Why It Hurts AI Sales IDU + ODU Copper & Materials Service & AMC Live Preview 📅 Book a Demo
ServiceFlow / HVAC & VRF Dealers
❄️ For AC, VRV & VRF Dealers and Contractors

Your CRM Thinks an
AC Is One Box.

It's two — an indoor unit and an outdoor unit, each with its own serial, warranty and failure mode. Add copper measured by the foot, free services you promised months ago, and AMC renewals that lapse in silence. ServiceFlow is built for exactly this.

See It With HVAC Data
Split · Window · Cassette · Duct · Tower
·
VRV Home · S · X · Alpha
·
Heat Pump & Heat Recovery
Live Preview — HVAC Dealer

This Is Your Screen
in Peak Season

Click through the modules — every field below is one that exists in the product for AC and VRF dealers.

app.serviceflow.in/dashboard
Dashboard Orders Inventory Installations Complaints AMC Ledger
Dashboard
CA
Installations Pending
37
9 overdue
Open Complaints
17
6 not cooling
AMC Expiring (30d)
8
₹1.4L at risk
Revenue (Apr)
₹18.7L
↑ 34% vs Mar
Today's Installations
Customer Unit Technician Status
Ramesh Gupta 1.5T 5★ Split Ravi Pending
Malhotra Residency VRV Home 8HP Sunil In Progress
Sunita Sharma 2T Cassette Mohan Completed
Kiran Modi 1T Window — Not Assigned
Deepak Nair 2T Duct Ravi Pending
Priya Joshi VRV Ceiling Cassette 2.5TR Sunil Completed
Rekha Mehta 1.5T 3★ Split Mohan Not Assigned
Open Complaints by Type
AC Not Cooling
6 open · most common
6
Gas Leakage
3 open
3
PCB Faulty
3 open
3
Compressor Faulty
2 open · in warranty
2
PCB Trip
2 open
2
Remote Not Working
1 open
1
9:41
Dashboard
CA
Installs Pending
37
9 overdue
Open Complaints
17
6 not cooling
AMC Expiring
8
₹1.4L
Revenue (Apr)
₹18.7L
↑ 34%
Today's Installations
Malhotra Residency
VRV Home 8HP · Sunil
Now
Ramesh Gupta
1.5T 5★ Split · Ravi
Pending
Kiran Modi
1T Window · unassigned
Assign
Deepak Nair
2T Duct · Ravi
Pending
Priya Joshi
VRV Ceiling Cassette · Sunil
Done
Pending
37
Done (Apr)
112
Assigned to Ravi
Ramesh Gupta
FTKF50TV16U-04412
Start
Deepak Nair
FTKG35UV16-02207
Start
Assigned to Sunil
Malhotra Residency
FXFA80AVEB-00218
Now
Sunita Sharma
FTKM35UV16-01923
Done
Open
17
Resolved (Apr)
42
Open Complaints
Ramesh Gupta
AC Not Cooling · in warranty
Overdue
Jain Textiles
Gas Leakage · 2T Cassette
Pending
Malhotra Residency
PCB Faulty · warranty expired
Pending
Deepak Nair
PCB Trip · 2T Duct
Assigned
AMC Expiring Soon
Jain Textiles
Ends 30 Apr · 3/4 visits
Renew
Malhotra Residency
Ends 14 Jun · 1/2 visits
Renew
Material Challans
MC-2231
Copper 40ft · Refnet ×2
To Bill
MC-2228
Insulation 6m² · Wire 12m
Billed
Outstanding
Malhotra Residency
Billed ₹7,84,000
₹3,84,000
Where the Money Leaks

Five Things That Cost You
Every Single Season

Not generic CRM complaints — these are the specific ways an AC and VRF business loses money that software built for retail shops never sees.

🔢

The second serial goes missing

An ODU is the expensive half and the one that fails. If only the IDU serial got written down, a warranty claim eighteen months later turns into an argument you lose.

🪛

Copper walks off the van

The technician runs 42 feet of 3/8" at site. It gets scribbled in a diary, sometimes. That's raw margin leaving the business one job at a time.

🎁

Free services you forgot you promised

Two free visits with every unit. Nobody tracks who has used what, so you either service for free forever or argue with a customer holding your own invoice.

