Category guide, Service and maintenance
HVAC service software: work orders, device cards and maintenance tracking
- Author
- PureField
- Published
- Updated
HVAC service software is business management software that tracks air conditioning and boiler service work in one place: QR device cards with warranty and maintenance dates, work orders assigned to engineers, mobile service reports with photos and signatures, and maintenance reminder emails sent to customers. PureField connects these records to the customer card and the quote.
What HVAC service software covers
HVAC service software keeps the customer's devices, service requests, work orders and service reports in one record. A technician opens a device's QR card to see its warranty, next maintenance date and past reports. The office sees the same record and plans the next visit. The service history stays with the device, in its card, instead of in a folder or a technician's notebook.
Selection criteria at a glance
The table lists what a service program should cover for air conditioning and boiler work, and who uses each part.
| Feature | What it does | Who uses it |
|---|---|---|
| QR device card | Warranty, maintenance date and past reports sit on one card | Technician, service coordinator |
| Work order | A service request is scheduled and assigned to an engineer | Service manager, coordinator |
| Checklist template | Every visit follows the same control steps | Technician |
| Service report | The completed report exports as PDF and goes out by email | Technician, manager |
| PM reminder email | The customer receives a reminder based on the next maintenance date | Service coordinator, customer |
| Invoice link | An invoice is created from a completed service report | Accounting, manager |
From fault report to signed report in PureField
- The customer opens a service request, which is linked to a work order.
- The coordinator schedules the work order and assigns an engineer.
- The technician scans the device QR card, and the warranty, maintenance date and past reports open on screen.
- The checklist template guides each control step, and before and after photos are added to the report.
- Customer and engineer signatures appear in the report, and the PDF is emailed to the customer.
- The customer rates the visit on the rating portal, and the report is saved on the device card.
From accepted quote to device card
When a quote is marked accepted in CRM, an order opens in the stock module. The sales team opens device cards from the quote lines. The customer card then shows sales, device and service records together, so the service team plans the first visit from those records.
Maintenance reminders and new work orders
When the next maintenance date on a device card arrives, PureField sends a reminder email to the customer. The service team then opens the new work order and assigns the visit, so the record of who performs which job stays with the team. For contracts with planned visits, the reminder and the work order remain separate steps that the team controls.
Invoicing and accounting link
A completed service report can be turned into an invoice. With the Aposkal integration, outgoing e-invoices and incoming e-invoices flow through, and customer matching requires the customer's tax number. Collections and payments appear on the customer record, so the team sees which reports have been billed from the same place.
Packages and setup
The management panel runs in the web browser, and field teams use the separate field app. Packages are named PureStart, PurePioneer and PureExecutive, and each is scoped by device count and team size. Send your details through the quote form to receive a tailored proposal.
Evidence
- QR device card
- Warranty, next maintenance date and documents sit on one card, which opens with a QR code.
- Service report
- The completed report goes out as a PDF by email, and the customer can rate the service on the rating portal.
- PM reminder
- A reminder email goes to the customer based on the next maintenance date stored on the device.
- Field report
- Before and after photo blocks, plus engineer and customer signatures, are added to the report.
- Quote to order
- When a quote is marked accepted in CRM, an order opens in the stock module.
Book a demo and we will set up device cards and the maintenance calendar for your HVAC team. Book a demo
Frequently asked questions
How is service tracking software different from a paper service form?
A paper form keeps device history in a folder, and finding an older visit takes time. In PureField the device card, work order and service report stay linked, so the history opens from the card the technician scans.
How is a device's service history tracked with a QR code?
Each device gets a QR card. When the technician scans it, warranty, maintenance date and earlier service reports appear on screen, and the new report is added to the same card.
Does the customer get a reminder when maintenance is due?
Yes. A PM reminder email goes to the customer based on the next maintenance date on the device card. The service team then opens the work order for the visit.
Can one program handle both boilers and air conditioners?
Yes. Device type and maintenance plan are set on each device card, so boiler and air conditioner records live in the same program, each on its own card.
How does the customer receive the service report?
The completed report is sent as a PDF by email. The customer can also rate the service on the rating portal.
How do I find out the cost?
Packages are named PureStart, PurePioneer and PureExecutive, and the scope depends on device count and team size. Share your details through the quote form and we will prepare a tailored proposal.