Every maintenance agreement and tune-up, on schedule.
Maintenance agreements are recurring revenue that only pays if the visit actually gets booked. TraceLock turns each agreement into scheduled spring and fall tune-ups, routes the day, and keeps every service record in one place.
The friction you already know.
Agreements that don’t get scheduled
You sold the annual PM. Six months later nobody booked the fall visit and the customer noticed first.
On TraceLock: each agreement auto-generates its seasonal visits and reminds you before they age out.
A day of scattered stops
Four no-cool calls across town and a tech burning an hour between each in July.
On TraceLock: group the day by area and send each tech a routed list, so the drive time drops and the billable time rises.
Service history in a truck somewhere
A warranty claim comes in and last year’s tune-up sheet is on paper in someone’s cab.
On TraceLock: every unit’s PM history, filters, and refrigerant notes are searchable by site.
Lead to signed, one thread.
The same five moves, whatever you service. Each stage hands clean data to the next, so nothing gets re-entered.
Sell the PM
A maintenance agreement becomes recurring visits - spring and fall, or the cadence you set.
Season fills in
Tune-up season populates the calendar automatically. You just confirm and assign.
Route the day
Emergency no-cool calls slot into the route between planned stops.
Run the checklist
Tech works the PM checklist on the phone, logs readings, and captures photos.
Invoice & renew
Invoice syncs to QuickBooks. The agreement rolls to next season on its own.
A tune-up checklist that survives the mechanical room.
Techs work a per-unit checklist on the phone, log temperatures and pressures, snap a photo of the filter or the corroded contactor, and get the customer’s signature. No signal in the basement mechanical room? It queues and syncs later.
The whole operation, one login.
The same modules that run our flagship fire-safety business, pointed at your work. Deep where it counts, honest about the rest.
Scheduling & recurring visits
Recurring schedules from a template, a drag-and-drop calendar, and auto-assignment by skill and availability. Set it once, it repeats.
Triage - nothing slips
Every unscheduled job, overdue visit, and open deficiency in one live board. The work that needs a decision never falls through.
Routing & dispatch
Group the day’s stops by area, send each tech their route, and cut the windshield time between calls.
Quotes & invoices
Quote, get it signed, convert to an invoice, and sync to QuickBooks and Stripe. Money stops leaking between the truck and the office.
Offline field app
iOS and Android. Scan, check off the job, capture photos and a signature. Queues offline in a dead zone, syncs the moment you have bars.
Equipment & asset tracking
Every unit you service, its full history, and what’s due next - tagged, searchable, and tied to the site.
Customer records
One record per customer: sites, contacts, job history, and documents. An optional portal lets them see and book work themselves.
Reports & exports
Signed PDF reports, one-click record bundles, and a full CSV export of your own data, any time you want it.
Honest about records.
TraceLock is not an HVAC compliance certification, and we won’t pretend to be one. What it does is keep every maintenance agreement, tune-up checklist, service record, and signature in one place, timestamped and exportable.
If you need a unit’s PM history for a warranty claim or a refrigerant note for your own records, it is one search away, not in a truck somewhere.
Put your next job on TraceLock.
30 days free. Bring your customer list and a coffee. We’ll have you running live work before the next call-out.