Selling and Servicing a Multi-Site Restaurant Kitchen Cooling PM Contract
A restaurant chain calls because their walk-in cooler at one branch keeps tripping on high head pressure, and they want one tech to keep all eight locations cold. That means a preventive maintenance contract covering walk-ins, reach-ins, prep tables, and ice machines across sites — and it only stays profitable if your field diagnostics and your office books move at the same speed. R-Pro gives you the field app to run every quarterly visit on site and the office ERP to price the contract, invoice each location, and watch the margin per store.
On Site: Run Every Location Like Its Own Service Record
- Set each branch up as its own customer so the walk-in at Store 3 and the reach-in line at Store 7 keep separate service histories — last visit, condenser coil cleaning, fan motor swaps, and that recurring high-head-pressure trip all stay tied to the right equipment.
- Scan the nameplate on every condensing unit, evaporator, and ice machine to auto-fill model, serial, and refrigerant (R-448A, R-449A, R-290) instead of squinting at a greasy label and retyping it on a ladder.
- When a reach-in is short-cycling or a walk-in won't pull down, pull up AI fault diagnosis built on 600+ real refrigeration cases — symptom to likely cause to repair steps — so a newer tech on the route gets the same answer you'd give: dirty condenser, low charge, failed defrost timer, or a stuck TXV.
- Drop a quick voice memo at each unit ('Store 5 ice machine scale buildup, recommend descale next visit') so nothing gets lost between the eighth stop of the day and the truck.
- Everything works fully offline — walk-in coolers sit in back-of-house basements and freezers with zero signal, and the app still records the visit, scans, and checklist.
In the Office: Price the Contract and Bill Each Branch Cleanly
- Build the PM agreement as an itemized quote — quarterly coil cleanings, refrigerant top-offs, gasket and door-sweep checks, ice machine descales — and clone it per location so eight branches start from one template, not eight blank forms.
- Issue invoices and tax invoices using your own country's tax name and rate (VAT, GST, sales tax) — bill the chain's head office monthly or invoice each store separately, whichever their accounting wants.
- Track parts off the truck through inventory — door gaskets, contactors, condenser fan motors, ice machine water filters — so you know what got consumed across the contract and when to reorder from your suppliers.
- Run accounting per the whole agreement: sales from the PM fee plus any out-of-scope repairs, minus purchases and expenses, equals real net profit on the contract — so you find out which branch is eating your margin before renewal, not after.
- Keep a customer ledger for the chain so every invoice, payment, and balance across all sites sits in one place when their AP department calls about a number.
The Connection: One Visit, No Re-Keying Between Truck and Books
- The service visit you log on site — the unit you fixed, the gasket you replaced, the hours on the job — flows into the office books automatically, so a 40-stop quarter doesn't become 40 lines of evening data entry.
- Parts pulled in the field draw down the same inventory the office reorders from, so your stock count reflects reality instead of a guess.
- Out-of-scope work caught during a PM visit (a compressor on its way out at Store 2) becomes a quote from the same record — the chain sees a clean upsell, not a surprise.
- One subscription covers the field app and the office ERP in 10 languages, so a multilingual crew and a back-office bookkeeper work off the same data without translation gaps or double entry.
Run the route and the renewal from one place
R-Pro pairs a field app — AI fault diagnosis on 600+ real cases, nameplate and receipt scanning, per-site service history, on-site receipts, fully offline — with a full office ERP for quotes, invoices and tax invoices, accounting, inventory, and a customer ledger. Two strong tools, one subscription, in 10 languages, with your field visits flowing into the books automatically. Win the multi-site PM contract and keep every location cold and profitable.
Get R-Pro →FAQ
How do I keep eight restaurant locations from turning into one messy service history?
Set each branch up as its own customer in R-Pro. The walk-in cooler at one store and the ice machine at another keep separate equipment records, visit dates, and repair logs — but they all roll up under the same chain in the customer ledger, so you see each site clearly and bill the head office as one account.
Can I price a PM contract and still charge for repairs that fall outside it?
Yes. Build the recurring PM scope as an itemized quote, then when a field visit turns up out-of-scope work — say a failing compressor or a leaking evaporator — that becomes a separate quote from the same service record. Both flow into accounting, so you can see the PM fee and the extra repair revenue per location.
What if the walk-in cooler is in a basement with no signal?
The field app runs fully offline. You can scan nameplates, run AI fault diagnosis, log the visit, and record parts used with zero connection. It syncs to the office ERP once you're back in range, so the books update without you re-keying anything.
How does R-Pro help diagnose a recurring high-head-pressure trip on a route?
The AI fault diagnosis is built on 600+ real HVAC and refrigeration cases. Enter the symptom and it walks you from likely cause to repair steps — dirty or restricted condenser, overcharge, non-condensables, or a failing condenser fan. Because each unit has its own history, you can also see if this branch trips every summer and plan the PM scope around it.