# Equipment Tracker Pro — HVAC, Appliance & Parts Tracking

> Comprehensive information on equipment management, inventory, maintenance, and AI-driven data extraction for HVAC, appliances, and property equipment.

Equipment Tracker Pro is a versatile platform offering free and paid tools for mechanical assets and HVAC equipment management, including inventory tracking, maintenance logs, warranty monitoring, photo documentation, and AI-powered data extraction (via Gemini, Google's AI model). It caters to mechanical contractors, property managers, and facility engineers, providing both a mobile app and web dashboard to streamline equipment data collection, sharing, and reporting.

## Core Features

### Equipment and Appliance Management
- Building profiles with photos, addresses, and contact info.
- Model numbers, serials, maintenance history, receipts, and photos for each item.
- Auto-monitor equipment age and upcoming replacement needs.
- Mark equipment "Out of Service" (OOS) with detailed reason banners (fully synchronized during direct user pushes and transfers).
- Separate Floor and Unit detail options for structured physical locations.
- QR link labels (equipment-tracker.com/view/{id}) scannable with the home screen barcode scanner to navigate directly to the equipment record. Database IDs are preserved across user transfers and imports, ensuring QR scans match correctly for all technicians.
- Tool Building Assignment & Editing — Update or assign a tool's building post-creation from the Tool Details page. Autocomplete from existing buildings using a scrollable inline dropdown in creation and edit forms, preventing iOS double-modal glitches.
- Android Top Padding Adjustment — Drop tool screen headers by 56px on Android to avoid overlaps with the battery display, status bar, or camera notch.
- Building Ownership Transfer — Generate a one-time 6-character code from the mobile app or web dashboard to duplicate and transfer a building (including all equipment, parts, logs, inventory, and images). Automatically transitions ownership (`ownerUid`) in Firestore for all public QR tags and vendor check-in setups, immediately routing links and alerts to the recipient's account.

### Maintenance and Service Records
- Log service visits with technician info, work orders, timestamps, and photos.
- Guest technician QR service form — no app or login required; tech selects parts used from a dropdown of the equipment's known parts list or types in a custom part.
- Guest submissions appear in the owner's Transfer Inbox with an unread badge notification.
- Approving a guest submission automatically re-syncs the public QR web page with the full updated maintenance history, parts list, and equipment specs.
- Per-building vendor check-in QR — generate a permanent check-in URL (equipment-tracker.com/checkin/{id}) for any building. Vendors scan to log their arrival without any app or account. The public check-in page displays the building's customer name, contact name, phone, email, and address.
- Printable door sign — a formatted letter-size door sign (equipment-tracker.com/checkin/{id}/print) can be printed from the web dashboard or directly from the mobile app (Site Info > Print Door Sign) for posting at the building entrance.
- Email notifications — every vendor check-in triggers instant email notifications to all configured addresses for that building; alerts are sent individually (one email per recipient) to prevent corporate gateways (like Proofpoint) from flagging multi-recipient emails as spam.
- Vendor log calendar view — the check-in log includes a calendar where each date shows a count of vendor visits; tap any day to see all check-ins and check-outs with timestamps for that date.

### Warranty and Replacement Tracking
- Record warranty start and expiration dates.
- Set and track replacement schedules for filters, belts, and parts.
- Receive notifications for upcoming maintenance or part replacements.
- Push Notification Reliability — Real-time alerts for guest technician logs and assignments with automatic foreground push token refreshing, Android notification channel pre-registration, and stale token cleanup for maximum delivery uptime.

### Inventory Tracking & Consumables
- Inventory tracking of filters, belts, and consumables across multiple properties.
- Bidirectional general spare parts sync — General parts (motors, pumps, contactors, etc.) are synchronized with the building's inventory under the "Other" category. Incrementing or decrementing general part spares auto-populates/updates the building's inventory, and editing the inventory quantity directly propagates changes back to all matching parts' spare counts.
- Track on-hand spare parts stock with case-insensitive normalized matching for filter/belt sizes against building inventory.
- Refrigerant Stock Overhaul — Tracks standard cylinders (`Standard - <Gas> - <Unit>`) and recovery tanks (`Recovery Tank - <Serial> - <Gas> - <Status>`) with specialized fields and automated database serialization.
- Compatibility Matching ("Fits: ...") — Scans all building equipment and parts, displaying a "Fits: [Equipment Name]" compatibility line for refrigerant stock matching the gas specification.
- Parts List Stock Integration — Displays real-time on-hand building stock quantities as badges (e.g. "X in stock") and shows specifications (`❄️ Refrigerant: <Type>`) directly within the equipment's parts list.
- Direct Part Detail Adjustment — Links cylinders and recovery tanks to the part details screen, enabling direct stock increments or weight adjustments.
- Smart Database Fallbacks — The SQLite spare count resolver sums matching refrigerant inventory, falling back to matching the parent equipment's refrigerant nameplate spec for generic part names (e.g., "Refrigerant", "Freon", "Gas").

