified — not when paperwork is filed.
🧮 Use the free EPA 608 leak rate calculator in your browser → 📖 Step-by-step: set up leak rate alerts in the app, with screenshots →Automatic Leak Rate Calculation
Log a refrigerant recovery/recharge and enter the system charge — Equipment Tracker Pro calculates the annualized leak rate for that addition on the spot and flags it if it exceeds the applicable EPA threshold. No manual math. No spreadsheets. This calculator is free on every tier, including the free plan. One condition on that flag: the EPA thresholds are United States federal law (40 CFR Parts 82 and 84), so when you log the addition with the app set to Metric units it gives you the leak rate and a note about the rules in your own country — the EU F-Gas Regulation measures in tonnes of CO₂-equivalent rather than weight — in place of a US threshold in kilograms. Imperial is the default. The same arithmetic runs in your browser with nothing installed and no account — enter the full charge, the pounds added and the days since the last check.
Proactive Violation Alerts
Equipment Tracker Pro displays a high-visibility compliance alert the moment a leak rate breaches the applicable EPA threshold — 10% comfort cooling, 20% commercial refrigeration, or 30% industrial process (IPR) — so technicians can immediately notify building management and initiate required repairs before the regulatory clock runs out.
Compliance-Ready Records
Refrigerant additions, recovery weights, calculated leak rates, and violation flags are saved with the service record, and a Pro single-record ZIP export or branded PDF report can hand that history to an EPA compliance officer or inspector. Like any log in the app, entries can still be edited or deleted by your team, so keep your own backups for audit purposes.
Know which contractor was in the building, and when
Turn any building into a managed entry point. Generate a branded QR code door sign for each building — vendors, contractors, and technicians scan it to log their arrival and departure. No app download, no account, no friction. You get an always-up-to-date log of everyone who was on-site, filterable by day.
📖 View Step-by-Step Vendor Check-In Guide & Screenshots →📋 QR Code Door Sign
Generate a professional, print-ready door sign (8.5×11") with your building name, a scannable QR code, optional custom message from building management, and step-by-step instructions for vendors. Print it, laminate it, and post it at your entry point.
🟢 / 🔴 Check-In & Check-Out
Vendors scan the QR code with any phone camera — no app install required. They enter their name, company, reason for visit, and select Check In or Check Out. Submissions are timestamped and stored in your building's real-time log instantly.
📅 Calendar Log & Triage
Access a calendar view of visitor logs and tap any day to see who checked in and out, with duration and notes for each visit — viewable from both web and mobile.
📧 SMS & Email Alerts
Configure unlimited email addresses per building for automatic email alerts whenever a vendor checks in or out. Add phone numbers for text alerts too — each number must confirm an opt-in reply before texts will send, per SMS carrier rules.
Do the paperwork at a desk, on a real keyboard
Manage your operations from a centralized desktop screen. Access your equipment database from any browser at equipment-tracker.com — no app install needed. Browse all buildings, view equipment details, generate and export reports, and dispatch equipment from your office computer. On a Team plan you can also assign work orders to teammates. The dashboard is included with every Pro subscription at no extra cost, once Cloud Backup is turned on in the app so your data has somewhere to sync from.
📖 View Web Dashboard Guide & Screenshots →Bring what you already have without retyping it
Migrate appliance and equipment records from other apps like Centriq or HomeZada directly into your account in minutes. The importer accepts any standard .csv file export and guides you through a clean 5-step import, either on the phone (Import ZIP / CSV on the home screen, then Import CSV Spreadsheet) or in a browser (More, then Import Data, on the web dashboard).
Dynamic Column Mapping
No need to reformat your spreadsheets or export sheets. The importer automatically detects headers (like Brand, Model, Serial, and Location) and lets you manually align custom columns to target equipment fields.
Smart Deduplication Check
Prevents duplicate data entry by cross-referencing incoming serial and model numbers against existing assets in your Firestore account, allowing you to highlight and skip duplicates automatically.
Validation Previews & Fallbacks
Preview mapped data in a clean validation table before writing to the database. Set fallback values (such as default building names or equipment types) for rows that have empty fields in the source file.
Start Tracking Smarter Today
Core tracking, barcode scanning, parts management, and maintenance logs are free forever, as are Text-mode and JSON-mode QR tags. Upgrade to Pro for Link-mode tags, AI scanning, cloud sync, branded reports, and more.
Every plan, Pro and Team, includes a 7-day free trial for first-time subscribers