Scan the nameplate. Tag the unit. Get paid before you leave.
Equipment Tracker is a free phone app for HVAC technicians and service companies: a photo of the nameplate fills in the manufacturer, model, serial, voltage and refrigerant (10 free AI scans), each unit’s service history sits on a QR tag, and PMs, work orders and invoices run on the same phone, offline. Core tracking is free; Pro is $9.99 a month or $79.99 a year, and Team is $39.99 a month for 5 seats including the owner.
Free to download, and core tracking is free, always. Pro is optional: $9.99 a month or $79.99 a year for you, or $39.99 a month for a crew of 5, you included, all with Pro. 10 free AI scans. 7-day free trial for first-time subscribers.
If you start a plan on this website, it renews automatically at its listed price after the 7-day free trial until you cancel; you can cancel any time on this website from Account Settings, then Modify or Cancel Subscription.
What people using it say
Real reviews from the App Store and Google Play. Tap a card to read it on the store.
This is an awesome app for companies to use! You can track service history, inventory, and all the information on your equipment. You can even keep track of special tools with a tool checkout system. Any technician can walk up to a piece of equipment and instantly pull up its complete service history. You can also keep track of vendors, maintenance schedules, filter and belt changes, and much more. I actually had a maintenance guy call me saying he needed a motor for a unit. I was able to pull over, look up the unit, get all the information I needed, and order the correct motor right from the information in the app. It's a great way to keep all your equipment, maintenance, inventory, and service information organized and easily accessible for your entire team.
I have been in need of a formal equipment tracker for 15+ years of mechanical / HVAC service work! This application provides detailed mechanical equipment tracking, photos with ease of generating reports to share with field technicians, office workers and customers. I highly recommend this to anyone that finds the need to be detailed, organized and professional. 5 starts!!
A selection of the written reviews on both stores. Reviews from the developer and his family are left out.
Built and supported by Jonathan M. Curtis, a working HVAC service technician. Questions? Write to support@equipment-tracker.com.
Watch it in 60 seconds
Every visit, part and work order for a unit, on your phone. The core is free forever; Pro and Team add a 7-day free trial.
What it does for the tech, and for the company
Scan a nameplate instead of typing it
Your first 10 scans are free. After that, scanning needs Pro.
Take a photo of the data plate, even a faded one, as long as the text is still legible. The AI fills in the manufacturer, model and serial, voltage, phase, MCA and MOP, refrigerant and charge, and whatever else the plate prints. It reads parts and tools with a plate the same way.
The photo is read in the cloud, so scanning needs a signal. Equipment, parts, service logs, PMs and invoices work without one.
The unit’s history on a QR tag
Printing labels is free. A tag that opens the unit’s web page needs Pro.
Stick a QR label on the unit. The next tech who scans it with any phone camera sees the specs and every service visit on a web page, with no app and no login, and can log their own visit for you to accept.
Run the crew: PMs and work orders
Free. Assigning jobs to your techs needs a Team plan.
Set a recurring PM on one unit or a whole site, or start from a preset such as filter changes or coil cleaning. Work orders move from Open to In Progress, On Hold and Done, with hours and parts logged, and finished work goes into the equipment’s history.
On a Team plan you assign each PM and work order to a tech, and each tech has their own login. A job you cannot take can go to a subcontractor with their own Pro account.
Maintenance agreements your customer signs
Building the agreement is free. Sending it to the customer needs Pro.
Build the agreement for a building: the rooms, the equipment, the tasks, how often each one is done and what you charge. Send it to the customer to sign online, and your techs work from the same plan without ever seeing a price.
Invoice the job and get paid on the spot
Invoices are free. Taking card payments needs Pro.
Turn a finished work order or PM visit into an invoice with the hours, rate and parts already on it. Scan the supply-house receipt and bill the parts at cost plus your markup; reading a receipt uses your 10 free AI scans, then Pro.
The customer pays from a link or a QR code on your screen: card or bank into your own Stripe account with Pro, for 0.5% per payment and never more than $10, or PayPal or Venmo on any plan.
EPA leak rates, worked out for you
Free on every plan
Log the refrigerant you added and the system charge, and the app works out the leak rate, annualized when you enter the date of the last charge. It flags the visit when the rate crosses 10% for comfort cooling, 20% for commercial refrigeration or 30% for industrial process refrigeration, on systems holding 15 lb or more of an HFC (EPA’s HFC leak repair rule, from 1 January 2026), or 50 lb or more of R-22 or another ozone-depleting refrigerant (the Section 608 leak repair rule).
