Fix Walk-Ins Fast: Refrigeration Service Management Software
A walk-in down at 2 a.m. can cost you the account. In Procured, you send the nearest tech and get repairs over the chain's not-to-exceed (NTE) cap approved.
From Box-Down Nights to Monthly Coil Cleans
Night calls come first. After them: over-cap repairs, chain bills, unit history, coil cleans and your on-call crew.
Friday Night Calls Sent to the Closest Tech
Friday, 9 p.m., and a convenience store's walk-in freezer reads 20 degrees. Slide Saturday's planned work to Monday, send the call to the closest tech, and watch them tap On My Way.
- Drop the emergency on tonight's calendar → it goes ahead of planned work
- Spot the nearest tech on the Team plan map → faster arrival
- Have techs tap On My Way and Arrived → you see arrival times
- Drag tomorrow's PMs (maintenance visits) to Monday → the on-call tech sleeps
- Color box-down calls red → nobody misses an emergency
- Say "Mark arrived on the Garcia visit" → confirm, and dispatch sees you there
- Assign late calls to a tech → their phone gets a notice
Over-NTE Repair Quotes Approved Tonight
The chain caps the call at $500, and the compressor is shot. Send a line-by-line quote with hours, parts, refrigerant by the pound and photos. The site manager approves before you go over.
- List labor, parts, trip and freight separately → no lump sums to reject
- Photograph the burnt contactor → the reason is plain
- Save hourly and trip rates in the price book → every quote prices alike
- Watch for Viewed → call the manager while they're at the desk
- Convert the approved quote to a job → order the compressor
- Resend a stalled approval with a reminder → the box isn't left waiting
- List the failed part's model number → the manager can check it
Bill Independents Now and Chains by Their Rules
A late or sloppy chain invoice can cost you the next work order. Bill from the finished job with the chain's numbers on it. The diner owner down the street pays before you leave.
- Turn the job into an invoice → labor, parts and trip carry over
- Send the chain's invoice before you leave the lot → no deadline scramble
- Send the restaurant owner a card pay link → no waiting on a check
- Offer the chain bank transfer → a big invoice costs little to collect
- Log the regional office's check when it arrives → balances stay current
- Put the chain's work order number on the job → bills match theirs
- See who still owes → call accounts payable before month-end
Read the Last Visit Before Opening the Box
The taqueria's walk-in freezer iced up again. Open the past jobs and read what the last tech did. You'll see the defrost heater they swapped, their photos and the refrigerant they added.
- Snap the condensing unit's nameplate → its serial stays with the job
- Type box temps and setpoints in the notes → the next tech sees them
- Note refrigerant added in the visit notes → it's there if the owner asks
- Snap the iced-up evaporator coil → before and after shows the fix
- Record the expansion valve or fan motor you swapped → the next tech knows
- Same box fails again? Reopen its job → every visit in one place
- Work in a basement walk-in with no signal → notes sync outside
Monthly Coil Cleans and Ice Machine PMs
A restaurant group wants coils cleaned and drains flushed at 5 stores every month. Set up the visits once per store, and next month's stops are already waiting on the calendar.
- Repeat coil cleans monthly per location → the calendar fills itself
- Schedule the ice machine's next sanitize at close-out → it's already set
- Save a PM visit as a quote template → every store priced alike
- Give each store its own job location → techs find the right one
- Photo the condenser after cleaning → store managers see it's done
- Quote a torn gasket found on a PM → small fixes get paid
- Fit PMs around emergencies with a drag → contracts still get served
Night Calls Covered From One Shared Board
You, 3 techs and an office person on the phones make 5 seats. Everyone works from the same board, and the phone person sees which tech is nearest a failing freezer.
- Log time in at each store visit → hours match the work order
- Add the supply-house receipt as an expense → it shows on the job
- Message the on-call tech in team chat → the office finds the part
- Approve timesheets on Monday → every weekend hour gets paid
- Hand a new tech their stores → jobs appear on their phone
- Check each tech's week in team view → spread the on-call load fairly
Try It Free for 14 Days
Use refrigeration service management software free for 14 days and start booking jobs and sending invoices from day one.
Plain Terms for a Three-Truck Refrigeration Shop
Money is tight in a small cooling shop. Here is what it costs to try, and what you're never tied to.
Which Refrigeration Shops It Fits
Procured keeps each restaurant, store and job in one place. Shops that need refrigerant record tools will want more.
| Procured Is For | Procured Is Not For |
|---|---|
| Your 1-5 trucks answer restaurant and convenience store calls | Several branches and 50-plus techs report to you |
| Your phone rings at 2 a.m. when a freezer fails | You need remote temperature monitoring and alarms |
| Grocery and fast-food chains send you capped work orders | You need check-ins and invoices pushed into chain portals |
| You clean coils and drains on monthly contracts | You need federal leak-rate records and verification test logs |
| Customers argue about work you did months ago | You track refrigerant cylinders from purchase to reclaim |
| Half your work is local diners and taquerias | You need each supermarket rack and circuit listed as equipment |
| You want an app a new tech can learn in the truck | You manage truck parts stock and purchase orders |
What Is Refrigeration Service Management Software?
Refrigeration service management software runs a commercial cooling shop's day. It sends techs to walk-in calls, books monthly upkeep visits, quotes repairs and bills the work. For shops that serve restaurants and grocery chains, each unit's repair story stays on its jobs. It doesn't track refrigerant or watch box temps from afar.
Common Questions
Is Procured real refrigeration software, or built for HVAC?
What if the repair goes over the NTE after I've started?
How do I charge after-hours and emergency rates?
Can I set ice machine cleanings and coil cleans to repeat?
Can I log refrigerant for federal leak rules?
Is there CRM software for refrigeration equipment, unit by unit?
Can the restaurant get a text when my tech is on the way?
Does it connect to my customers' facility-management portals?
We run on paper tickets and a whiteboard. How hard is switching to refrigeration contractor software?
When does an app start paying off for a two-truck shop?
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