Keeping track of customer equipment can be a challenge for HVAC, facilities management, and maintenance companies.
While many companies already use HubSpot to manage contacts, companies, deals, and customer communications, they may not realize they can also use it to track equipment and manage maintenance schedules.
We've seen this challenge with our own clients, and we decided to do something about it.
Service companies have reps visiting customer locations to inspect, repair, and maintain equipment. But the information they collect isn't always easy to access.
You might have equipment records stored in SAP, scattered across Excel spreadsheets, or not documented in a shared location at all. In any of these situations, it's difficult for your sales, marketing, and management teams to access and use that information when they need it.
We've seen this challenge with our own clients, and we decided to do something about it.
In HubSpot, you can create a custom object to manage data that's associated with other objects.
For an HVAC company, this could mean creating an Equipment record and linking it to the customer's company record. You can then add custom properties to track important details such as:
Once equipment information is stored in HubSpot, there are several ways your team can use it to manage everyday service activities.
Your team can see when equipment was last serviced, review previous issues, and add notes or photos from inspections. Service tickets and activities can also be associated with equipment records to help document maintenance work.
This makes it easier to find the information you need when speaking with customers or preparing for a visit.
One of the biggest advantages of having equipment records in HubSpot is being able to automate reminders based on service dates.
For example, you can create workflows that notify your team when equipment is due for an inspection or maintenance. You can also send customers reminders when it's time to schedule service or renew a maintenance agreement.
This helps your team stay on top of routine maintenance without manually checking service dates for every customer.
You can also create reports in HubSpot to see when equipment was last inspected, which equipment is due for maintenance, and which customers might need a follow-up.
We created a similar report for one of our clients, helping their team identify customers who were overdue for service and schedule additional visits.
"With the equipment objects in HubSpot we were able to create a list of companies with equipment that hasn't been serviced recently and filled our quarterly service schedule with more visits for past customers."
Equipment records can also help your marketing team send more specific product and service information. You can segment companies or contacts based on their equipment type, brand, make, or model.
From there, you can send promotional emails, product updates, or service reminders based on the equipment customers already have. This can also help you identify upsell and cross-sell opportunities.
Another benefit of managing equipment in HubSpot is that you can connect it directly to your existing customer records.
You can associate equipment with other records in HubSpot, including:
This gives sales and service teams a more complete picture of the customer without having to search through different systems.
By connecting equipment records with your existing CRM data, your team can keep track of maintenance needs, access important service information, and stay on top of customer follow-ups.
Want to learn more about how custom objects can work for your business? Explore our HubSpot solutions for HVAC and maintenance companies or contact us to discuss your needs.