Know everyunit's age beforeit quits.
Your tech takes one photo of the data plate. AI reads the model and serial onto the customer's record, and a person on our side files the maker's warranty registration by hand. When the unit gets to 10 years old, that customer starts getting a yearly check-in email from you.
Price: Quote. Priced from your numbers after the free audit. It comes inside Revenue Engine, or we add it to Quote Closer Desk.
- Customer
- Unit
- Model
- Serial
- Made
- Warranty
- Check-in email
Pick a unit, then tap the plate.
You put the unit in. Then nobody writes it down.
The model and serial are on the unit, the install date is on an old invoice, and the registration card is still in the box. Ten years later, it all matters.
Warranty never got registered, now it's a $10k compressor.An owner's story we found through search
Their 15-year-old unit dies and they call whoever's top on Google.Our own description of how it goes
The model and serial are on a sticker in the attic. Nowhere else.
One photo puts them on the customer's record.Registering is on the tech's list. It rarely gets done.
It comes off the tech's list. We file it.A no-heat call comes in and nobody knows what's down there or how old it is.
The record shows the unit, its age and its warranty before anyone gets in the truck.The first line is paraphrased from an owner's story we found through search. The rest are our own description of how it tends to go. None of these are our clients.
From one photo to a replacement you saw coming.
Seven pieces. We set up each one and keep it running. Your techs take the photo, and we handle the rest.
Your tech takes one photo of the data plate.
On every install and every service call where the unit isn't on file yet. They send it from their phone through a link we set up, tied to that job's customer. There's no app to install and nothing to type.
AI reads the plate.
It pulls the maker, model, serial and build date off the photo and puts them on that customer's record. Plenty of makers code the build date into the serial, so when the plate doesn't print a date, the serial usually tells us.
A person checks anything the AI isn't sure of.
Faded, scratched or glare-shot plates get flagged. Someone on our side looks at the photo next to the read before the record saves. If the photo can't be read, we ask the tech for another one on the next visit.
The maker's registration, filed by hand.
For new installs, a person on our side fills in the maker's registration page and saves the confirmation on the customer's record. Some makers only give their longer parts warranty when the unit is registered.
Source: hvac.com, on the American Standard warranty.
The next call starts with the unit's history.
When that customer calls, the record already shows what's installed, how old it is and whether the warranty is on file. Your office can say so on the phone, and the tech knows what's waiting for them before they leave.
From year 10, a check-in email once a year.
Units from 10 to 15 years old get a short email from your business, once a year, offering a check and a straight answer on repair or replace. Email by default. Texts only go to customers who said yes to texts. Every email has an unsubscribe link, and replies come to you.
One part of your monthly report.
Units added, registrations filed, check-in emails sent, checks booked and replacement jobs that came from the list. A replacement only counts if the unit was on the ledger and the customer booked after one of our emails.
Move the clock and watch the list come due.
This is a sample shop's ledger. Units you added from the plate above show up here too. Slide the year ahead, then tap any unit to see what its customer would get from you that year.
Who it's for.
Shops that put equipment in people's homes and want to be the ones those people call when it gets old.
A good fit if
- You install and service equipment with a data plate: furnaces, heat pumps and AC, water heaters and boilers, standby generators, well pumps.
- You do installs most weeks, so registrations pile up if nobody owns them.
- You've been around long enough that some of your units are near 10 years old, or soon will be.
- You'd rather sell a planned replacement than race three other shops on a no-heat call.
Probably not if
- Your work has no data plate, like roofing, fencing or paving. Weather alerts to past customers or old quotes turned into jobs fit better.
- Your field software already keeps equipment records and your techs fill them in. We look at it in the audit and fill the gaps there instead of starting a second list.
- You mostly service units other shops installed and rarely do installs yourself. The ledger still works, but there's less to register.
Who it's built for.
- Techs who'll take one photo. Per unit, per visit, until it's on file. That's the whole ask in the field.
- Your customer list. A spreadsheet or an export from your software, with addresses.