### Reports and Export Options
- Generate PDF, CSV, and ZIP reports: electrical schedules, filter/belt lists, missing spares audits, refrigerant summaries, and more.
- Professional report generation with company logo and contact info on every page.
- 13 professional report types: Filter Sizes Schedule, Belts Schedule, Refrigerant Inventory, Equipment Age & Lifecycle, Needs Attention, Electrical Load Schedule, PM Checklist, Maintenance Summary (with date-range filters and embedded before/after photo proofs), Invoices/Costs, Fire Damper Inspections, Replacements Due, Missing Spares Audit, Portfolio Summary.

### AI Data Extraction — Powered by Gemini (Google's AI Model)
- AI Nameplate Scanner: snap a photo of any equipment nameplate and the app extracts manufacturer, model, serial number, voltage, refrigerant type, filter sizes, belt numbers, manufacture date, and 40+ additional fields automatically.
- AI Condition Assessment: Technician Mode (comprehensive visual inspection covering coil condition, refrigerant line insulation, oil staining around fittings, capacitor and contactor condition, cabinet corrosion, drain pan, and more — structured for a service file or customer report) and Facility Manager plain-language summaries. The AI also estimates the unit's manufacture year from the serial number when the manufacturer's date-encoding format is recognizable (Lennox, Carrier, Trane, York, Rheem, Goodman, and others).
- Invoice & Work Order Scanner: photograph any service receipt; AI extracts date, technician, service type, parts used, and total cost, then auto-creates a maintenance log entry.
- AI Diagnostics & Troubleshooting Assistant: describe complex symptoms and input technical readings (voltages, pressures, temperatures, subcooling, superheat). Gemini AI acts as a conversational partner, analyzing these inputs alongside the unit's specifications and its 5 most recent service logs to deliver trade-grade diagnostic guidance.
- Free users receive 10 AI scan trial credits across all four tools; upgrade to Pro for unlimited scans.

### Action Toolbar — QR Code, Share, Export
- Every Equipment, Parts, and Maintenance detail screen includes a labeled action toolbar with clearly described buttons.
- QR Code button — navigates directly to the QR label creator for printing and labeling.
- Share button — opens a modal to share records with any app or recipient ("Share Info"), or force-push to cloud backup.
- Export button — opens a modal to generate a shareable ZIP or importable ZIP backup file.
- Synced button on Equipment — visible when the unit has a public QR link; re-pushes fresh specs to the cloud on demand.

### EPA §608 Refrigerant Compliance
- Every maintenance log includes a built-in refrigerant recovery/recharge section.
- Enter system charge and amount added — the app instantly calculates the annual leak rate and flags EPA Section 608 violations on systems ≥15 lbs.
- Refrigerant data stored permanently with the service record for full audit trail.

### Cloud Backup & Team Sharing (Pro)
- Real-time sync to Firebase across all devices with Smart Sync conflict detection.
- Push complete equipment packages — specs, photos, maintenance history — to teammates or clients via email.
- Share Info sends records to any app or recipient, not limited to Equipment Tracker users.
- Transfer Inbox for reviewing and merging incoming equipment data from peers or guest technicians. Database IDs (including equipment, parts, inventory, and logs) are preserved to keep printed QR code links fully scannable across teammate devices.

## Pricing

### Always Free
- Unlimited buildings, equipment, and parts records.
- Maintenance logging and photo documentation.
- Local ZIP backup and import.
- Native barcode & QR scanner (Code 128, QR, EAN-13, and more) — works fully offline.
- 10 AI scan trial credits (Nameplate, Condition Assessment, Invoice Scanner, AI Diagnostics).
- Guest technician QR service form for any piece of equipment.

