Equipment & Assets (Pilot)

Use Equipment & Assets for a retained list of customer-owned equipment, including make, model, serial number, install date, warranty date, and notes. For active/retired lifecycle tracking, job-specific service history, and separate notes for each unit, use Customer Equipment.

Pilot availability: Existing pilot accounts can keep using Equipment & Assets. New installs and re-enables are paused.

This is useful for HVAC companies, plumbers, electricians, generator installers, appliance service teams, and any business that returns to maintain installed equipment.

When to use this

Use Equipment & Assets when technicians need to know exactly what is installed before they arrive on site. It is especially useful for teams that repeatedly service the same equipment and need quick access to make, model, serial number, install year, warranty status, and technician notes.

Good fits include:

• Recording the model and serial number before a technician leaves the job site.
• Tracking warranty dates so office staff can spot expired or soon-to-expire coverage.
• Keeping notes about special service requirements, replacement parts, or access instructions.
• Building a customer equipment history that survives employee turnover.

Before you start

• Confirm your account already has Equipment & Assets enabled. New installs and re-enables are paused during the pilot.
• Make sure your customer records are ready so assets can be tied back to the right account.
• Decide which fields your team will treat as required on every unit, such as serial number or warranty expiry.

What you can track

For each asset, ToolbagCRM stores:

• Customer (required)
• Related job, when the asset is tied to a specific job
• Asset name (required)
• Type, such as HVAC unit, water heater, generator, panel, or pump
• Make and model
• Serial number
• Installed date
• Warranty expiration date
• Internal notes

The asset list shows each record's name, type, make/model, serial number, install date, warranty date, and edit action. ToolbagCRM retains these records as service history, so the list does not offer a delete action.

Add equipment

1. Open Equipment & Assets from the main navigation.
2. Select Add Equipment.
3. Choose the customer that owns the equipment. This customer cannot be changed after you save the record.
4. Enter a clear equipment name, such as "Carrier Infinity Heat Pump" or "50-gallon water heater."
5. Add the type, make, model, serial number, install date, warranty expiration date, and any internal service notes you want the team to see later.
6. Select Add Equipment to save the record.

The Add Equipment button stays disabled until you enter a name and choose a customer. After saving, the new asset appears in the list immediately.

Edit retained equipment

Select the edit action on any asset row to update its name, type, make, model, serial number, install date, warranty date, or notes. The owning customer cannot be changed after the record is created.

Equipment & Assets keeps installed-equipment records instead of deleting them. Use Customer Equipment for new workflows that need active/retired status, job-specific service history, or separate service notes.

Tips

• Standardize naming, such as Brand + size + unit type, so search results stay useful.
• Record warranty expiry dates to surface equipment that may need special handling before repairs.
• Add serial numbers on higher-value tools and equipment for insurance, warranty, and replacement decisions.
• Keep notes factual and brief: recurring issues, parts replaced, or maintenance reminders are most useful.
• Use Customer Equipment when a unit needs job-specific service history or a retired status; Equipment & Assets keeps a simpler retained record.

Troubleshooting

"No equipment yet"

The plugin is enabled but no assets have been added. Select Add Equipment to create the first record. Assets must be linked to a customer, so make sure at least one customer record exists before adding equipment.

Warranty date shows a warning badge

When the warranty expiration date is in the past, ToolbagCRM highlights it with a warning badge. Review the asset and decide whether it needs extended coverage, replacement, or a note explaining why the expired warranty is acceptable.

I cannot delete an equipment record

This pilot retains installed-equipment records as service history, so the page does not show a delete action. Use Edit to correct equipment details. Because the customer cannot be changed, contact ToolbagCRM support if the record was saved under the wrong customer. Use Customer Equipment for an active/retired lifecycle.

The equipment list could not load

Select Try again in the error message. If the list still cannot load, refresh the page before adding or editing equipment.

The customer list did not load in Add Equipment

Select Try again in the dialog. The save button remains unavailable until ToolbagCRM can load the customer list and you choose an owner.

Asset list looks empty after adding equipment

Confirm you selected a customer before saving. The Add Equipment button stays disabled until both a name and customer are entered. If a save error appears, leave the dialog open, correct the issue, and try again.

Related articles

• Plugin guides
• Customers
• Jobs
• Customer Equipment