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Software for photovoltaic and heat pump service

Installations, annual checks of PV systems and heat pump service rely on the same technicians. ServisBook plans them in one overview and tracks inspection deadlines on every piece of equipment at the customer. It does not design PV systems or do calculations.

For companies with 3–15 technicians that plan in Excel or a calendar today.

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After installation, service begins

You record the inverter, battery and heat pump in the equipment register with a serial number and inspection deadlines. After an installation is finished, the app asks whether to add the equipment to the register. The annual PV check, an inspection or an inverter replacement then have their place in the equipment history.

  • The deadline runs from the check actually carried out, not from the plan.
  • The Recurring services overview shows what is due and what is overdue.
  • Orders are not created on their own unless the company switches on nightly creation.
How recurring services work →

Schematic preview: Recurring services overview, one row per address, coloured by deadline status.

Heat pumps: regular service and the seasonal peak

Before the heating season everyone wants service at once, and the first frosts bring breakdowns. You look for free capacity only among technicians with the required skill, for example working with refrigerants or electrical work, with holidays and planned work already deducted.

  • You name the skills yourself and the filter returns only technicians who have them.
  • You plan a breakdown for a new customer in one dialog: customer, order and appointment.
  • You set the leak check on the Heat pump type with an interval based on the charge.
How the skills filter works →

Schematic preview: free capacity only among people with the required skill.

A report with photos of panels and measurements

The technician goes through the inspection checklist on the phone: measured values as numbers, photos of the panels and inverter. The handover report takes over the answers, photos and equipment check results with the next deadline, and the customer signs it with a finger.

  • The checklist attaches itself to appointments with the task it belongs to.
  • The technician enters the values; the app does not read data from the inverter.
  • The report can be printed on the company letterhead.
How a report with a signature is created →

Schematic preview: a report built from blocks: parties, tasks, checklist, equipment and signatures.

The customer picks the date

Homeowners are often only reachable in the evening. They open the link with free days whenever it suits them and pick the date themselves. You confirm the choice in the morning.

  • Free days are calculated from planned work, not from an estimate.
  • Offers can be prepared in bulk for the whole queue of spring checks.
  • An unused offer releases the capacity by itself when it expires.
How appointment offers work →

Schematic preview: appointment offer as the customer sees it.

A model year: spring belongs to PV systems, autumn to heat pumps

The year below is a model. It shows how ServisBook puts together the work of a company with seven technicians that installs photovoltaics and heat pumps and looks after several hundred installations at customers.

March: what is due

In the Recurring services overview the dispatcher filters checks due by the end of June. Each address has one row with all its equipment: inverter, battery and possibly a heat pump. For each address the Create order button creates one order for everything due there.

April: spring PV checks all at once

The dispatcher runs Plan all on the queue of checks and, instead of creating appointments, prepares offers. Homeowners get a link and choose for themselves. The suggestion shows the technician, date and travel in kilometres and minutes for each order.

May and June: installations and crews

Installing a PV system on a roof needs a crew for two or three days. On the board it is one continuous bar and capacity is deducted for everyone. External installers from a subcontractor only see the orders they are assigned to in the app.

September: heat pumps before the heating season

Regular heat pump service is planned before the first frosts. The skills filter returns only technicians certified to work with refrigerants, and appointment offers use the same filter.

October and November: breakdowns

A new customer calls, the heat pump is not heating. In the New appointment dialog the dispatcher creates the customer, the order and the appointment at once. At the heat pump the technician sees notes from earlier visits, records the result and photographs the label.

December: the basis for next year

This year's installations are in the register because the app asked after every finished installation whether to add them. Their first checks fall due according to the type interval and in spring the dispatcher finds them in Recurring services, without a reminder spreadsheet.

How to choose software for photovoltaic and heat pump service

The checklist below sums up what the operation of a company that installs and then services PV systems and heat pumps stands on. Each point has a question for choosing and how ServisBook handles it, including what it cannot do.

1. Installation and service with the same people

Do you see installation crews and service visits in one plan? Can you tell whether to accept another installation when the season is approaching?

ServisBook: A multi-day installation is one bar across consecutive days, a service visit can have a time from–to. Both are planned on the same team capacity in the Technician plan 35 days ahead. The Who is free when panel lists free days in a given period.

2. A register of PV systems and heat pumps at customers

Can you record the manufacturer, model, serial number and your own details, such as output, for an inverter, battery or heat pump?

