🏢 Let Your Customers Log In and See Their Own Equipment and Service History

If you do commercial service, you know the call. A property manager wants to know when the filters were last changed at one of their buildings, or whether the compressor on the second rooftop unit was the one we replaced in the spring. The answer is in the app. The person asking just cannot see it, so it waits until I am off the roof.

The Customer role fixes that. The people you work for get their own login to the records you already keep for them: their sites, their equipment, the work done and what is coming up. They can look whenever they want, and they cannot change anything.

Why a service company would offer it

It answers the "what did you do last time" question without a phone call. It shows the customer the work is actually being done, PM after PM, with the photos. And when they pay invoices, they can find them and pay them in the same place.

It is also a reason to keep good records. When the customer can read the service log, a log with a real description and a couple of photos is worth more than one that says "PM done".

What your customer sees

In the app, their home screen says which business shared it with them and shows a tile for each thing you switched on: Locations, Work Orders, PM Schedules and Invoices. On the website they get the same view.

Under Locations are their sites and the equipment at each one: the nameplate details, where it sits, its photos, and its service history. Each service log shows the date, the type of visit, the work done, the technician, the company, the parts used and the photos.

Work orders show the title, the description, the status and the dates. PM schedules show what is coming up and when. With Site contacts on, each location shows its customer name and the site contact’s name, phone and email.

What they never see

This was the part I cared about most. A customer login is not a team member with the buttons hidden. The server builds what each customer receives field by field from a list of what is allowed, so the rest never reaches their phone at all.

• ▸ No costs, labor hours, labor rates or materials cost, and no invoice lines except on the invoice itself.
• ▸ No parts stock, tools, receipts, maintenance plans or plan pricing, tenants, or your inbox.
• ▸ No other customers. They see only the locations you tick for them, and none until you tick one.
• ▸ Not who a job is assigned to, not the PO number, and not the subcontractor. If a job went to another company, the service log shows your company’s name and no technician, so the sub is never given away.
• ▸ Not your team list, your internal notes on service logs and locations, or the reason you put a job on hold.

How to set it up

You need a Team plan, and each customer login takes one of your seats. The customer signs in with their own account and pays nothing.

• ▸ On the home screen, open BILLING, PLANS & TEAM and tap Team. Under SELECT ROLE FOR NEW INVITE choose Customer, tap GENERATE INVITE CODE and send them the code. Or tap an existing member’s role and make them a Customer.
• ▸ They install the app, sign in with their own account, open Team, tap JOIN TEAM WORKSPACE and enter the code. On the web they join from Account Settings, Workspaces & Teams, Join Workspace.
• ▸ Back on the Team screen, tap their role. Under LOCATIONS THIS CUSTOMER SEES, tick the locations they may see.
• ▸ Under WHAT THIS CUSTOMER SEES, set the switches: Equipment, Work Orders, PM Schedules, Service history, Invoices and Site contacts. A new customer starts with everything on except Invoices.

One set of switches per person

The switches belong to each customer login, not to the whole customer. If a property company has a bookkeeper and a building superintendent, the bookkeeper can see invoices and the superintendent does not have to.

Only you, the owner, can change what a customer sees. Switch something off and the server stops sending it at once; the customer’s phone removes it the next time it syncs. The dashboard’s Team page has the same switches as the phone.

Paying invoices online

Turn Invoices on and the customer sees what is to pay and what is paid. Pay opens the invoice’s own page, the same one SEND TO CUSTOMER sends, where they can pay by card or bank through your own Stripe account, or by PayPal or Venmo, whichever you have set up.

They only see invoices you have issued and sent. Drafts, voided invoices and rent invoices never show up.

What it does not do

A customer cannot add, edit or delete anything: no new work orders, no notes, no photos. If they want something done, they still call or email you. And the customer view does not include your maintenance plans or their pricing.

Does my customer need to pay for anything?

No. They sign in with their own account and pay nothing. The login takes one of your Team seats.

Can a customer see what I charge for labor?

No. Costs, labor hours and rates, materials cost and invoice lines are never sent to a customer. With Invoices on, they see each invoice’s total and what is still owed, and the invoice itself when they open it.

Can I show a customer only some of their buildings?

Yes. They see only the locations you tick, and none until you tick one.

Do they need the app?

No. They can use the phone app or sign in on the website.

Will they see the name of a subcontractor I sent a job to?

No. Work orders never name the subcontractor, and the service log of a job that went to another company shows your company’s name and no technician.

Can a customer change anything?

No. The Customer role is read-only. What they can do is pay an invoice you let them see.

Jonathan Curtis

HVAC Technician & Founder · Equipment Tracker Pro

Jonathan Curtis is an HVAC technician and the founder of Equipment Tracker Pro. He built the app to solve real problems he encountered in the field, including the daily frustration of faded nameplates and administrative double-entry.