How does the AI nameplate scanner work, and what specifications can it extract?
The AI nameplate scanner uses Google Gemini multimodal vision models and extraction instructions tuned for real-world data plates (including faded, rusted, or dirty labels). It automatically extracts more than 20 technical parameters: manufacturer, model number, serial number, manufacture date, electrical specifications (voltage, phase, HP, FLA/MCA, MOP), SEER rating, static pressure, refrigerant type, factory charge weight, capacitor size, and filter/belt sizes.
What languages is Equipment Tracker Pro available in?
Seven: English, Spanish in both Latin American and European variants, French, German, Brazilian Portuguese, and Italian. The app follows your phone's own language setting — there is nothing to configure and no in-app language control. The translation is not limited to on-screen labels: generated PDF reports print in your language, and the AI Diagnostics troubleshooter and AI Condition Scan write their findings in it too. Values printed on the equipment are never translated in any language — refrigerant designations like R-410A, belt codes like AX32, filter sizes, MERV ratings, EPA references, units of measure, and every model, part and serial number stay exactly as they appear on the plate. Anything you have typed in yourself — equipment names, service notes, technician and vendor names — is never translated either.
Does the offline barcode and QR code scanner require a subscription?
No. The built-in barcode and QR code scanner is 100% free and works fully offline. Technicians can scan any barcode or QR code on-site to instantly look up equipment records, locations, and parts in their local offline database without needing cellular service or any paid account.
What reports can be generated for EPA and NFPA compliance?
The Pro Reports library now covers 18 report types across mobile and web — including Filter Sizes, Belt Sizes, Refrigerant Inventory, Electrical Load, a Maintenance Summary, a Maintenance Invoice, a Complete Equipment Summary, a Needs Attention data-quality audit, a Missing Spares report, a Maintenance Checklist, and 5 landlord/rental tools (a Prorated Rent Calculator, Rent-Increase Notice, Rent-to-Income Ratio, Fair Housing reference card, and Wear-and-Tear vs. Damage guide). For NFPA compliance, there's a dedicated Fire Damper inspection report (NFPA 80/105). The EPA Section 608 leak-rate calculation itself isn't part of this report list — it runs automatically, on every tier, the moment a technician logs a refrigerant addition in the maintenance log (see below); the Refrigerant Inventory report separately summarizes which units are still running phased-out refrigerants like R-22. All reports export as PDFs, and the Fire Damper report also exports an Excel-compatible CSV.
Can I import existing data from Centriq or Excel?
Yes. We offer a free, client-side CSV import wizard. Centriq shut down its service, and our import wizard handles Centriq export files — upload the CSV and the importer maps the columns automatically. You can also import any custom spreadsheet by mapping your columns to our database fields, validate for duplicates, and batch-import all equipment and appliances directly into your dashboard.
Is there a web dashboard available for desktop use?
Yes. In addition to our iOS and Android mobile apps, you can log into our fully featured Web Dashboard at equipment-tracker.com/login. The web version is perfect for office dispatchers, property managers, and administrators who need to manage portfolios, track tools, review maintenance and vendor logs, and generate PDF report packets on a larger screen. Free users can log in to manage their account; core tracking features require an active Pro subscription.
How do the QR asset tags work once they are printed on a label?
Once you print a QR label from Equipment Tracker Pro or its web dashboard and stick it to a unit, it works in one of three modes you pick when creating the label. Link Mode is scannable with any standard phone camera — no app needed — and opens a public read-only web page with that unit's specs and service history. Text Mode is also camera-readable with no app required: it encodes the fields you chose (model, serial, filter/belt size, notes) as plain text so anyone can view them. JSON Mode is different — it encodes a compact data payload that only the Equipment Tracker Pro app can make sense of; scanning it in the app prefills a New Equipment form with the unit's core identification fields for the scanning user to review and save. It doesn't include full service-log history or electrical specs, and it doesn't write directly into anyone's database.
Do you need a Pro subscription to scan someone else's QR tag?
No. Anyone can scan a Link Mode QR tag using just a standard phone camera — no app install, no account, and no subscription needed. The tag opens a public web page. A Pro subscription is required to generate and publish the QR tags in the first place, but viewing them is always free for the person scanning.
How do building transfers and teammate sharing work?
