🤖 Gemini AI Scanning Suite (10 Free Scans)
Point your camera at a nameplate, invoice, or unit and let Gemini AI (Google's AI model) extract details automatically. Every user gets 10 free scans.
📱 Mobile App Guide
- Open Add Equipment Menu & Select Scan: Tap the "Add New Equipment" button on the home screen of the app to open the options menu, then tap "AI Nameplate Scan" to begin.
- Capture Nameplate Photo: Select "Camera" (or choose "Photo Library") from the prompt. Align your camera viewport to focus on the unit nameplate, and capture a clear, legible photo.
- Verify Extracted Specs: Wait a few seconds for Gemini AI to parse the nameplate image and automatically populate model, serial, SEER, BTUs, voltage, and refrigerant specs. Tap SAVE.
- Select Condition Mode: Open any equipment profile, tap "CONDITION CHECK", and select either "📋 Technician Report" (full technical details) or "🏠 Homeowner Check" (plain language summary).
- Review Visual Audit: Select the photos to analyze. Check the generated report highlighting unit health rating (Good/Fair/Poor), detected issues list, and priority recommendations. Tap save to add to notes.
- Scan Service Receipts: Tap "Scan invoice" on the dashboard (or "SCAN INVOICE" in equipment details), photograph any receipt/work order, review the extracted details, and tap "Save Service Log" to auto-create a log entry.
📸 Built-in QR & Barcode Scanner (Always Free)
A native live-camera scanner built directly into the app. Scan any barcode or QR code on or near your equipment to find it in seconds.
📱 Mobile App Guide
- Activate Scanner: From the main dashboard, tap the "Scan Barcode / QR" card under the "AI SCANNER & QUICK ACTIONS" section.
- Scan Tag/Barcode: Hold the device steady over the barcode or QR code. The scanner decodes the barcode instantly and searches your database.
- Handle Missing Match: If no match is found, a "No Match Found" prompt appears. Choose "Link to Existing" to link the tag to an existing unit, or "Create New" to create a new profile with the code pre-filled.
⚡ QR Creator & Asset Tags (Pro Feature)
Generate professional, print-ready vertical asset tags for any piece of equipment in one tap. Tags are vector-sharp scalable PDFs.
📱 Mobile App Guide
- Locate QR Code Button: Open any equipment profile in the mobile app and tap "QR Code" (subtitled "Print & label") in the main action toolbar.
- Select Mode & Sizing: Choose between "LINK", "TEXT", or "JSON" modes. Customize sizing from 1"x1" to 4"x6", choose a brand header option, then tap "SAVE PDF" or "SHARE QR PDF" to export.
🏢 Equipment & Buildings (Always Free)
Organize every appliance and HVAC unit you manage into buildings, with complete specifications, unlimited photos, and full service histories.
📱 Mobile App Guide
- Create Building Profile: Tap the blue "ADD NEW LOCATION" button on the locations list screen. Type in the location name, tap "ADD", and fill out the subsequent contact details form.
- Add Unit inside Building: Inside any building profile, tap "ADD EQUIPMENT TO THIS LOCATION", select the equipment category, and fill in specs manually (or start fresh).
- Re-Assign Service Tools: Navigate to the Tool Tracker, select a tool, tap the edit icon (pencil) in the top right, and use the autocomplete dropdown under "ASSIGNED BUILDING" to change its site.
🧰 Parts & Inventory (Always Free)
Link replacement parts directly to the equipment they belong to, and track your on-site consumable stock across all buildings.
📱 Mobile App Guide
- View Parts Catalog: Tap "Parts, Inventory & Tools" on the dashboard. Use category tabs ("Filter", "Belt", "Refrigerant", "Parts", "Tools") to browse items assigned to the building.
- Adjust On-Hand Stock: Tap a part card and adjust on-hand counts inline using the quantity steppers, or tap it to open the edit modal to enter stock counts.
- Link Refrigerant Cylinder: Select the "Refrigerant" tab and tap a cylinder. Enter its gross weight. The card will automatically display compatibility badges indicating which equipment it fits (e.g. Fits: [Equipment Names]).
📝 Maintenance Logs (Always Free)
Log every service visit with detailed records — technician names, work orders, before/after photos, timestamps, and costs.
📱 Mobile App Guide
- Create Service Entry: Tap "Log Maintenance" on the equipment page. Choose the service category under "SERVICE TYPE" (such as the standalone "FIRE DAMPER TEST" button or chips grid) and input details.
