Commercial HVAC maintenance software: keep track of what you owe.
A PM agreement promises work on specific equipment. Track what’s due, what’s booked, what got done and what still needs a return visit.
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A quarterly visit is on the board. The tech gets to three of the four units, then loses roof access. The job has a date and a timesheet, but the customer is still owed work, and your maintenance software should make that easy to find.
Keep the promise separate from the appointment.
Start with the agreement: covered sites and equipment, included tasks, service windows, term dates and billing terms. Then attach the scheduled visits and the record of what was done. Moving an appointment shouldn’t quietly move the window you promised the customer.
The service manager needs answers to three questions: what do we owe, when are we going, and what did we finish?
A two-unit agreement, reviewed on July 2.
In this made-up example, the agreement covers RTU-1 and RTU-2 at one office building, with four visits a year and the tasks for each visit written into the agreement.
Swipe the table sideways to see the promised window, booking and remaining work.
| Visit | Promised window | Booked and completed | What the office needs to see |
|---|---|---|---|
| Winter | January 1 to 31 | Both units serviced January 14. | The completed work and reviewed report stay with the equipment. |
| Spring | April 1 to 30 | RTU-1 serviced April 16. No access to RTU-2. Return booked July 8. | RTU-2’s spring work is overdue, and it stays overdue even though it’s now booked. |
| Summer | July 1 to 31 | Both units booked July 22. | Booked, not done yet. Keep it separate from the spring return. |
| Fall | October 1 to 31 | Not booked yet. | Owed under the agreement, even though it isn’t on the dispatch board yet. |
A return visit and a repair quote need different follow-up.
The missed work on RTU-2 is still part of the spring PM. Note the access problem, what’s left to do, and who’s arranging access for the return. If the customer agrees to skip it, record that and the reason.
Now say the tech also finds a worn belt on RTU-1, and belts aren’t covered by this agreement. That needs its own repair decision, with a quote and approval where required. It goes on RTU-1’s record as a separate repair, not as maintenance done. The two-unit service report example shows how to keep today’s work apart from a repair waiting on approval.
Test the software with one unfinished visit.
- Open the agreement and find its covered equipment and seasonal work.
- Find work that’s owed but has no appointment yet.
- Move a visit past its promised window and see whether the late work stays visible.
- Record partial work and a return, then check the office view and the customer report.
- Change the agreement for the next term and confirm the old work and exceptions are still on record.
Ask how a visit gets marked complete. If someone can close it with included work still undone, find out where that shows up and who reviews it. Use the same commercial HVAC comparison script for every system on your shortlist.
How BoltWright handles agreement work.
BoltWright records the agreement’s terms, covered equipment, scope and service windows, and lays out the visits it promises. As they come due, the office creates them for dispatch. The maintenance view separates completed work, missed work and work at risk. The office can change terms and record agreement changes without erasing past work.
Agreements sit in the same records as dispatch, field capture, reports, repair quotes and invoices. There’s more on keeping that history with each unit.
If a reactive call pulls a tech off a two-tech PM visit, the dispatch handoff example shows how to keep assignments, owed work and the return visit straight.
Bring one agreement and one unfinished visit.
Use a redacted example from your shop, and we’ll walk through the equipment, promised work, booking, field record and office follow-up together.
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