Digitale Wartungsprotokolle für Klima & Kälte
Dichtheitsprüfungen, Wartungen und F-Gase-Nachweise sauber dokumentieren – mobil, offline und ohne doppelte Erfassung im Büro.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Klima & Kälte document today – and what it costs
In refrigeration and air conditioning every system has its own rhythm: leak checks depending on refrigerant charge and CO₂ equivalent, maintenance by contract, faults with priority. Every check needs refrigerant type and quantity, top-up, pressure and temperature values, result and signature — and all of it has to stay with the system, for years. Today these records sit on maintenance sheets, in the logbook at the unit and in spreadsheets in the office.
That costs: the technician writes at the unit and again in the office. Top-up quantities are transferred wrongly, the system history has gaps, and the date of the next leak check is in a spreadsheet nobody opens daily. When the operator asks for the logbook or an authority wants to see the records, people search — and the company hopes nothing is missing.
For the owner this means: they do not know for sure which leak checks are due this month, which systems are topped up suspiciously often and whether the record per system is complete. ProtocolHero captures leak and maintenance records completely at the unit — with system history and follow-up task.
Who ProtocolHero is built for
- Refrigeration and air-conditioning contractors with service technicians in the field and maintenance contracts
- System builders for commercial refrigeration, data centres, food retail and industry
- Building-services providers that look after HVAC systems and split units across property portfolios
- Operators with their own refrigeration technology who own the leak checks internally
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Leak-check deadlines as data logic, not a spreadsheet reminder
Refrigerant, charge and the derived check interval sit on the system in the database. The document hub shows per system what is due, in progress or approved; the Hero Agent posts due dates to your channel. You define which deadlines apply — ProtocolHero calculates and reminds.
Top-up quantities and values recorded once at the unit
Every system has its template with required fields for refrigerant type, top-up quantity, pressures, temperatures and result. Previous values from the last check sit alongside — a system topped up for the third time stands out immediately. The Hero Agent reads type-plate photos.
System logbook as bulk export per system
All checks, maintenance and faults attach to the system. On request from the operator or an authority you export the history per system or period as PDF — with signatures, photos and activity log with timestamps.
The finding becomes the follow-up task
Leak found, component to replace, re-check needed: the Hero Agent creates the board card from the protocol, assigns the technician, sets the deadline and asks for evidence of completion. Nothing stays in the remarks field.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Dichtheitsprüfungen und F-Gase-Mengen werden auf Papier notiert und müssen später aufwändig übertragen werden.
Wartungsnachweise für Klimaanlagen liegen verstreut in Ordnern und sind bei Kundenanfragen nicht schnell zur Hand.
Kältemittelmengen und Anlagendaten werden in Excel gepflegt – fehleranfällig und ohne Verlauf.
Wiederkehrende Wartungstermine geraten ohne strukturierte Übersicht in Vergessenheit.
So unterstützt ProtocolHero Klima & Kälte
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Wartungs- & Dichtheitsprotokolle
Vorlagen für Wartung und Dichtheitsprüfung mobil ausfüllen – mit Druckwerten, geprüften Komponenten und Fotos.
F-Gase & Kältemittel dokumentieren
Eingefüllte und abgesaugte Kältemittelmengen strukturiert erfassen und je Anlage nachvollziehbar festhalten.
Anlagen mit Verlauf verwalten
Klima- und Kälteanlagen als Datenbank hinterlegen und den vollständigen Wartungsverlauf jederzeit griffbereit haben.
Sofortige PDF-Übergabe
Protokolle vor Ort abschließen, unterschreiben lassen und als PDF mit Ihrem Logo übergeben oder per Link teilen.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Templates for check, maintenance, fault
Leak check, refrigeration system maintenance, HVAC/split maintenance, fault report, commissioning — central templates with required fields and measurement tables.
- 2
Systems with refrigerant data in the database
Location, system type, refrigerant, charge, check interval, operator contact. Every protocol attaches to the system.
- 3
Technician documents at the unit — offline too
Values, top-up quantity, photos on the tablet; work continues on the roof or in the machine room without signal.
- 4
Accept faults structured
Operators report via web form or email to the channel; the Hero Agent turns it into a card with system, priority, owner and deadline.
- 5
Approval and operator record
The service manager approves; the operator receives link or PDF. Whoever only needs to read does not need a licence — the protected link is enough.
- 6
Follow-up tasks and next deadline
Component replacement and re-check sit as cards with deadline on the board; the next check interval is stored on the system.
Where the hours and the risks are
A refrigeration contractor with eight service technicians easily produces 200 check and maintenance protocols a month. If each costs 25 minutes for retyping, updating the logbook and filing, that is over 80 hours a month — time in which no technician is at a system.
The bigger item lies in what does not happen: an overlooked leak check that the operator finds at the next inspection; a system topped up for years because nobody sees the history; a maintenance contract not renewed because records are missing. A process in which every system has its deadline, its history and its open follow-up task prevents exactly that.
- Record check and maintenance values once at the unit, never retype
- Deadlines per system from your rules — the Hero Agent reminds
- System history with top-up quantities shows problem systems early
- Logbook as bulk export per system for operators and inspection bodies
Inspection protocols, maintenance reports, acceptances, fault reports
Retyping, matching photos, follow-ups, creating the PDF, filing
Review and approve – the rest is captured on site
Per year, office only
€64,800
20 minutes less office work per protocol × 4,320 protocols × €45/h
- 4,320
- protocols per year
- 1,440
- office hours saved per year
- 180
- working days (8 h) per year
Not included: fewer follow-ups on site, less rework, faster invoicing and the time you save when someone asks for proof. We measure the real numbers in the pilot.
Start a pilotReal customers, real statements
Our references come from electrical and energy-technology companies with recurring inspections and maintenance — the same mechanism as leak checks and system maintenance in refrigeration.
„The first time I heard about ProtocolHero, I was excited about the vision from the very first minute – and today I'm proud that I got the product right away, as ProtocolHero's very first customer. I'm convinced that a product can only grow when we as businesses support one another – that's the only way to truly reduce the time our own customers have to spend. In the beginning a lot was new to me, but Steven, the managing director, always advised me kindly and responded to my own wishes right away. That's why we'll also be using ProtocolHero for our photovoltaic systems, heat pumps and other areas going forward. Many thanks to the whole team – and here's to a great future together!“
„Das Gute ist: einmal ein Projekt erstellt, meine Mitarbeiter einmal eingewiesen – das spart super viel Zeit. Als professioneller Elektrofachbetrieb müssen wir nun mal dokumentieren. Für mich als Inhaber ist es wichtig zu wissen, wo wir stehen: Wer macht welche Dokumente, welche sind noch zu erledigen, wo finde ich meine Prüfprotokolle? Genau das ist über die Dokumentenzentrale super gelöst.“
„Wir nutzen ProtocolHero inzwischen täglich, und es hat unsere Arbeitsprozesse deutlich vereinfacht. Besonders das KI-Feature spart uns sehr viel Zeit, weil wir nicht mehr alles händisch eintippen müssen. Gerade bei wiederkehrenden Aufgaben wie einem E-Check nimmt uns das System spürbar Arbeit ab. ProtocolHero ist wirklich selbsterklärend – man findet sich schnell zurecht.“
Beliebte Vorlagen für Klima & Kälte
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See your Klima & Kälte workflow in ProtocolHero
In 15 minutes we clarify where time is lost today, whether ProtocolHero fits your process and team size, and how a real report of your business looks digitally. No generic product pitch.