ServisBook: Yes. You create an equipment type with your own fields, for example output in kWp, number of panels, inverter type or heat pump refrigerant. The equipment card keeps the serial number, location and history of check results and notes. The app has no ready-made template for photovoltaics; you set the type up once.

3. Inspection and check deadlines

Does the software track the deadline on each piece of equipment separately and calculate it from the check actually carried out?

ServisBook: Yes. On the equipment type you set checks with an interval and the source of the deadline, for example an annual PV check or an inspection required by regulation. The next deadline is calculated from the day the check took place. The Recurring services overview shows what is due and the order is created for the whole address at once. Details on the page Recurring services and inspections.

4. Leak checks on heat pumps

Can you set the leak check interval according to the charge of a specific heat pump?

ServisBook: Among the type templates there is Air conditioner (split) with a leak check every 12 months and a reference to Regulation (EU) 2024/573; you set the same check on the Heat pump type too. You change the interval of a specific unit on its card. What the regulation says is summarised on the page Software for air conditioning and HVAC service.

5. Measured values and photos in the report

Does the technician enter measured values and photos on the phone, and does it produce a report signed by the customer?

ServisBook: With the Checklists module switched on, the template has number, yes/no or photo questions and attaches itself to appointments with the given task. The handover report takes over the answers, photos and equipment check results and the customer signs it with a finger. ServisBook measures nothing and does not read data from the inverter: the technician enters the values. More on the page Report with a signature.

6. Subcontractors and installation crews

Can you send an external installer to an installation without them seeing all your customers?

ServisBook: Yes. An external technician only sees the orders they are assigned to. On those they change the appointment status, log tasks, upload photos and fill in checklists. They do not see the customer list or the rest of the company.

7. Dates for households

Can you send a homeowner a choice of dates they can open in the evening?

ServisBook: Yes. The customer opens the link with free days without signing up and picks the date. In spring, when dozens of checks are due, the Plan all button can prepare offers for the whole queue of orders instead of creating appointments. More on the page Appointment offers to customers.

8. Stock, invoicing and manufacturers' portals

Do you need a stock of panels and inverters, invoicing or a connection to a manufacturer's portal?

ServisBook: ServisBook has none of these. It does not keep stock, does not invoice and does not connect to manufacturers' portals. It plans people and appointments and keeps the history of the order and the equipment.

Related features

Technician plan

Technicians in rows, days in columns across a continuous 35-day strip. Create a new appointment by dragging; the app warns you about conflicts.

Recurring services and inspections

Customer equipment with inspection intervals. The overview shows what is due and what is overdue.

Signed handover report

A PDF handover report from the job, even in your company's own form layout. The customer signs with a finger on the phone.

What PV and heat pump companies sort out before introducing it

We install, we hardly do any service

Then ServisBook will mainly serve you as an installation plan: crews for multi-day installations, external installers and dates arranged by link. You start using the equipment register once you start offering service, and add equipment from earlier installations gradually.

We use the manufacturer's portal

The manufacturer's portal shows data from the inverter or heat pump. It does not decide who goes to which customer and when. ServisBook does not connect to portals; it plans people and appointments and keeps the history of visits on the equipment.

We need a stock system

ServisBook does not keep a stock of panels, inverters or parts and does not invoice. Keep those in the program you use for them today.

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Questions

Frequently asked questions

Is ServisBook software for designing PV systems?

No. ServisBook is for installation and service: it plans technicians, tracks inspection deadlines and issues reports. You cannot design a system, calculate yield or prepare grid connection documents in it.

Can we record the inverter, battery and heat pump at the customer?

Yes. Each piece of equipment has its own card in the Equipment section with a serial number, location, custom type fields and inspection deadlines. You create the types according to what you install.

Does ServisBook read data from the inverter or the manufacturer's portal?

No. It does not connect to manufacturers' portals. A fault you see in the portal is entered as a job and you choose the technician by free capacity.

Can an external installation crew do the installation?

Yes. You add a subcontractor as an external technician. They only see the orders you assign them to, and on those they log tasks, upload photos and fill in checklists.

What happens after the 30-day trial?

If you do not order a subscription, the account switches to read-only mode. If you do not order it within 30 days of the end of the trial either, the contract ends and the data may be deleted. You do not enter a payment card at the start. Details are in the terms and conditions, Article 5.

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