Tracking Service Across a Cold-Chain Reefer Fleet So Every Unit's Repairs Are Auditable
When you service a cold-chain fleet, every Thermo King and Carrier Transicold reefer needs its own paper trail — what alarm code came up, what part went in, and who signed off — so the customer can survive an HACCP or BRC audit. R-Pro's field app builds an auditable per-unit history right at the trailer, even with no signal in the yard, and the office ERP turns those same visits into quotes, invoices, and accounting without anyone re-typing a thing.
On Site: Diagnose the Reefer and Log It to the Right Unit
- Scan the reefer's nameplate or the unit number on the nose box — R-Pro auto-fills the model (e.g. Carrier Vector 8600, Thermo King SLXi or Precedent S-600) and ties the visit to that exact unit instead of a generic 'trailer'.
- Pull the alarm code (Thermo King codes like 18 Low Engine Coolant Level / 84 Restart Null, or Carrier A-codes) and run it through AI fault diagnosis built on 600+ real refrigeration cases — symptom to cause to repair steps for issues like a flooded evaporator, low refrigerant charge, or a failing defrost cycle.
- Capture a voice memo at the trailer ('TK SLXi, unit 4471, replaced high-pressure switch, recharged R-452A, pulled down to -18C') so nothing gets forgotten between the yard and the truck.
- Works fully offline — distribution yards and back lots have dead zones, and R-Pro logs the whole visit on the device, syncing later when you're back in range.
- Issue a service receipt on the spot and the visit lands in that reefer's running history — every repair stamped, dated, and attributable for the next audit.
In the Office: Quote, Invoice, and Keep the Books per Reefer
- Build itemized quotes for fleet work — a batch PM on 20 trailers, a compressor swap on unit 4471, or a scheduled R-452A retrofit — with parts and labor broken out line by line.
- Send proper invoices and tax invoices using YOUR country's tax setup — set your own tax name and rate (VAT, GST, or sales tax) so the paperwork matches your jurisdiction.
- Track accounting across the fleet account: sales, purchases, expenses, and net profit, so you know whether the cold-chain contract is actually making money.
- Manage inventory and purchase orders for the parts that move on reefers — scroll compressors, contactors, high/low pressure switches, defrost sensors, and refrigerant — and reorder before the next service window.
- Keep a customer ledger per logistics client so you can see, at a glance, what's billed, what's paid, and what's still open on a 40-unit fleet.
The Connection: One Visit, No Double Entry, a Clean Audit Trail
- Every field visit flows straight into the office books — the receipt you issued at the trailer becomes the invoice and the accounting entry automatically, so there's no re-keying and no missed billing.
- Per-unit service history means when the fleet customer's auditor asks 'prove reefer 4471 was serviced after that temperature deviation,' you pull up the dated record with the part and the tech in seconds.
- Suppliers, purchase orders, and inventory stay in sync with what actually got installed on each unit, so parts cost is attributed to the right job instead of vanishing into a general expense.
- Both the field app and the office ERP run in 10 languages on one subscription — useful for cross-border logistics fleets and multilingual crews working the same yard.
- Because the unit, the repair, the part, and the invoice are all linked, the fleet's repair record is auditable by design — not something you reconstruct from memory the night before an inspection.
Run the whole reefer fleet from the yard to the books
R-Pro gives you two strong tools on one subscription: a field app for AI fault diagnosis, nameplate and receipt scanning, voice memos, offline per-unit service history, and on-site receipts — and an office ERP for quotes, invoices and tax invoices, accounting, inventory, suppliers, purchase orders, and a customer ledger. Diagnose and document every reefer at the trailer, then quote, bill, and keep the books in the office — with each unit's repairs auditable and no double entry.
Get R-Pro →FAQ
How do I keep each reefer's repair history separate when a fleet has dozens of identical trailers?
Scan the nameplate or enter the unit number on site and R-Pro ties the visit to that specific reefer. Even if you've got 20 identical Thermo King Precedent units, each one keeps its own dated history of alarm codes, parts replaced, and refrigerant added — so the records never blur together.
Can I prove to a food-safety auditor that a specific unit was serviced after a temperature alarm?
Yes. Each repair is stamped with the date, the unit, the parts, and the on-site receipt, so when an HACCP, BRC, or customer audit asks about a particular reefer, you pull up that unit's history and show exactly what was done and when.
Does the field work actually carry over to invoicing, or do I re-enter everything?
It carries over. The visit you log and the receipt you issue at the trailer flow into the office ERP as the invoice and the accounting entry. You quote the fleet job, bill it, and book it without typing the same details twice.
Will it work in a distribution yard with no cell signal?
Yes. The field app is fully offline — scanning, AI diagnosis, voice memos, and receipts all work with no signal. Everything you logged at the trailer syncs to the office automatically once you're back in coverage.