The HFC rule does not apply to residential and light-commercial air conditioners and heat pumps, at any charge size. The app keeps the records; it does not make you compliant.
This tool is a calculation aid, not a compliance determination. Check the rule for your appliance and refrigerant: 40 CFR 84.106 (HFCs) · 40 CFR 82.157 (ozone-depleting, Section 608)
How it works
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1
Scan the nameplate
The equipment goes into your list with its specs, filed under the customer’s site.
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2
Tag it
Print a QR label for the unit and stick it on.
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3
Service it and bill it
Log the visit, the parts and the refrigerant, and send the invoice. The next tech who scans the tag sees all of it.
What it costs
Free
$0
to download and use
Unlimited equipment and sites, service logs, parts, PM schedules, work orders, invoices, the EPA leak rate calculator and 10 free AI scans.
Pro
$9.99
a month, or $79.99 a year, for one person
AI scanning after the first 10, QR tags that open a web page, card and bank payments, sending agreements to be signed, PDF reports, cloud backup and the web dashboard.
Team
$39.99
a month for 5 people, you included
Every tech gets Pro, with their own login, on one shared account. The roles are fixed: Owner, Manager, Tech and Viewer, plus a read-only Customer role for the people you work for, which takes a seat. Add 5 more seats for $40 a month, up to 50. Billed monthly, or yearly at $399.99 for 5 people (about 17% less).
The core app stays free. Pro and Team are optional upgrades, and each has a 7-day free trial for first-time subscribers.
Full pricing and what each plan includes →If you start a plan on this website, it renews automatically at its listed price after the 7-day free trial until you cancel; you can cancel any time on this website from Account Settings, then Modify or Cancel Subscription.
Put my crew on it, 7 days free →Questions
Which maintenance app should a small HVAC team use?
Pick the app your techs will actually open in a mechanical room: check that it works with no signal, reads a nameplate without typing, runs PMs per tech, and gives each tech their own login at a price a small crew can carry. Equipment Tracker's Team plan is $39.99 a month for 5 seats, you included, each with Pro and its own login (Owner, Manager, Tech or Viewer), plus $40 a month per further 5 seats. Logging service and completing PMs work with no signal. It does not export to QuickBooks. The core app is free to try, and a first Team plan has a 7-day free trial.
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.
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.
Does it replace ServiceTitan or Housecall Pro?
No. There is no drag-and-drop dispatch board and no online call booking. It covers the equipment side of the work: nameplates, each unit’s history on a QR tag, PMs, work orders, maintenance agreements and invoices your customer can pay on the spot.
Does it connect to QuickBooks?
No. There is no QuickBooks or Xero sync or export. Invoices and payments are kept in the app, and each invoice can be sent to the customer as a PDF.
Can my techs see what I charge?
Invoices and the prices on a maintenance agreement are hidden from Techs and Viewers in the app. A tech who finishes a job can enter the hours, the rate and the materials, and sees your default labor rate there.
How much is it for a crew?
A Team plan is $39.99 a month for 5 people, you included, which is about $8 a person, and every one of them gets Pro. Each further 5 seats adds $40 a month, up to 50. The people you invite sign in with their own free account and need no plan, and there is a 7-day free trial for first-time subscribers.
Are the 10 free AI scans every month?
No. They are a one-time allowance for your account, and one allowance per phone, shared by nameplate, receipt, condition and diagnostic scans. After that, AI scanning is Pro.
Does it work without cell signal?
Yes. Equipment, parts, service logs, PMs, work orders and invoices are saved on the phone and work with no signal. AI scanning needs a connection, and so do cloud backup, the QR web pages and the web dashboard.
Can I bring in the equipment list I already have?
Yes. In the app, Import ZIP / CSV on the home screen brings in a spreadsheet, free. With Pro you can also use the importer on the web dashboard, which saves straight to your cloud account.
Is the EPA leak rate calculator free?
Yes, on every plan including the free one. The thresholds are United States federal rules, so with the app set to metric units it gives you the leak rate and a note about your own country’s rules instead.
Read next
Scan your first nameplate today
Download the app and point it at a data plate. Your 10 free scans are waiting, core tracking stays free, and a Team plan trial puts your whole crew on it for 7 days.
If you start a plan on this website, it renews automatically at its listed price after the 7-day free trial until you cancel; you can cancel any time on this website from Account Settings, then Modify or Cancel Subscription.
