Installed base
Customers, installation locations, equipment, components, serial numbers, documents and photographs in one navigable structure.
Installed equipment & after-sales workspace
Know every unit. Continue every story.
EquipSpan brings customer locations, installed equipment, serial numbers, service requests, visits, evidence, maintenance and next actions together in one practical workspace.
- No card required
- All features included
- Works on desktop, tablet and phone
For small businesses that install equipment at customer sites and continue to support it. Not a consumer warranty tracker or a full field service suite.
One shared operational record
Start with the physical unit and retain the context the next piece of work needs.
The equipment record brings together the information that is otherwise scattered across photographs, spreadsheets, email and closed job notes.
- Customer, site, manufacturer, model and serial number
- Components, documents and supporting photographs
- Recorded coverage and the team’s documented assessment
- Requests, visits, findings and previous decisions
- A visible next action while the case remains open
Customer → location → equipmentRequest → treatment or visitEvidence → report → next action
The operational gap
A customer calls about a unit installed years ago. The serial is in a photo, previous work is in old notes and nobody knows whether the next action is covered, billable or recoverable.
CustomerLocationEquipmentCoverageRequestTreatmentVisitEvidenceClaim or closeNext action
One continuous record
The visit can end. The equipment history keeps working.
EquipSpan starts with the physical unit and preserves context across office decisions, field work and later commercial follow-up.
Coverage and history
Manual coverage records, source evidence, revisions, service requests, visits and decisions preserved on the equipment timeline.
Requests and follow-up
Internal requests or secure customer intake, priority, responsibility, next action, target date and a separate treatment log.
Field execution
Optional visits, mobile preparation, checklists, contextual photographs, notes, signatures and regional PDF service reports.
Mobile execution when a visit is needed
Prepare in the office. Continue at the customer site.
A service request does not force a visit. When field work is appropriate, the assigned technician receives the equipment context, checklist and evidence requirements on the same phone or tablet used to complete the work.
Follow the complete workflow →A record that stays useful
See the equipment story, not just the latest job.
Each section explains a part of the operational record that EquipSpan keeps connected around the installed unit.
One record for the installed unit
Connect the customer, site, serial and operating context around one physical unit.
A service history that keeps growing
Visits, findings and outcomes add to the same story instead of disappearing into closed jobs.
Evidence where it is needed
Keep photographs, documents and supporting material close to the equipment they describe.
The next action stays visible
Plan maintenance and follow-up without losing sight of what the team needs to do next.
Coverage reviewed with its sources
Record the team’s assessment and the available evidence; legal decisions remain human decisions.
Follow supplier recovery to its conclusion
Keep claim evidence and supplier follow-up visible after the repair is complete.
One workspace across devices
Office and field colleagues work from the same equipment context on any supported device.
A practical fit
Built for a type of business, not a single narrow trade.
EquipSpan serves small technical businesses that leave identifiable equipment at customer locations and remain responsible for the after-sales work.
A strong fit
- A shared installed base across customer locations
- Recurring faults, maintenance or coverage questions
- Office and field colleagues need access to the same history
- Information is split across spreadsheets, folders, email and photos
- The team wants a practical workspace rather than an ERP implementation
Deliberately outside the product
- Consumer warranty tracking
- Advanced dispatch and route optimisation
- Fiscal accounting, payroll or a complete ERP
- Full inventory, warehouse or production control
- IoT, telemetry or predictive maintenance
- Automatic legal coverage decisions
Use cases
One product, expressed in the language of different technical teams.
The core records and workflow stay the same, while the equipment, components, evidence and recurring work reflect each operation.
For HVAC service teams
Keep every supported HVAC unit connected to its service history.
For small HVAC, refrigeration and heat-pump businesses that install equipment and continue supporting it at customer sites.
Explore this use case →For generator and UPS teamsKnow the generator, its site and its history before the next visit.
For small installation and service teams that support generators, UPS systems and related equipment after handover.
Explore this use case →For commercial kitchen serviceGive every supported kitchen unit a service history tied to its site.
For small teams that install or service identifiable commercial kitchen and refrigeration equipment at customer locations.
Explore this use case →Straightforward plans
Every feature included. Choose by team size and storage.
Customers, installation locations and installed equipment are unlimited. Every plan begins with a complete 21-day trial, with no payment card required.
Team 33 users · 15 GB€49 / month
Team 88 users · 60 GB€99 / month
Team 2020 users · 200 GB€199 / month
Common questions
Clear answers before you create a workspace.
Understand the product boundary, mobile workflow, trial and data model without booking a sales call.
What is EquipSpan?
EquipSpan is a shared workspace for small businesses that install or service identifiable equipment at customer sites. It connects customers, locations, installed units, service requests, visits, evidence, maintenance, coverage records and next actions.
Who is EquipSpan for?
EquipSpan is designed for small installation and maintenance teams that continue to support equipment after handover. Typical users include HVAC and refrigeration companies, generator and UPS specialists, commercial kitchen service teams and other technical businesses that manage serialised equipment and recurring after-sales work.
Does EquipSpan replace an ERP, CRM or field service suite?
No. EquipSpan covers the installed-equipment record and the after-sales work around it. It does not replace fiscal accounting, payroll, advanced dispatch and route optimisation, full inventory control or an enterprise maintenance platform.
Does every service request require a visit?
No. A request can be recorded, assigned, investigated and resolved without a site visit. If field work is needed, the visit is scheduled from the same request so the original context remains attached.
Can a customer report a problem without an EquipSpan account?
Yes. An authorised user can create a secure, time-limited link for a customer location. The customer reports the issue without creating an account, and EquipSpan adds it to the team’s request inbox for review.
Does EquipSpan decide whether equipment is legally under warranty?
No. The business records and reviews coverage manually. EquipSpan keeps the relevant dates, documents, notes and source evidence together, but it does not determine legal warranty rights.
Practical next steps
Continue with the record that matches your problem.
These resources explain the three most common starting points without sending every visitor through the same navigation path.
Installed equipment management
Keep each supported unit, site, documents and next action connected.
Customer equipment service history
See the past work and evidence before the next decision.
Free installed equipment register template
Start with a practical CSV for sites, units, serials and next actions.
Ready for real records
Start with one customer, one location and one installed unit.
Create your workspace without a card, load the optional sample data or enter your first real record, then follow the practical manual at your own pace.