Running an Annual Chiller Service With a Repeatable Checklist and a Printable Customer Report
An annual chiller service lives or dies on consistency: the same checks, in the same order, every visit — approach temps, oil and refrigerant levels, log readings, electrical tightness, and a real deliverable the building manager can file. R-Pro's field app keeps the on-site checklist, scans, and history in your pocket (offline, no signal needed), while the office ERP turns that same visit into a quote, an invoice, and clean books. Two tools, one job done start to finish.
On site: work the same checklist every chiller, every year
- Run a fixed PM sequence the field app holds for you — log chilled-water supply/return temps, condenser approach, suction and discharge pressures/temps, superheat and subcooling, oil pressure and level, and amp draw on each phase, so this year's numbers sit next to last year's for the same unit.
- Scan the chiller nameplate to auto-fill model, serial, refrigerant type (R-134a, R-513A, R-1234ze) and design tonnage instead of squinting and re-keying it into the report.
- Walk the mechanical checks the same way every visit: tube-bundle/condenser cleanliness, eddy-current due dates, VFD and starter inspection, terminal tightness, sensor calibration, relief-valve dates, and a refrigerant leak check — tick each item as you go.
- Drop a voice memo at the unit ('compressor 2 oil reading trending low, recommend sample') and it attaches to that customer's service history — no notebook, no lost details when you're back at the truck.
- Everything works fully offline in a mechanical room with zero signal; the readings, photos, and checklist sync once you're back in coverage.
At the office: quote the findings, invoice the PM, keep the books straight
- Turn 'recommend compressor oil + filter change and a tube clean' into an itemized quote — parts, labor hours, and your terms — and send it before you leave the parking lot.
- Issue the annual PM invoice with your own country's tax handled correctly: set the tax name and rate yourself (VAT, GST, or sales tax) so the document is right wherever you operate.
- Pull oil filters, gaskets, and refrigerant from inventory on the work order so stock counts stay accurate and you reorder before the next PM season, not after you run out.
- See the chiller PM contract land in accounting automatically — sales, the parts purchase, and net profit on that job — plus a customer ledger that shows what this building has paid across every annual visit.
- Raise a purchase order to your supplier for refrigerant or replacement sensors and tie it back to the same job so the cost lands where it belongs.
The link: one annual visit, no double entry
- The readings and checklist you completed at the chiller become the printable customer report and the basis for the invoice — you fill it in once on site, not again at a desk.
- Because the field app and the office ERP share the same customer and job, the building manager's annual report and your accounting entry come from a single source — no copy-paste, no version that doesn't match.
- Year over year, the same customer record stacks every PM visit, so you (and the customer) can see trend lines on approach temps and oil readings instead of starting blind each spring.
- Both tools run in 10 languages under one subscription, so a multi-site portfolio or a mixed crew works off the same standardized checklist and the same clean books.
One annual chiller visit, handled end to end
R-Pro pairs a field app — offline AI fault diagnosis from 600+ real cases, nameplate and receipt scanning, voice memos, per-customer history, and on-site receipts — with a full office ERP for quotes, invoices, tax, inventory, suppliers, and accounting. Two equal tools, one subscription, in 10 languages: run the chiller PM and hand over the report on site, then quote and bill it without entering a thing twice.
Get R-Pro →FAQ
Can I reuse the exact same checklist on every chiller PM?
Yes — that's the point. You work the same fixed sequence of readings and inspection items on each unit, and the app stores them against that specific chiller's record. Next year you're filling in the same fields, so the comparison to last year's numbers is apples to apples.
What does the customer actually receive at the end?
A clean, printable service report built from the readings, checklist items, and notes you captured on site — the deliverable a building manager or facilities team files. The same visit data also feeds the invoice, so the report and the bill agree.
Will this work in a mechanical room with no cell signal?
Yes. The field app is fully offline — log every reading, scan the nameplate, record voice memos, and tick the checklist with zero signal. It all syncs to the office side once you're back in coverage.
How do the recommended repairs become a quote and an invoice?
Findings like an oil change or tube clean carry into the office ERP as line items, so you build an itemized quote and then the PM invoice without re-typing. Tax (VAT/GST/sales tax — your name and rate), inventory, and accounting all update from that one job.