--- title: "HVAC Maintenance Software: Signed PM Reports for Every Unit — FixAhead" description: "HVAC maintenance software: give the building owner a signed report for each unit's PM, backed by required checklist steps and photos, and schedule each unit's seasonal PM." --- # HVAC maintenance software for proof of every PM Give the building owner a signed report for each unit's visit, backed by required checklist steps and photos from the rooftop. [Start free](https://app.fixahead.com/signup) - Free plan, no card. ![The quarterly filter change on Pinecrest RTU-1 on the roof, Completed by Javier Rios.](/_astro/fixahead-hvac-pm-report-opening-1134.BZiH8nfA.webp) *A rooftop unit's signed PM report* ## Schedule every unit under its maintenance agreement Set each unit's filter changes, coil cleaning, and seasonal inspections, and each work order arrives before it's due. [How to check that preventive maintenance is really done](/blog/how-do-you-know-preventive-maintenance-is-done/) ![A PM schedule on Calendar repeating every 3 months; the quarterly filter change on Pinecrest RTU-1 with Javier Rios, due in 86 days; and the work order it made, Completed, for Pinecrest RTU-1 on the roof.](/_astro/fixahead-hvac-pm-schedules-feature-506.BAsqpkVn.webp) *Seasonal PM schedules for rooftop units* ## Prove what happened on each visit The technician follows the unit's procedure on Android, completing required tasks and photos before the job is marked complete. When you pay by assets, all your technicians get logins. - ### A checklist for the visit Attach the procedure to the PM schedule, and every generated work order carries the same required tasks.![The quarterly filter change PM on Pinecrest RTU-1 with procedure RTU-Q Rooftop unit quarterly service chosen, and its work order's four tasks ticked: replace filters, clean the condenser coil, check the contactor and capacitor, and photograph the coil after cleaning.](/_astro/fixahead-hvac-pm-checklist-area-554.BxTtG2io.webp) - ### Photos at the unit Add several photos to a task from the phone, with a photo required on any check you choose.![A rooftop unit, with its quarterly service procedure over it, the coil photograph task mandatory with a photo required, beside an Android phone completing the work order with a photograph of the cleaned condenser coil.](/_astro/fixahead-hvac-photo-coil-area-554.AaQ2RDkq.webp) - ### A signed customer report Share the report by link, or download the work order as a PDF for your customer.![Pinecrest RTU-1's recent work orders: its quarterly filter change, Completed, and Restore cooling, Pinecrest suite 104, High and Closed.](/_astro/fixahead-hvac-customer-report-area-554.Tmsp0FYP.webp) - ### PM compliance by unit See each unit's scheduled, completed, and overdue PMs with its compliance percentage.![The quarterly filter change on Pinecrest RTU-1 every 3 months with Javier Rios, and its PM compliance: 1 completed, 0 overdue, 100 percent, Excellent.](/_astro/fixahead-hvac-pm-compliance-area-554.hzXK4QAJ.webp) ## Know each unit and what went into it Import your unit list from a spreadsheet, or send it to us and we load it free. Then record filters, belts, and refrigerant as parts used on each work order. - ### Fields for each unit category Choose from 9 field types for the details your technicians need at the unit.![A custom Short Text field, Filter size, for Rooftop Units, and Pinecrest RTU-1's details: filter size 20 x 20 x 2, 4, and belt A42.](/_astro/fixahead-hvac-unit-fields-area-361.D53gaz22.webp) - ### Parts from the rooftop Record parts used on Android before leaving the site, up to the quantity reserved.![The quarterly filter change on Android, four pleated filters recorded, then the filter's work order issue of 4 by Javier Rios.](/_astro/fixahead-hvac-mobile-parts-filters-area-361.C8mCcnC4.webp) - ### Refrigerant added, on record Log refrigerant as a part used against the unit and its work order, with its quantity and cost.![The chiller refrigerant leak repair on Android with 5 of 6 pounds of R-410A recorded, then the parts list with R-410A refrigerant at 25 pounds, $14.20 a pound.](/_astro/fixahead-hvac-refrigerant-area-361.BwC9snr3.webp) - ### Low Stock before the next visit Get an alert at each filter, belt, or refrigerant part's minimum stock.![A Low Stock Alert for the contactor, dual run capacitor, condenser fan motor and V-belt, over the condenser fan motor, CFM-025, stock 1, and the V-belt, BLT-A42, stock 2, each Low Stock.](/_astro/fixahead-hvac-low-stock-area-361.CrB1C7K-.webp) - ### Each row checked first See every flagged row before the unit list loads.![The asset import template in a spreadsheet with Brisklane's units and their categories, then the file brisklane-units.xlsx chosen.](/_astro/fixahead-hvac-import-units-area-361.DTGDalEl.webp) ## How a five-site HVAC contractor would run it Say you run a commercial HVAC service company: you and four technicians, with service agreements on five customer sites, from a medical plaza's rooftop units to a tool shop's chiller and a school gym's unit. Each customer site and its units sit in the location tree, and each unit's PM work order arrives before the visit. - **Calendar or running hours.** Quarterly filter changes by calendar, and the chiller's 500-hour service from the hours you enter. - **Customers report from the unit.** The site's contact scans the QR code on the unit and reports with no account. - **Work on the roof without signal.** The technician completes the tasks and photos offline, and the record syncs from the van. ![The Sorensen CH-1 chiller in its yard, with the contractor's asset tree over it: five customer sites, Pinecrest Medical Plaza, Sorensen Tool and Die, Midvale Public Library, Harbor Street Lofts and St. Brendan Parish School, Sorensen's Chiller Yard holding Sorensen CH-1.](/_astro/fixahead-hvac-setup-scenario-506.Ck9ezAME.webp) ## Free maintenance templates Checklists and forms for your trade's equipment, each ready to download and use. - ### Annual maintenance schedule Recurring maintenance for common building equipment, by frequency and month. [Open the template](/templates/annual-maintenance-schedule/) - ### Asset register The equipment and assets a site holds, with each one's location, category, custodian and tags. [Open the template](/templates/asset-register/) - ### Boiler checklist A boiler checklist grouped by frequency, from daily checks of the water, burner, and gauges to monthly interlock tests and annual inspection. [Open the template](/templates/boiler-checklist/) - ### Chiller checklist A chiller checklist grouped by frequency, covering operating readings, strainers, tube testing, annual inspection, and the refrigerant leak records. [Open the template](/templates/chiller-checklist/) - ### Exhaust fan checklist An exhaust fan checklist grouped by frequency, covering belts, bearings, dampers, blades, airflow, and the checks made after a belt or speed change. [Open the template](/templates/exhaust-fan-checklist/) - ### HVAC and air handler checklist Monthly, quarterly, annual, and before-heating-season checks for rooftop units, split systems, and air handlers. [Open the template](/templates/hvac-and-air-handler-checklist/) - ### Work order form One work order from request to completion, with time, parts and any charge to the occupant. [Open the template](/templates/work-order-form/)