SodaDesk captures the photos, checklist results and readings from each HVAC job, time-stamped and tied to the technician, so you can show the work when anyone asks.
The Business Case
When a dispute or audit lands, the contractor who can produce time-stamped photo evidence wins. Capturing it by default is the cheapest insurance there is.
Where Most hvac Contractors Get Stuck
- HVAC service work gets done but there's no organized evidence of it.
- Photos live on personal phones and vanish when you need them.
- No time-stamp or location ties the evidence to the actual visit.
- Pulling proof together for an audit or insurer is a scramble.
How SodaDesk Solves It
Evidence captured by default
Required photos and checklist items are captured on every HVAC job, so the evidence exists without anyone remembering to collect it.
Time-stamped and attributed
Every photo and entry is time-stamped and tied to the tech and job, with GPS check-in when allowed.
Stored, not on a phone
Evidence is stored against the job in object storage, not lost on a device.
Retrievable on demand
When a client or auditor asks, the proof is on the job record — no camera-roll scramble.
How It Works
Owner schedules the job
Create a one-time or recurring hvac job and assign a tech — the right checklist is attached automatically.
Tech checks in on site
Check-in captures the time and, when location is allowed, a GPS-verified arrival — never blocking, even if permission is denied.
Checklist + photo proof
The tech works the checklist on mobile: numbers, notes, and required photos. Mark Complete stays locked until every required item is done.
Proof is captured automatically
Photos, readings, time on site, GPS, and the customer signature are compiled into a job-proof record the owner can send to the customer.
Built for hvac
Evidence the service was performed
Required photos and checklist results document that filters, coils, and refrigerant checks were done — captured at the point of work, not a certificate.
Time-stamped and attributed
Every photo and reading is time-stamped and tied to the tech and unit, with GPS check-in when allowed.
Retrievable for disputes
When a manufacturer or client disputes the work, the dated evidence is on the job record.
Frequently Asked Questions
Does SodaDesk provide a regulatory certificate?
No. SodaDesk captures and stores the evidence that the work was performed — photos, checklists, time, and location. It is job proof, not a regulatory certificate.
Is the evidence time-stamped?
Yes, and tied to the tech and job, with a GPS-verified check-in when the tech allows location.
Where is the evidence stored?
Against the job in object storage (Wasabi) with a local fallback, so it's retrievable later rather than stuck on a personal device.
Can I add my own required fields?
Yes. If you need a specific field captured as evidence, add it as a custom checklist item — required, with a photo if you want one.