- Select Parts & Deduct Stock: Expand the collapsed "SPARE PARTS" accordion to pick parts and check "Deduct from stock". Expand the collapsed "REFRIGERANT LOG" accordion to choose a "SOURCE CYLINDER" and enter Lbs & Oz split weights.
- Billing & Before/After Photos: Expand the collapsed "BILLING & TIME" accordion to enter WO#, labor rate/hours, and materials cost. Upload proof photos in the BEFORE and AFTER sections, and tap "SAVE SERVICE LOG".
📊 Pro Reports & PDFs (Pro Feature)
Generate professional reports across your entire equipment portfolio — exported as polished PDFs with your company logo.
📱 Mobile App Guide
- Select Report Type: Tap "Generate Reports" on the dashboard. Select one of the 12 available report types (e.g. Filter Sizes, Age / Replacement, Fire Damper Report) and tap "CONTINUE".
- Select Sites & Assets: Select target buildings and tap "CONTINUE (N)". Select target units and tap "SELECT LOGS (N)", "SELECT TESTS (N)" (for Fire Damper), or "GENERATE REPORT (N)" (for specs).
- Generate and Export: If selecting logs, select entries and tap "GENERATE REPORT (N)". On the preview screen, select "COPY REPORT TO CLIPBOARD", "GENERATE & SHARE PDF" (or "EXPORT PDF WITH PHOTOS"), or "EXPORT FULL-SIZE PHOTOS ZIP".
🔁 Cloud Sync & Sharing (Pro Feature)
Your data works offline first. When connected, Smart Sync keeps everything backed up to the cloud and synced across devices.
📱 Mobile App Guide
- Settings & Storage Stats: Navigate to Settings. View database size under "DATABASE & STORAGE STATS" (App Data: {storageMB}). Tap "Backup & Restore" to access sync controls.
- Initiate Building Transfer: In the building options menu, tap "Transfer Location" to open the Transfer Building Ownership modal, then tap "Generate Transfer Code" to create a secure 6-character sharing code.
- Manage Inbox & Smart Sync: Tapping notification badges or Settings > "Transfer Inbox" displays pending transfers under the "Transfers" tab. Use "CLOUD SMART SYNC" or "LOCAL SMART SYNC" to resolve conflicts in the Smart Sync modal.
❄️ EPA §608 Leak Calculator (Pro Feature)
EPA Section 608 leak rate calculations triggered automatically on refrigerant additions for systems containing 50+ lbs.
📱 Mobile App Guide
- Set Capacity Threshold: Set the "REFRIGERANT CHARGE" to 50+ lbs in equipment specs form to enable automatic leak calculations.
- Log Additions & Review Warning Banner: Log refrigerant addition under "REFRIGERANT LOG" in maintenance. Calculated leak rate flags warning banner ("⚠ EPA §608: Systems ≥50 lbs with >10% annual leak rate must be repaired within 30 days.") if rate exceeds limit and adds "⚠ EPA FLAG" to the log.
🟢 Vendor Check-In System (Pro Feature)
Turn any building into a managed entry point. Generate a QR door sign — vendors scan it to log arrival and departure.
📱 Mobile App Guide
- Configure Emails & Generate Poster: In building settings, configure notifications under "VENDOR CHECK-IN - NOTIFY EMAILS". Tap "PRINT DOOR SIGN (LETTER)" to print the sign, or "CREATE QR LABEL / CODE" for check-in QR codes.
- Guest Check-In Form: Contractors scan the door poster QR code to open the check-in browser page (equipment-tracker.com/checkin/{cid}) on their phone, entering their Name, Company, and Phone.
- Review Contractor Logs: Technicians check out on their phones. Managers receive real-time email alerts detailing arrival/departure, and can review and manage complete visitor logs on the Web Dashboard (equipment-tracker.com/checkin/{cid}/manage).
💻 Web Dashboard Overview (Pro Feature)
Access your entire equipment database from any browser at equipment-tracker.com — no app install needed.
💻 Web Dashboard Guide
- Access Web Dashboard: Log in at equipment-tracker.com to see a widescreen overview of all buildings, equipment, inventory, and alerts.
Start Tracking Smarter Today
All Pro plans include a 7-day free trial
💳 Secure billing via App Store, Google Play & Stripe
🔒 Encrypted hosting & database by Firebase