### Pro — $9.99/month or $79.99/year per user
- All free features plus:
- Unlimited AI scans (Nameplate, Condition Assessment, Invoice Scanner, AI Diagnostics).
- Cloud backup & real-time sync across all devices.
- 13 professional PDF report types with branded company logo.
- Web dashboard at equipment-tracker.com for full desktop access.
- Peer-to-peer equipment sharing and Transfer Inbox.
- EPA §608 refrigerant leak rate calculator and compliance flagging.
- QR link labels — public web page for any equipment unit.
- 7-day free trial included with all Pro plans per user, no credit card required to start.

## Frequently Asked Questions

**How does the AI nameplate scanner in Equipment Tracker Pro work?**
The AI nameplate scanner uses Google Gemini multimodal vision models to analyze photographs of unit data plates. It automatically extracts over 40 technical parameters, including the brand, model number, serial number, electrical specifications (voltage, phase, FLA), refrigerant type, charge weight, and date of manufacture. It even handles faded, rusted, or dirty labels with high accuracy.

**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?**
Equipment Tracker Pro supports 13 professional report types. For EPA compliance, it tracks refrigerant additions and recovery weights to automatically calculate annual leak rates and flag Section 608 violations. For NFPA compliance, it includes dedicated Fire Damper inspection reports (NFPA 80/105). Other reports include Filter schedules, Belt replacement logs, and Equipment Age/Replacement forecasts—all exportable as branded PDFs or Excel-compatible CSVs.

**Can I import existing data from Centriq or Excel?**
Yes. We offer a free, client-side CSV import wizard. Centriq shut down its service, so we built a dedicated Centriq migration path — upload your Centriq export CSV and our importer maps it 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, schedule preventative maintenance, and generate PDF report packets on a larger screen. The web dashboard requires 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 the app or web dashboard and stick it to a unit, anyone can scan it with a standard phone camera — no app download required. In Link Mode, scanning opens a public read-only web page with that unit's full specs, service history, and refrigerant data. In Text Mode, scanning copies the unit's model, serial, and key specs as plain text for quick reference. In JSON Mode, scanning allows another Equipment Tracker Pro user to import the full record directly into their own 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, 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?**
- Our 'Push to User' and building transfer system makes hand-offs seamless. You can package all data, photos, specs, and logs for a building and generate a secure 6-character transfer code. Teammates, property managers, or new owners can enter this code in their app to import the complete history log instantly. Database IDs are preserved, ensuring that deep-link QR codes on physical units match correctly on all recipient devices. Office managers can also receive guest submissions from outside contractors who scan a unit's QR tag on-site.

**What is the pricing model for Equipment Tracker Pro?**
Core features (barcode scanning, basic parts inventory, building profiles, and local logs) are completely free with no ads or popups. The Pro subscription unlocks advanced features like unlimited AI scanning, real-time Firebase cloud backup, custom branding, refrigerant/EPA tracking, and 13 professional compliance reports. Pro is available for $9.99/month or $79.99/year (saving over 33%) per user.

**Does the app work without an internet connection (offline-first)?**
Yes. Equipment Tracker Pro is built with an offline-first architecture. All equipment records, parts catalogs, maintenance logs, and photos are stored locally on your mobile device. Technicians can scan QR codes, search databases, log maintenance, and modify records in basements, mechanical rooms, or remote facilities without cellular service. Once an internet connection is re-established, the app's Smart Sync protocol automatically synchronizes changes with the secure Firebase cloud database and handles conflict resolution.

**How does Equipment Tracker Pro calculate EPA Section 608 leak rates?**
When a technician logs a refrigerant addition in the maintenance log for any equipment with a system charge capacity of 15 lbs or more, the app automatically calculates the annualized leak rate using the EPA Section 608 formulas (standard or method 2). If the calculated leak rate exceeds the EPA thresholds—20% for comfort cooling or 30% for commercial refrigeration/IPR—the app flags the record with an EPA warning banner, highlights the required 30-day repair window, and adds a permanent 'EPA Flag' to the service record.

**What specs can the AI nameplate OCR scanner extract?**
The Gemini-powered AI nameplate scanner is trained on thousands of HVAC and appliance data plates. It extracts over 40 technical parameters including manufacturer, model, serial, manufacturing date, BTUs, tonnage, electrical specs (voltage, phase, FLA, LRA, MCA, MOP), compressor specifications, refrigerant type (R-22, R-410A, R-134a, etc.), factory charge weight, and default filter or belt dimensions.