📉

AMC renewals lapse silently

A contract ends, nobody calls, the customer drifts to whoever picks up the phone in May. Recurring revenue that quietly turns into a one-off sale.

🌡️

"AC not cooling" tells you nothing

The single most common complaint, and the least specific. Without the unit's own history in front of you, the technician arrives blind and goes back twice.

🏗️

VRF projects don't fit a sales form

Eight indoor units on one outdoor, commissioned over three months, half billed on advance. A row in a sales register cannot hold that.

AI Sales Assistant

An AI That Reads Every Enquiry
So Your Team Doesn't Have To

Forward any enquiry email — from IndiaMart, TradeIndia, JustDial, or your own inbox — and ServiceFlow's AI reads the whole message and builds a complete lead automatically. No copy-paste, no manual data entry.

📨

Reads the whole email, not just the subject

Name, phone, city, area, tonnage, brand preference and urgency — pulled straight from the message body into your CRM.

🏷️

Knows a Split AC enquiry from a VRF enquiry

Covers your whole HVAC catalogue — Split ACs, VRF/VRV systems, ducted units, chillers — and tags the right category automatically instead of dumping everything into one generic lead.

⚡

Lead is ready before you've opened the tab

By the time you check your CRM, the enquiry is already logged, tagged and ready for follow-up — never lose a lead to a missed forward again.

Fwd: VRF system enquiry — IndiaMART Hi, I need a VRF system for my 3-floor showroom in Vaishali Nagar, Jaipur. Budget around ₹9,00,000, looking at Daikin or Mitsubishi. Please call today, planning to install this month...
AI extracts
ProductVRF System
AreaVaishali Nagar, Jaipur
BrandDaikin / Mitsubishi
Budget₹9,00,000
UrgencyHigh
Built for Two-Box Products

One Unit Sold.
Two Serials Tracked.

Every serialised AC and VRF unit carries both an indoor and an outdoor serial. Both are enforced unique per product, both are searchable, and both follow the unit into installation, service and warranty.

Indoor Unit (IDU)
FTKF50TV16U-2026-04412
⇄
Outdoor Unit (ODU)
RKF50TV16U-2026-04412

Window and tower units are single-box, so the outdoor slot is optional rather than forced — the system knows a 1T window AC has no ODU and never asks for one.

Product specification

Captured on every AC Unit type
Set (IDU + ODU) Indoor Only Outdoor Only
AC type
Split Window Cassette Duct Tower
Also tracked
Tonnage (TR) Star Rating 1–5 Inverter Heating & Cooling ODU Model Name

VRV / VRF specification

The series logic, done properly Outdoor series
VRV Home VRV S VRV X VRV Alpha
Indoor type
Wall Mount Ceiling Cassette Ducted Floor Standing Low Static Duct Mid Static Duct
Mode
Cooling Only Heat Pump Heat Recovery
Why the indoor list looks different

An outdoor unit is one specific series. An indoor unit usually isn't — the same physical indoor unit is used across VRV S, X and Alpha interchangeably, and only VRV Home has its own dedicated indoor line. So indoor units pick VRV Home or the shared S / X / Alpha bucket, never one of those three on its own. Small detail. It's the kind of thing that tells you whether software was built for this trade or adapted to it.

Copper & Consumables

Where Your Margin Actually
Lives — and Leaks

Materials are billed by the foot, the metre, the square metre, the kilogram and the roll. ServiceFlow ships with a starter catalogue per category, and every line carries its own unit and rate.

Split & standard AC

Starter installation consumables
Copper Pipe 1/4" · ft Copper Pipe 3/8" · ft Copper Pipe 1/2" · ft Copper Pipe 5/8" · ft Copper Pipe 3/4" · ft Nitrile Insulation 9mm · m² Nitrile Insulation 13mm · m² PVC Drain Pipe 25mm · m 3-core Copper Wire 1.5sq · m Black Insulation Tape 3/4" · roll ODU Wall/Floor Stand · nos Fastener 8mm · nos Refrigerant Gas R32 · kg PVC Conduit 20mm · m Cable Tie · set

