Going Paperless: Connecting HVAC Field Work to Office Books
A paper job ticket has to be written once on site, then typed again into your books back at the office. That second entry is where hours leak, numbers get transposed, and invoices slip through the cracks. R-Pro closes the loop: a field app that captures the whole job on site, and an office ERP that turns it into accounting, ledger, and tax records automatically.
In the field: capture the whole job on the phone, even with no signal
- Run AI fault diagnosis built on 600+ real HVAC and refrigeration cases to point you toward likely causes and the repair steps before you open the panel.
- Scan the unit nameplate and supplier receipts with the camera — model, serial, refrigerant, and line items auto-fill instead of being copied by hand.
- Add voice memos and photos to a per-customer service history, so every past visit to that site is one tap away on your next call.
- Issue a receipt to the customer on the spot, right after the work is signed off.
- Everything works fully offline — a basement plant room or a rooftop with no bars never stops you from recording the job.
In the office: the ERP that runs the business side
- Build quotes and estimates, then turn the completed job into an invoice or tax invoice — you set your OWN country's tax name and rate, not a hard-coded one.
- Keep full accounting in one place: sales, purchases, expenses, and net profit calculated for you.
- Track inventory, suppliers, and purchase orders so parts used on a job draw down stock and feed your cost numbers.
- Maintain a customer ledger showing what each account owes and has paid, plus reports to see where the money actually went.
- This is a complete back office in its own right — it stands on its own, not bolted onto the field app as an afterthought.
The connection: one job entry, no second typing
- A job captured in the field flows straight into the office books — the sale, the receipt, and the parts used arrive without you re-keying them.
- No double entry means no transposed totals, no "I'll enter it tonight" jobs that get forgotten, and no invoice left unbilled.
- Receipts and supplier costs scanned on site land in expenses and the supplier records, so purchases and profit stay current the same day.
- Field and office share one customer list and one history, so the ledger and the service record always describe the same account.
- Both halves run in 10 languages on one subscription, so the phone in your hand and the books in the office speak the same language.
Two tools, one workflow — field to office, no paper in between
R-Pro gives you both a powerful field app — AI diagnosis on 600+ cases, nameplate and receipt scanning, voice memos, offline service history, on-site receipts — and a full office ERP for quotes, invoices and tax invoices, accounting, inventory, suppliers, and the customer ledger. Capture the job once in the field and watch it flow into your books with no double entry. Both products, 10 languages, one subscription.
Get R-Pro →FAQ
Do I have to type the job into the accounting system after I get back?
No. That is the whole point of going paperless with R-Pro. The job you capture in the field — the sale amount, the receipt, the parts and supplier costs — flows into the office ERP automatically. You enter it once on site, not a second time at the desk.
What happens to jobs I record when there's no internet on site?
The field app is fully offline. You diagnose, scan the nameplate, add voice memos and photos, and issue the receipt with no signal at all. Everything is stored on the device and syncs into the office books the moment you're back on a connection.
Can I set my own country's tax instead of a fixed rate?
Yes. In the office ERP you set your own tax name and rate, so invoices and tax invoices match your country's rules. Both the field app and the ERP run in 10 languages on a single subscription.
Is the ERP just a small add-on to the field app?
No — they are two equal tools. The field app is a full diagnosis-and-service tool built on 600+ real cases, and the ERP is a complete back office with quotes, invoicing, accounting, inventory, suppliers, and ledgers. Each is strong on its own; together they remove the paper and the double entry between field and office.