Key takeaways
- Register each unit with its own service interval.
- Log every job against the unit, not the customer.
- Only a completed cleaning resets the next due date.
- Call from the due list, not from memory.
Watch the supporting video
The video opens on its original provider so you can review its source and controls.
Aircon shops earn twice from the same customer: once on the repair and again on the cleaning three months later. The second one is the easy money that gets lost, because nobody remembers which unit was cleaned when. AirconDesk PH keeps the history on the unit and computes the next due date, so the callback list writes itself.
Register the unit, not just the customer
One household can have three units with different brands, horsepower, and cleaning needs. Each is registered with its location in the building, type, horsepower, brand, serial number, and recommended service interval in days.
That interval is the shop's own recommendation. A cafe unit running twelve hours a day gets 60 days; a bedroom unit gets 90 or more.
Log every job against the unit
A job carries the date, unit, job type, technician, and service fee. Parts and chemicals are issued with a Job Use movement, so the parts cost lands on the job and stock on hand drops in the same step.
Total due is the service fee plus parts, and the balance falls as payments come in, which keeps collection out of the notebook.
Let the sheet compute the next due date
The last service date on a unit is the newest Completed Cleaning job recorded against it. Next service due is that date plus the interval, and days to due counts down from today.
Service status flips to Due Soon inside 30 days and Overdue past the date. A unit with no cleaning yet is shown as No service yet rather than hidden.
Work the due list every week
DUE LIST mirrors the units with their client, location, last service, next due, and status, so one screen is the week's calling list.
The dashboard counts units under care, overdue units, and units due within 30 days, next to billed, collected, and unpaid amounts.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
AirconDesk PH Google Sheets Edition is designed for use with a Google account and current desktop Google Sheets.
No refrigerant handling certification, TESDA or PRC compliance, manufacturer warranty registration, automatic SMS or email reminders, equipment diagnostics, official receipts, or tax filing.
Frequently asked questions
Does a repair reset the cleaning schedule?
No. Only a Completed job with job type Cleaning updates the last service date, because a capacitor change does not clean the coils.
Can different units have different intervals?
Yes. The interval is set per unit, so heavy-use units can be called back sooner than a bedroom unit.
Does it send reminders to clients?
No. It produces the due list; the calling or messaging is still done by your staff.
Does this replace official records?
No. No refrigerant handling certification, TESDA or PRC compliance, manufacturer warranty registration, automatic SMS or email reminders, equipment diagnostics, official receipts, or tax filing.
