Scan. Check Out. Done.

HVAC Tool Tracking Software

Track gauges, recovery machines, leak detectors, and analyzers across technicians, service vans, and jobsites, and keep recurring preventive maintenance on schedule.

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Unlimited users
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18 quick steps: add a tool, print its label, check it out and back in. No signup.

Quick answer

HVAC tool tracking software helps contractors record shared gauges, recovery machines, leak detectors, and diagnostic equipment across service vans and jobsites. OrbitEquip records holder, assigned location, status, and reported issues, and supports one-time planned maintenance with due dates and recurring preventive-maintenance schedules. Recurring schedules can be paused or resumed, and completing an occurrence generates the next one. Maintenance reminder emails for eligible scheduled occurrences are available on active Starter-or-higher subscriptions.

Is this the right workflow for your team?

Who this is for

HVAC contractors and service managers coordinating shared diagnostic equipment
Dispatchers, foremen, or technicians working across multiple service vans
Teams that need reported equipment issues visible before the next assignment

Why teams search for this now

A recovery machine, gauge set, or analyzer is not in the van where it was expected
Equipment moves between technicians during a busy heating or cooling season
A technician discovers damage and the next person needs to see the issue and its status
Preventive maintenance for recovery machines, manifold gauges, leak detectors, or combustion analyzers needs a recurring schedule

How OrbitEquip fits

OrbitEquip gives HVAC contractors a focused way to record tool handoffs without a heavyweight rollout. Print QR labels, create locations for vans and the shop, and check items in or out from a phone browser. Report an issue with a photo or schedule one-time or recurring preventive maintenance; pause or resume a schedule and complete an occurrence to generate the next one.

HVAC equipment moves between calls while its status stays unclear

Van assignments get out of date

HVAC technicians share equipment across multiple service vans, and a static list does not capture later handoffs.

Diagnostic equipment is shared across techs

Manifold gauges, combustion analyzers, leak detectors, and recovery machines may move between calls without a clear current holder.

Seasonal demand increases handoffs

During heating or cooling season, equipment changes vans and jobsites more often than a paper log is updated.

A reported issue can be missed

A damaged or unreliable tool may be handed to the next technician when the issue is only mentioned verbally or in a text.

Recurring maintenance dates get lost

Preventive work for shared service equipment can fall behind when schedules live in a spreadsheet or someone’s calendar instead of the tool record.

Customer-site returns are easy to forget

After a long service call, a tool may not return to its assigned van, and the team needs a recorded handoff to investigate.

Know where your HVAC equipment stands

Scan to check in / out

Print a QR label for every tool. Crews scan to check items out and back in from a compatible phone browser. No paperwork, no spreadsheets.

Organize by location

Create a location for each jobsite, service van, shop, or tool crib, and assign every tool to where it belongs.

Current holder, status & assigned location

See each tool's current recorded status, assigned location, and current holder across the locations your team has configured.

Reactive & recurring maintenance

Report issues with photos, schedule one-time work, and manage recurring preventive-maintenance schedules with pause, resume, and automatic next occurrences. Maintenance reminder emails for eligible scheduled work are available on active Starter-or-higher subscriptions.

Who had what, and when

Checkout history for every tool, plus recorded issue activity. Know who checked it out, when it was returned, and what issues were logged.

Due dates, overdue visibility & reminders

Set optional return due dates, see overdue tools, and send checkout reminder emails while keeping each handoff in history.

Typical use cases

Recovery-machine handoff

Record which technician or van has a shared recovery machine before the next service call.

Pre-dispatch issue review

Filter for reported maintenance issues and review photos before assigning equipment.

Recurring equipment care

Schedule preventive maintenance for a recovery machine, gauge set, leak detector, or analyzer, then complete each occurrence to generate the next.

Seasonal van transfer

Update the recorded holder and location when gauges or analyzers move between vans.

How this workflow works

Label shared equipment, represent vans and the shop as locations, record handoffs and optional due-back dates, then report issues or schedule preventive maintenance.

Add HVAC equipment

Create records for recovery machines, gauges, leak detectors, analyzers, and other shared gear.

Set up vans and the shop

Assign each tool to the service van, shop, or other location where it belongs.

Print QR labels

Generate a printable label for every piece of equipment your technicians share.

Record technician handoffs

Scan or enter the tool code when equipment leaves or returns to a recorded location; add an optional due-back date when needed.

Track issues and maintenance

Add a description and photo to an issue, or manage recurring preventive maintenance for shared service equipment.

Decide if OrbitEquip fits

OrbitEquip is a good fit if:

HVAC technicians share individually tracked diagnostic or service equipment
You need current recorded holder, assigned van/location, and status before dispatch
You need issue photos and status tracking or recurring preventive-maintenance schedules for shared equipment

You may need a broader system if:

You need formal calibration-compliance workflows
You need automatic GPS location, offline scanning, or quantity inventory for supplies

Frequently asked questions

Can I track recovery machines, gauges, and analyzers?

Yes. Create a record for each piece of reusable equipment with its name, category, serial number, location, notes, and QR identity. Recovery machines, manifold gauges, leak detectors, and combustion analyzers can use the same checkout workflow.

How does issue reporting work for HVAC equipment?

A team member can report an issue with a description and photo, then move it from open to in progress to resolved.

Can I organize HVAC equipment by service van?

Yes. Create a location for each van, truck, shop, or other storage point. Assign equipment to those locations and use checkout history to review the latest recorded holder when a transfer or return needs follow-up.

Does OrbitEquip automatically know when equipment is left at a customer site?

No. The system reflects recorded check-ins, check-outs, assignments, and reported issues. It does not use GPS or automatically detect equipment left at a customer site.

Does it schedule preventive HVAC maintenance?

OrbitEquip supports reactive issue reporting, one-time planned maintenance, and recurring preventive-maintenance schedules. Recurring schedules can be paused or resumed, and completing an occurrence generates the next one.

Can seasonal HVAC technicians use the same system?

Yes. Invite team members with owner, admin, or worker roles. OrbitEquip plans include unlimited users, so seasonal technicians can participate without a per-seat limit.

Start tracking your HVAC tools today

Track up to 25 tools free with unlimited users. No credit card required.