**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 receive an instant structural health report. Powered by Gemini, it evaluates the photos for visual defects like coil fouling, cabinet corrosion, fin damage, or oil staining. It returns a severity rating (Good, Fair, Poor) and generates prioritized maintenance recommendations that can be attached directly to the unit's permanent service log.

**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 print a branded QR-coded door poster for any building. 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 triggers real-time email notifications to property managers. 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, Pro users can upload their company logo and input their business name, email, phone, and address. Once configured, all 13 professional compliance and inventory reports—including Filter schedules, Belt logs, and EPA refrigerant summaries—are generated as beautifully formatted PDFs with your company's custom branding at the top of every page.

**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 the app?**
Every building, equipment unit, and part record supports unlimited photo attachments. You can photograph nameplates, equipment cabinets, wiring diagrams, invoices, and damage. Photos are stored locally on-device on the free tier and automatically backed up to Firebase cloud storage on the Pro tier. All photos appear inline in PDF reports and on the public QR scan page, giving anyone on site instant visual context.

**Is my data stored securely?**
Yes. Cloud data (Pro) is stored in Google Firebase, which uses AES-256 encryption at rest and TLS in transit. Local data stays on your device and is never transmitted without your action.

**What happens to my data if I cancel Pro?**
Your data is never deleted. If you cancel Pro, your records remain fully accessible on your device. Cloud sync pauses, but any data already synced to the cloud remains there. You can export a full local backup ZIP at any time, on any plan.

**Can I export all my data?**
Yes. The Export button on any equipment, parts, or maintenance record generates a shareable ZIP or importable ZIP. Pro users can also generate full PDF reports for any building or equipment set.

**Does the AI scanner work on faded or corroded nameplates?**
Gemini (Google's AI model) 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 legible fields and flag those it couldn't confidently read for manual review. Results vary depending on image quality and the extent of damage.

**What barcode formats does the scanner support?**
QR Code, Code 128, Code 39, Code 93, EAN-13, EAN-8, UPC-A, UPC-E, Data Matrix, PDF417, ITF-14, Codabar, and Aztec — 13+ formats covering virtually every barcode found on HVAC and appliance equipment.

**Is there a web version?**
Yes. Pro subscribers have full access to the web dashboard at equipment-tracker.com, which syncs in real time with the mobile app. Free users can log in to manage their account but core tracking requires the mobile app.

## User Roles and Use Cases
- **HVAC & Field Mechanicals**: scan nameplates and barcodes on-site, log refrigerant with EPA §608 tracking, generate branded service reports, share equipment packages with clients.
- **Property Managers & Directors**: build a complete equipment registry per property, track warranty dates, share specs with contractors, generate audit-ready PDF reports.

## Resources

### Download Links
- [App Store](https://apps.apple.com/us/app/equipment-tracker-pro/id6763440194)
- [Google Play](https://play.google.com/store/apps/details?id=com.jon18.equipmenttracker)
- [Web Dashboard Login](https://equipment-tracker.com/login)

### App Screenshots
- [AI Nameplate Extraction](https://equipment-tracker.com/screenshots/ai-extraction.jpg) — Gemini AI (Google's AI model) extracting specs from a nameplate photo
- [AI Scan Photo](https://equipment-tracker.com/screenshots/ai-scan-photo.jpg) — Camera viewfinder during a nameplate scan
- [AI Scan Results](https://equipment-tracker.com/screenshots/ai-scan-results.jpg) — Populated spec fields after a successful scan
- [Equipment Detail Screen](https://equipment-tracker.com/screenshots/equipment-detail.jpg) — Full spec sheet with maintenance history
- [Maintenance Log](https://equipment-tracker.com/screenshots/maintenance-log.jpg) — Service record entry with technician info and photos
- [Parts List](https://equipment-tracker.com/screenshots/parts-list.jpg) — Replacement parts linked to a piece of equipment
- [Inventory Screen](https://equipment-tracker.com/screenshots/inventory.jpg) — On-hand stock tracking for filters, belts, and consumables
- [Locations / Buildings](https://equipment-tracker.com/screenshots/locations.jpg) — Building portfolio view
- [Unit Details](https://equipment-tracker.com/screenshots/unit-details.jpg) — Floor and unit location fields on an equipment record
- [Cloud Backup](https://equipment-tracker.com/screenshots/cloud-backup.jpg) — Real-time Firebase sync status screen
- [Local Backup](https://equipment-tracker.com/screenshots/local-backup.jpg) — ZIP export and import options
- [Settings Screen](https://equipment-tracker.com/screenshots/settings.jpg) — Company branding, account, and preferences
- [Commercial Equipment](https://equipment-tracker.com/screenshots/commercial-equipment.jpg) — HVAC rooftop unit record example
- [Home Appliance](https://equipment-tracker.com/screenshots/home-appliance.jpg) — Homeowner appliance tracking example

