🔧 Professional Reports: Date Range Filters, Service Photo Proofs, and Separated Vendor Logging

If you service commercial mechanical rooms or manage multiple commercial buildings, you know that keeping clients and property owners happy requires clear communication. When a tenant complains about a cooling failure or a landlord asks for a breakdown of what maintenance was performed this season, they don't want to scroll through years of records, and they don't want to take your word on faith. They want clear documentation and visual proof.

That is why our latest update focus is entirely on professional reporting and detailed record-keeping. We've added custom date range filters to the Maintenance Summary report, integrated before and after repair images directly into generated PDF worksheets, split technician names from contractor/vendor names, and added location reference headers to public specifications pages.

Here is how these new features work and how they help you maintain high-quality records in the field.

Filter Service History by Date Ranges

Until today, exporting a maintenance summary report meant dumping every service log on file for the selected equipment. If you've been tracking a unit for five years, that list is long, making it hard to find a specific service window.

You can now filter logs in the report generator by selecting a custom Start Date and End Date. When you navigate to the Maintenance Summary or Invoice report wizard in the app, a new Date Range filter card appears at the top of the logs list. Tap to open the calendar picker, select your range, and the app instantly filters the logs on screen and auto-selects them. The generated PDF and plain-text summaries will now only display logs within that exact range, and the selected window is printed clearly at the top of the report.

Before and After Service Photos in PDFs

A written log description like "cleaned condenser coils and replaced air filters" is standard. But a photograph of a fouled coil next to a clean, washed coil is visual proof that builds immediate trust with building managers.

When you log a repair or PM in the app, you can attach photos under "Before" and "After" categories. The generated Maintenance Summary PDF now loads these photos, converts them, and embeds them directly under each service log entry in a clean grid. Up to three photos each for before and after are displayed. This gives property managers clear, visual proof of the work done right inside their service packet.

Separated Contractor/Vendor Logging

In previous versions of the app, there was only a single "Technician" text field. This meant technicians had to cram both their name and company name into one line, leading to messy records.

We have separated the "Vendor" (company) field from the "Technician" name in the database and forms. You can now record both the contracting company (e.g., Apex Mechanical) and the individual tech performing the service. Both fields are indexed and show up separately in log lists, invoice grids, and generated PDF reports.

Location Headers on Public Specification Pages

When using Link Mode QR codes, anyone who scans the tag with their phone camera sees a read-only specifications sheet. However, if a technician is on a rooftop with multiple identical condensing units, it is easy to mix up which specs belong to which physical unit.

To solve this, public QR view pages now display a clear Location Reference banner at the top, showing the Building Name and Address. This guarantees that anyone scanning the unit knows exactly where they are standing and which physical system they are auditing.

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 compiling service logs and reporting back to building managers.