Equipment tracking ties a customer's units (AC, furnace, heat pump, mini-split) to every job that touches them. The result: a complete service history per unit.
Why this matters
| Use case | Why it pays off |
|---|---|
| Diagnostic shortcuts | "This compressor failed 18 months ago. Let's look at the suction line first." |
| Warranty claims | The install date, model, serial are right there. |
| Refrigerant tracking | Required for EPA recordkeeping. See Refrigerant compliance report. |
| Customer trust | Telling a customer their unit is 12 years old (without them telling you) builds it. |
Adding equipment
Two paths:
From a job (in the field)
- Tech opens the job on the mobile app.
- Equipment tab → + Add.
- Enter make, model, serial, refrigerant type, and manufactured year by hand.
- Save.
From the office
- Open the customer profile.
- Equipment tab → + Add equipment.
- Enter the fields by hand.
- Save.
See Manually adding new equipment.
What gets tracked per unit
| Field | What's stored |
|---|---|
| Identity | Make, model, serial, manufactured year. |
| Install | Install date and installer. |
| Refrigerant | Type and charge. |
| Location | Basement, attic, outdoor. |
| Service notes | A free-text history. |
| Jobs | All jobs that touched the unit. |
Attaching equipment to a job
When creating a job for a customer with existing equipment, pick which unit you're servicing. The job is linked, and service history rolls up to the unit automatically.
Individual line items on the job can also be assigned to specific units — that's what builds each unit's lifetime cost history. See Assigning job and invoice items to equipment.
Importing equipment
Have a list of equipment for many customers from your old software? Email it to admin@runacall.com — we'll import it for you, free of charge. You don't have to clean up the columns first; we'll figure out the mapping.
Reporting
The Equipment attach rate report shows what % of jobs have equipment linked. Aim for ≥80% — anything lower suggests techs are skipping the step.