Sharing works by recipient, not by a package code. From any equipment, part, or maintenance record's export options, you can send a copy directly to another Equipment Tracker Pro user by entering their email address or @username — they'll see it waiting in their Transfer Inbox and can review it before accepting it into their own account. Separately, if you need to hand a building's printed QR codes off to a new technician or owner, Settings → Claim QR Code Ownership lets them enter a 6-character code you generate to take over QR management for that building. Office managers can also receive guest submissions from outside contractors who scan a unit's or a vendor check-in QR tag on-site.
What is the pricing model for Equipment Tracker Pro?
Core features (barcode scanning, basic parts inventory, building profiles, local logs, and EPA Section 608 refrigerant leak-rate tracking) are completely free with no ads. The Pro subscription unlocks advanced features like unlimited AI scanning, automatic Firebase cloud backup (once you enable it in Settings), custom company branding, data export, and the full Reports library — 18 report types on both mobile and web, including 5 landlord/rental tools like rent calculators, rent-increase notices, and a Fair Housing reference card. Pro is available for $9.99/month or $79.99/year (saving over 33%) per user.
Does Equipment Tracker Pro support recurring preventive maintenance (PM) scheduling?
Yes. You can create a recurring PM schedule for any piece of equipment or for a whole building — set a title (or pick from common presets like filter changes or belt replacement), an interval, and a due date. It appears on the maintenance calendar as soon as you create it, and if you have push notifications enabled, you'll get a reminder in the days leading up to the due date. Marking it complete automatically creates the maintenance log entry and schedules the next occurrence — no separate module or double data entry required.
Does Equipment Tracker Pro work without an internet connection (offline-first)?
Yes, for core tracking. Equipment Tracker Pro stores all equipment records, parts catalogs, maintenance logs, and photos locally on your device first, so technicians can scan QR codes, search, log maintenance, and edit records in basements, mechanical rooms, or remote facilities with zero cellular service. AI features — nameplate scanning, condition assessment, and diagnostics — do need an internet connection since they call out to Google Gemini, but you can snap the photos offline and run the AI analysis later once you're back in range. Pro subscribers who enable Cloud Backup in Settings get their changes pushed to Firebase automatically as they work. Smart Sync is a separate, manually-triggered tool in Settings that compares your device against your cloud backup and walks you through resolving any differences — you run it when you want a check, rather than it firing automatically in the background.
How does Equipment Tracker Pro calculate EPA Section 608 leak rates?
When a technician logs a refrigerant addition in the maintenance log, Equipment Tracker Pro automatically calculates the annualized leak rate for that entry — free on every tier, no Pro subscription required. For systems with a charge capacity of 15 lbs or more, it also checks the result against the applicable EPA threshold (10% for comfort cooling, 20% for commercial refrigeration, or 30% for industrial process refrigeration) and, if it's exceeded, flags the record with an EPA warning banner and highlights the required 30-day repair window. Some residential and light-commercial AC/heat-pump systems may be exempt from this leak-repair rule under the AIM Act — the app shows a note when that applies, since it flags conservatively for compliance tracking.
Does the AI nameplate scanner require an active internet connection?
Yes, because the AI nameplate scanner utilizes Google Gemini cloud models, it requires an active internet connection (cellular signal or Wi-Fi) to process photos. If you are working offline, you can photograph the nameplates to attach to your records, then run the AI scanning extraction once you regain signal.
How does the AI Condition Assessment and Visual Inspection work?
The AI Condition Assessment lets technicians photograph the physical state of a unit (coils, compressor compartment, cabinet) and get a visual condition read-out back from Gemini after a few seconds of analysis (an internet connection is required). It evaluates the photos for visual defects like coil fouling, cabinet corrosion, fin damage, or oil staining, and returns a severity rating (Good, Fair, Poor) along with prioritized recommendations, which you can save to the equipment's notes for reference. It draws from your one-time 10-scan free trial (shared across all our AI tools) on the free tier, or runs unlimited with Pro.
What is the Vendor Check-In Door Sign system?
The Vendor Check-In system is a Pro feature designed to track external contractors and onsite visitors. You can generate and print a QR-coded door sign for any building — a full-page printable sign with the building name and a check-in QR code. When a contractor arrives, they scan the QR code with their phone (no app installation required) to check in. They enter their name, company, and phone number, which automatically sends an email alert to property managers, plus an SMS alert to any phone numbers that have opted in. To receive SMS alerts, technicians/managers must explicitly opt in at equipment-tracker.com/sms-opt-in. When leaving, they scan the QR code to check out. The system logs their duration and logs the visit on a calendar in the web dashboard.