### Demo Videos
- [AI Nameplate Extraction Demo](https://equipment-tracker.com/videos/ai-nameplate-extraction.mp4) — Watch Gemini AI extract 40+ fields from a nameplate in seconds
- [AI Nameplate Search](https://equipment-tracker.com/videos/ai-nameplate-search.mp4) — Scanning a nameplate and matching it to an existing equipment record
- [AI Condition Assessment](https://equipment-tracker.com/videos/ai-condition-check.mp4) — Photo-based equipment condition inspection with severity rating
- [QR Code Scanner](https://equipment-tracker.com/videos/qr-code-scanner.mp4) — Scanning a Link Mode QR label to pull up an equipment record instantly
- [User Push / Peer Sharing](https://equipment-tracker.com/videos/user-push.mp4) — Pushing complete equipment data to a technician
- [Inventory & Reports](https://equipment-tracker.com/videos/inventory-and-reports.mp4) — Building inventory management and PDF report generation
- [Web Dashboard Features](https://equipment-tracker.com/videos/web-dashboard-features.mp4) — Full desktop web dashboard walkthrough
- [Full App Walkthrough](https://equipment-tracker.com/videos/full-app-walkthrough.mp4) — End-to-end tour of Equipment Tracker Pro for new users

### Site Pages
- [Home](https://equipment-tracker.com/) — Landing page with feature overview and download links
- [Features](https://equipment-tracker.com/features) — Detailed breakdown of every feature with Free vs Pro labels
- [Compare](https://equipment-tracker.com/compare) — Side-by-side comparison of Equipment Tracker Pro vs 11 competitors (Tool Tracker Pro, MaintainX, UpKeep, Limble, Fiix, Sortly, EZOfficeInventory, ServiceTitan, Housecall Pro, Asset Panda, Excel/Sheets) with accurate pricing, feature matrix, and honest "when not to choose us" section
- [Changelog](https://equipment-tracker.com/changelog) — Full version history and release notes
- [Blog](https://equipment-tracker.com/blog) — How-to guides, feature deep dives, and industry tips
- [How-To Guides](https://equipment-tracker.com/guides) — Step-by-step interactive walkthroughs for all 11 core features (Nameplate Scanning, Barcode Scanner, QR Code Labels, Equipment Locations, Parts Inventory, Service Logging, PDF Reports, Smart Sync, EPA 608 Leak Calculator, Vendor Check-In, Web Dashboard).
- [Pricing Plans](https://equipment-tracker.com/pricing) — Simple per-user pricing plan overview comparing Free vs Pro tier features.
- [Frequently Asked Questions](https://equipment-tracker.com/faq) — Comprehensive Q&A covering offline scanning, AI nameplate OCR, reporting, pricing, and app features.
- [EPA Subpart C Leak Calculator](https://equipment-tracker.com/compliance/epa-subpart-c-15-lb-calculator) — Annualized leak rate calculator for Section 608 compliance under the 2026 AIM Act 15 lb charge limit.
- [Offline SQLite Sync Engine](https://equipment-tracker.com/features/offline-first-sqlite-sync-engine) — Technical overview of on-device local database cache with smart sync synchronization conflict-resolution.
- [MaintainX & Limble Alternatives Comparison](https://equipment-tracker.com/alternatives/maintainx-vs-limble-vs-equipment-tracker) — Side-by-side technical review of field usability, zero-signal operation, and per-user subscription models.
- [Privacy Policy](https://equipment-tracker.com/privacy)
- [Terms of Use](https://equipment-tracker.com/terms)
- [Contact / Support](https://equipment-tracker.com/contact) — Email support@equipment-tracker.com