Every unit. Every visit.
One living record.
- Early access
- No credit card needed
- Every account reviewed by our team
Are you a customer? Open the customer portal
Built for the equipment you actually service
- Walk-in coolers
- Walk-in freezers
- Rack systems
- Rooftop units
- Reach-ins
- Ice machines
- Display cases
- Make-up air
- Condensing units
- Chillers
- Blast freezers
- Cold storage
Why Maintaire
Refrigeration runs on the unit, not the ticket.
Most field service tools log a job and move on. Maintaire was built inside a working commercial refrigeration company, so it starts where your technicians do: with the equipment in front of them.
The unit has a memory
Every visit, part, photo and alert attaches to the piece of equipment, so the next tech starts with the full story.
Maintenance is the business
Recurring agreements schedule themselves, and the reports and invoices that follow go out without the paperwork.
Problems find you first
Warranty dates, service life and live temperatures surface what needs attention before the customer calls.
The platform
Everything around the unit, in one place.
From the first QR scan to the final invoice, every step lands on the equipment’s record.
Equipment passports
A living timeline for every unit: visits, parts, photos, warranty and lifecycle alerts. Tag it once with a QR code and any tech can pull up its history.
Walk-in cooler #2
Store 014 · Serial MX-48831 · Installed 2017
- Act
Warranty expires in 42 days
Suggested: offer a maintenance agreement
- Sep 12
PM visit completed
Quarterly · 14-point checklist · 6 photos
- Jun 03
Compressor replaced
Part CP-2231 · billed to invoice INV-1042
- Mar 18
Nameplate scanned
Model & serial captured automatically
Maintenance agreements
Pick a cadence and billing mode. Visits schedule themselves.
September
Quarterly PMTemperature monitoring
Wi-Fi probes stream readings from walk-ins and racks. When a unit drifts out of range, the right people know in minutes, not at the next visit.
Walk-in cooler #2
Probe A · last 6 hours
AI manual assistantComing soon
Ask a question about the exact unit in front of you and get an answer cited to its own manuals.
Dispatch
Drag-and-drop scheduling across your whole crew.
Invoicing
Branded invoices and PDFs your customers open from a link, with payments tracked against each one.
INV-1042
Paid$2,192.20
Compressor swap · Store 014
- Parts
- $1,240.00
- Labour · 4 h
- $700.00
- HST 13%
- $252.20
Customer portal
Give customers a secure login to their units and reports.
- Walk-in cooler #2
- Reach-in freezer
- Rooftop unit #5
- Ice machine
How it works
From first scan to paid invoice.
Tag the unit
Scan a QR tag on the first visit. The nameplate is read for model and serial, and the passport starts.
Sign an agreement
Choose a cadence and how you bill. Customers e-sign, and visits land on the calendar.
Run the visit
Techs work a checklist from their phone, with photos per unit and deficiencies noted on the spot.
Report and bill
A branded service report goes to the customer and the invoice follows, all on the unit's record.
FAQ
Good questions.
Anything else? Request access, or reach out and we’ll walk you through it.
Who is Maintaire for?+
Refrigeration and HVAC/R contractors who do recurring preventive maintenance as well as service calls. It was built inside a working commercial refrigeration service and installation company, so the workflows come from real service work.
Do my customers get a login?+
Yes. The customer portal is invite-only. Customer admins can see all of their sites, reports, agreements and invoices, while site users see only the sites you assign them.
How do invoicing and payments work?+
Invoices are branded with your company profile and emailed with a PDF and a link. You record cheque, e-Transfer and other payments against each invoice. Paying by card online is on the way.
Does it work on a phone?+
Yes. The whole app is responsive, so technicians can run checklists, take photos and update jobs from a phone or tablet in the field.
Can I monitor temperatures?+
Maintaire ingests readings from Wi-Fi temperature probes, charts them per unit and raises alerts when a unit goes out of range or a sensor goes offline. We're piloting the hardware with early customers, so get in touch if you want in.
Does it connect to QuickBooks?+
Not yet. A one-way QuickBooks Online invoice sync is planned. For now invoices live in Maintaire.
How do I get access?+
Request early access with your company details. We review every request and email you once your account is approved. No credit card is needed.
Put every unit on the record.
Set up your team, tag your first unit and schedule your first agreement this week. Request early access and we’ll review your account.