Can I customize reports with my own company logo and details?
Yes. Under Settings → Company Profile, Pro users can upload their company logo and enter their business name, phone, email, and technician name/title. Once configured, every report — 12 types on mobile, 13 on the web dashboard, including Filter schedules, Belt logs, and the Refrigerant Inventory report — is generated as a formatted PDF with your company's logo and info in the header.
Can I track service tools like multimeters or vacuum pumps?
Yes. The Service Tool Tracking section lets you log any tool — multimeters, vacuum pumps, manifold gauges, ladders, or anything else — separately from your fixed equipment. You can assign tools to specific job site buildings, check them out by technician name, and check them back into the pool when returned. QR tags can also be printed for tools, making it fast to look up who has what in the field.
How do photos and documentation work in Equipment Tracker Pro?
Every building, equipment unit, and part record supports unlimited photo attachments. You can photograph nameplates, equipment cabinets, wiring diagrams, invoices, and damage. Photos always live locally on your device first; Pro subscribers can turn on Cloud Backup in Settings → Backup & Restore to have new photos synced to Firebase cloud storage automatically as they're added. Service photos also appear inline in the reports built for them — the Maintenance Summary report includes before/after photo grids, and the Fire Damper Inspection report embeds test photos.
How much does the Team Plan cost, and how does workspace pricing work?
Team plans start at $39.99/month for 5 seats (with 10 seats at $79.99/month, scaling in 5-seat blocks up to 50 seats) billed as a single subscription to the workspace owner. Teammates join with a 6-character invite code and are assigned a role (Owner, Manager, Tech, Viewer) that governs their edit permissions. Each member's app syncs its changes to the shared workspace automatically, and seat usage is displayed on the Team screen in mobile and the Team page on web.
Can I export all my data from Equipment Tracker Pro?
Yes — as a Pro feature. The Export options on any equipment, part, or maintenance record let Pro subscribers generate a Shareable ZIP (data and photos, to send via text, email, or AirDrop) or an Importable ZIP that another Equipment Tracker Pro user can import. Pro users can also generate full PDF reports for any building or equipment set, and package a whole-database backup ZIP from Settings → Backup & Restore.
What happens to my data if I cancel my Pro subscription?
Your data is never deleted. If you cancel Pro, your records remain fully accessible on your device — you just lose access to Pro-only features like cloud backup, ZIP export/import, and PDF reports until you resubscribe. Any data already synced to the cloud while you were subscribed stays there; it simply stops receiving new updates in the meantime.
Does the AI scanner work on faded, corroded, or sun-bleached nameplates?
Yes. The Gemini AI engine is designed to handle a wide range of nameplate conditions, including degraded, sun-bleached, and partially obscured data plates. In many cases it can extract the fields that are still legible and leaves anything it can't confidently read blank for you to fill in — and if you scan the same nameplate more than once and get conflicting readings, the app flags the conflicting fields so you can resolve them.
What barcode formats does the offline scanner support?
The native scanner supports 13 formats, covering the barcode types most commonly found on HVAC and appliance equipment: QR Code, Code 128, Code 39, Code 93, EAN-13, EAN-8, UPC-A, UPC-E, Data Matrix, PDF417, ITF-14, Codabar, and Aztec.
Is there a web version of Equipment Tracker Pro?
Yes. Pro subscribers have full access to the web dashboard at equipment-tracker.com, which pulls your latest synced cloud data each time you load or refresh a page — changes you make on mobile show up on the web dashboard once that data has synced, and vice versa. Free users can log in to manage their account on the web, but core tracking requires the mobile app.
How does AI Diagnostics differ from the AI Condition Assessment?
AI Condition Assessment is photo-only — point the camera at a unit and get a Good/Fair/Poor severity rating from what's visible. AI Diagnostics is conversational — the technician describes symptoms, enters live readings (voltage, pressures, temperatures, subcooling, superheat), and can attach up to 4 photos. Gemini then responds with trade-grade troubleshooting guidance, informed by the unit's specs and its 5 most recent maintenance logs.