- Old install records, if you want the back years. Invoices or a spreadsheet. We enter those by hand so older units get their emails too.
- Access to each maker's registration site. We set it up with you on a call, once per maker.
- A texting consent line. On your booking form, so customers can say yes to texts. Without it, check-ins go by email only. We add it for you.
- The base underneath. Included in Revenue Engine, which fits shops with about 500+ past customers and someone in the office. Or added to Quote Closer Desk.
What a list of old units could add up to.
This only counts replacement jobs from the yearly check-in emails. Repairs, tune-ups and warranty savings aren't in it.
A replacement only counts if the unit was on your ledger and the customer booked after one of our check-in emails. Jobs they would have called you for anyway are hard to tell apart, so we show you the list and let you judge.
What it won't do.
Better to know now than after you've signed.
- It can't read every plate.Faded, painted-over or glare-shot plates get misread. That's why a person checks anything the AI flags before the record saves, and why we sometimes ask for a second photo.
- It can't register a unit after the fact.Each maker sets its own rules and window for registration. We file new installs right away. For older units we note what we can confirm and don't promise coverage that isn't there.
- It doesn't file warranty claims.The record shows the warranty is on file and where the confirmation is. The claim itself still goes through you and the maker, as it does now.
- It doesn't fill in old years by itself.Units you put in before we started only get on the ledger from your old records, which we enter by hand, or from a photo on the next visit.
- It only emails your own customers.No bought lists and no cold texting. Texts only go to people who said yes to texts. Everyone else gets email, with an unsubscribe link.
- It doesn't diagnose anything.The check-in email asks if they want a visit. Your tech decides what the unit needs.
Where it comes included, and what pairs well.
- Revenue EngineIncludes thisThe top trades package. Members, past-customer comeback emails, weather alerts, every unit on file and a 7am owner brief, on top of everything in Quote Closer Desk.
- Quote Closer DeskAdd it onQuote follow-up that answers customer questions from your fact sheet. Add the ledger when you want the replacement work years from now too.
- Members who pay monthlyPairs wellEvery tune-up visit is a chance to photograph the plate, and every unit on file tells the tech what they're walking into.
- Weather alerts to past customersPairs wellBefore a freeze or a heat wave, the ledger lets the alert go first to the customers with the oldest units.
- Every Quote ChasedPairs wellWhen a check-in turns into a replacement quote, that quote gets followed up like every other one.
The terms, in plain words.
- 3 months, then month to month.No auto-renew term. After the first three months, cancel by text and it runs to the end of the month you've paid for, then stops.
- You own your contacts and your number.If you leave, you get a contacts file and your number ported to you. That includes the whole unit ledger. It's all written into the agreement.
- Live about a week after text approval.Phone carriers approve business texting first, and they set that timing. Once they do, we're usually live about a week later.
- Priced from your numbers after the free audit.We price it from your install count and what you already have, so the page reads Quote. Website plans are on the main site.
Fair questions.
Do my techs need an app?
No. They get a link on their phone for each job, take the photo and send it. If a tech forgets, the unit gets caught on the next visit.
Who actually files the registration?
A person on our side, by hand, on the maker's own registration page. We save the confirmation on the customer's record so you can find it when a part fails.
What about units we put in years ago?
Send us whatever you have, old invoices or a spreadsheet, and we enter them by hand. Anything we miss gets added the next time a tech is at that house and takes the photo.
Won't customers get tired of the emails?
It's one email a year, and only once the unit is 10 or older. Every email has an unsubscribe link. Customers who didn't say yes to texts never get a text from it.
We already use field software. Does this replace it?
No. If your software has an equipment record, we fill that in instead of keeping a second list. We check what it can do during the free audit.
What does it cost?
It's quoted because I put together the best setup for each business, based on its size and what it actually needs. I price it from your numbers after the free audit. It comes inside Revenue Engine, or we add it to Quote Closer Desk.
How many units did you put in ten years ago?
Text Chase a rough count. We'll run the free audit with you and tell you whether a ledger makes sense at your numbers, or not yet.