Use equipment tracking to provide better service and identify sales opportunities.
Why Track Equipment?
Equipment records help you:
- Answer "What do I have?" before arriving at a job
- Know if it's under warranty before quoting repairs
- Identify systems approaching end of life (proactive replacement sales)
- Track what you've serviced for liability protection
- Generate recurring maintenance opportunities
Equipment Fields
Required:
- Equipment type (AC, Furnace, Water Heater, etc.)
- Location (e.g., "Attic", "Basement", "Outside North")
Recommended:
- Brand and model number
- Serial number (for warranty lookup)
- Install date (actual or estimated)
- Warranty expiration (parts, labor, compressor separately)
- Tonnage/capacity
- Refrigerant type (R-22, R-410A)
Automatic Equipment Creation
Equipment can be created automatically when:
- A job is completed with equipment details noted
- An install estimate is accepted (new equipment added)
- A technician scans an equipment label (mobile app)
You can also import equipment from spreadsheets.
Service History Per Equipment
Each equipment record shows:
- All jobs performed on that unit
- Parts replaced and dates
- Technician notes from each visit
- Photos attached to jobs
This history is invaluable for diagnosing repeat issues.
Warranty Tracking
Track multiple warranty types per unit:
- Parts warranty - Manufacturer parts coverage
- Labor warranty - Your labor warranty from install
- Extended warranty - Third-party coverage
HeyJack alerts you when checking customer profiles if equipment is under warranty, so you don't quote repairs that should be covered.
Replacement Alerts
Set up automatic alerts for aging equipment:
- System age threshold (e.g., 15 years for AC)
- Repair-to-value ratio (repairs exceeding % of replacement cost)
- R-22 refrigerant systems (phase-out reminder)
When triggered, HeyJack creates a task to contact the customer about replacement options.
Equipment Reports
Use equipment data for marketing:
- List of customers with equipment over X years old
- Customers with R-22 systems needing conversion
- Equipment due for maintenance this month
- Warranty expirations in the next 60 days