VRV / VRF

Branch-piping and commissioning
Copper VRF 6.4mm (1/4") · ft Copper VRF 9.5mm (3/8") · ft Copper VRF 12.7mm (1/2") · ft Copper VRF 15.9mm (5/8") · ft Copper VRF 19.1mm (3/4") · ft Copper VRF 22.2mm (7/8") · ft Refnet Joint (Header) 22.2mm · nos Refnet Joint (Header) 28.6mm · nos Y-Joint (Branch) · nos Nitrile Insulation 15mm · m² Drain Hose · ft Nitrogen Gas (Flush / Pressure Test) · nos PIR Insulated Duct · m

Issue the material now. Price it later.

A technician needs 40 feet of copper on site this morning. Nobody knows the final rate yet. Raise a material challan marked To Be Billed — stock moves, the customer signs, and pricing is filled in when the job closes. No pretend numbers in your ledger.

Material Challan · MC-2231 To Be Billed
Material Qty Unit Amount
Copper Pipe VRF 9.5mm (3/8") 40 ft To be billed
Nitrile Insulation Sheet 15mm 6 m² To be billed
Refnet Joint (Header) 22.2mm 2 nos To be billed
Complaints

Stop Filing Everything
Under "Other"

Generic CRMs give you a text box, so every complaint becomes an unsearchable sentence. ServiceFlow ships with the failure modes an AC business actually sees — so you can finally count them.

🚨 The complaint types you get

  • AC Not Cooling
  • Gas Leakage
  • PCB Faulty
  • PCB Trip
  • Compressor Faulty
  • Remote Not Working
  • Wiring Problem

🔍 What each complaint carries

  • Linked to the exact installed unit and its serial
  • Full purchase, installation and service history
  • Warranty status at a glance — in cover or not
  • Parts to replace, with estimated vs actual cost
  • Assigned technician and status through to close

📊 Why it compounds

  • See which model fails most, by type
  • Catch a bad batch before it becomes twenty visits
  • Argue warranty with the brand using your own data
  • Know your true cost to serve, per product line
Complaint #C-081 — the technician sees this before leaving
Type AC Not Cooling
Product 1.5T 5-Star Inverter Split
IDU Serial FTKF50TV16U-2026-04412
ODU Serial RKF50TV16U-2026-04412
Installed 14 Mar 2026 · 11 months ago
Warranty In warranty — 1 month left
Last service Filter Cleaning · 02 Nov 2026 (free service 1 of 2)
Likely parts Gas top-up · est ₹1,800
Service & AMC

The Revenue You Already Earned
but Never Collected

Service types come with their own default visit charge, and each one knows whether it counts against the customer's free-service quota.

Service types & default charges

Configurable per dealer
Service Default visit charge Free-service eligible
Filter Cleaning ₹500 Yes
Gas Refill ₹500 Yes
Jet Pump ₹1,200 Yes
General Service ₹500 Yes

AMC contracts

Recurring revenue, defended
Contract start & end dates Visits per year Visits done vs included Contract value & paid amount Outstanding balance Equipment covered, by serial Status: active / expired / cancelled / draft
The part that pays for itself

A banner warns you about every contract expiring within 30 days, so renewals get a phone call instead of a silent lapse. Each visit is scheduled, completed, skipped or rescheduled — you always know what you still owe the customer.

March to June

Built for the Season
That Decides Your Year

Four months carry the business. Everything below happens at once, and the shop that stays organised is the one that takes the extra orders.

01📞

Enquiry to quotation

Lead captured with area, tonnage and budget. Quotation carries units, copper and installation as separate lines — so the customer sees the real number, not a surprise.

02📦

Order & dispatch

Units allocated by IDU and ODU serial. Digital challan generated with your GSTIN. Installation job created automatically on dispatch.

03🔧

Installation

Technician assigned, materials issued against a challan, and the job moves Not Assigned → Pending → Completed. Self-installation is its own status when the customer arranges it.

04🛡️

Service, AMC & warranty

Free services counted down, AMC visits scheduled, warranty tracked per unit — and every complaint lands back on the same serial number.

Before Next Season

Set It Up Now, Not in April

We'll load your product catalogue, your copper rates and your service charges, and have your team running before the season starts.