Guide
PPM contracts and asset registers in HVAC software
Updated
Reactive work pays the wages and maintenance contracts pay for the business. The software question is whether the contract runs itself once it is set up.
What a PPM feature has to actually do
- Generate the visits from the contract, on the interval each asset needs, without anyone remembering.
- Carry the asset list per site, so an engineer arriving knows which units are on the contract and which are chargeable extras.
- Bill the contract on its own cycle, which is rarely the same as the job cycle.
- Tell you afterwards whether that contract made money, which is the number most contractors cannot get out of their current system.
What the suppliers say
- Commusoft
- Klipboard
- Joblogic
- Eworks Manager
- Protean Software
- Tradify
Every description above is taken from the supplier's own page on 15 August 2026 and is a statement of what the supplier says, not a test result. We have not run these products.
The question that separates them
Ask a supplier to show you one customer site with three units on three different service intervals, one of them under warranty, and to produce next year's visit schedule and this year's contract profit. Every product on this page can show you a diary. That specific demo is what tells you whether you are buying maintenance software or a very good calendar.
Where PPM meets the F gas interval
For refrigeration and air conditioning the two overlap: the leak check interval set by gov.uk's frequency table is itself a planned visit, and it is per unit rather than per customer. A PPM engine that only schedules per customer will get an annual visit right and a mixed site wrong. See our F gas records guide for the intervals themselves.