Pro Reports & PDFs
Step-by-Step Guide
Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo.
Reports with no signal: HVAC service reports built as a PDF on the phone explains why a report can be made in a basement with no bars.
📊Pro Reports & PDFs
Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo.
Reports with no signal: HVAC service reports built as a PDF on the phone explains why a report can be made in a basement with no bars.
⚡ Pro Upgrade
📱 Mobile App Guide
Navigate to Reports
On the home screen, open TOOLS & REPORTS and tap Generate Reports. Pick a report and tap CONTINUE. The PM Due report lists the PMs due in the next 7 days, 30 days or 90 days, or between two dates you pick (Pick dates), overdue first. Build a Report lets you tick the sections you want for one location and makes one PDF titled Custom Report. On the phone, Location Detail and the equipment-with-photos section of Build a Report hold up to 40 units; the dashboard has no limit. A location’s own Reports button lists just the reports that location has data for, and the CBPS O&M Plan (Excel), which makes the Washington Clean Buildings O&M workbook for that location. (Page 1) Dashboard button for Generate Reports. (Pages 2-3) Selecting from the available report types.- Configure Report Filters: Tick the locations to include, or SELECT ALL, and tap CONTINUE. For a maintenance summary you then tick the service logs and the photos to include, set a date range under FILTER BY DATE RANGE, and choose INCLUDE COST / BILLING INFO or not. Tap GENERATE REPORT. (Page 1) Choosing the locations. (Page 2) Picking logs and photos, the date range and the cost option.
- Export and Share PDF: The finished report shows a REPORT PREVIEW. GENERATE & SHARE PDF makes the branded PDF and opens your share sheet; on Android, SAVE PDF TO DEVICE saves it. COPY REPORT TO CLIPBOARD copies it as text, and a maintenance summary can also EXPORT FULL-SIZE PHOTOS ZIP. (Page 1) The report rendering preview page. (Page 2) The system share menu displaying email, print, and export actions.
Good to know
- Include attached PDFs on a Location Detail or Build a Report adds the pages of the PDFs attached to the location and its units after the report, each behind a page that says what it is. A PDF that cannot be added is listed with the reason. On the phone and the dashboard.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.