Bespoke Systems for Electrical, HVAC & Mechanical Contractors

Bespoke contractor software brings reactive jobs, PPM (planned preventive maintenance) schedules, asset data, certificates and client reporting into one system—built for compliance-heavy building services work.

Electrical, HVAC and mechanical contractors juggle reactive call-outs, planned maintenance, safety-critical checks and certification. If all of this is spread across spreadsheets, emails and an ageing job system, it becomes hard to stay on top of deadlines, engineers and compliance.

I build custom .NET and SQL Server systems (with Android apps for field engineers) designed specifically for building services contractors – covering reactive work, PPM, certificates, RAMS, asset histories, client portals and AI-assisted reporting.

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Common Problems Building Services Contractors Face

Most electrical, HVAC and mechanical SMEs face similar challenges:

• Reactive calls coming in by phone, email and messaging apps – with no central log
• PPM schedules and servicing dates kept in spreadsheets
• Certificates (EICR, gas, F-gas, pressure systems, etc.) stored in random folders
• Engineers arriving on site without full asset history or previous notes
• RAMS and permits handled as separate Word/PDF documents
• Slow or manual report and certificate generation
• Limited visibility of which sites are compliant or at risk

None of this is unusual – but it makes delivering consistent, compliant service much harder than it needs to be.

What a Bespoke Contractor System Can Do

A custom web app, plus Android engineer apps, can streamline your operations end to end:

1. Reactive Job Management

• Central log for all reactive call-outs and requests
• Priority, response-time and SLA tracking
• Fast assignment of jobs to the right engineer or team
• Clear visibility of open, in-progress and completed jobs

2. Planned Preventive Maintenance (PPM)

• PPM schedules generated from asset rules (e.g. 6-monthly, annually)
• Forward view of all upcoming visits per site and per engineer
• Missed or overdue visits flagged automatically

3. Asset Registers & Histories

• Structured asset registers per site (AC units, boilers, distribution boards, pumps, etc.)
• Full history of faults, repairs and inspections per asset
• Expiry and renewal dates for critical checks and certification
• Attachment storage for O&M manuals, drawings and test results

4. Certificates, Reports & RAMS

• Digital templates for certificates and reports (electrical, gas, HVAC, pressure, etc.)
• Data captured once, then reused to generate PDFs and summaries
• RAMS and permits linked to jobs, engineers and sites
• Consistent formatting and branding across all documentation

5. Android Apps for Field Engineers

Engineers typically use a companion Android app alongside the web system:

• See today’s jobs, addresses and access instructions
• View site and asset history before starting work
• Complete digital forms for tests, readings and checks
• Capture photos and notes as they go
• Work offline in plant rooms or low-signal basements, then sync later

Offline-first design is crucial for building services – many critical jobs are in signal-poor environments.

Client Portals & Compliance Visibility

For many electrical, HVAC and mechanical contractors, client-facing portals are a major differentiator:

• Clients can see open jobs, completed jobs and site activity
• Downloadable certificates and reports per site or asset
• Simple dashboards showing compliance status across a portfolio
• Option for clients to log requests directly into the system

This not only reduces email traffic, but also demonstrates professionalism and transparency.

Where AI Helps Electrical / HVAC / Mechanical Contractors

AI can support your team in several practical, low-risk ways:

• Drafting narrative sections of reports from structured test data
• Summarising asset or site history for managers or clients
• Highlighting patterns of repeated failures or call-outs
• Helping office staff respond quickly to common client questions
• Answering queries like “Which sites have out-of-date certification?”

Because the underlying data is organised in a proper .NET / SQL system, AI can be added as a helpful assistant rather than a risky bolt-on.

Why Bespoke Instead of Generic Service Management Software?

Off-the-shelf field service tools can be useful, but many building services contractors find:

• Certification and test forms don’t match real-world needs
• PPM logic is too simplistic or rigid
• Offline capability is limited or non-existent
• Per-user licensing becomes expensive as the team grows
• Integration with existing systems and reporting is difficult

A bespoke system is designed around your contracts, your assets, your engineers and your compliance requirements – and can evolve as your business and regulations change.

How I Work With Electrical, HVAC & Mechanical SMEs

1. Discovery: Understand your job types, contracts, sites and current tools.
2. Design: Map out workflows for reactive jobs, PPM, certification and reporting.
3. Build: .NET Core web app + SQL Server, with Android engineer apps where needed.
4. Integrate: Connect with email, accounts and any existing platforms.
5. Iterate: Refine the system in real use and introduce AI where it clearly saves time.

Thinking About Improving Your Contractor Systems?

Whether you’re starting from spreadsheets or looking to replace a legacy job management system, we can usually identify a staged route to something more robust and efficient.

I’m happy to have an informal conversation about your current setup, bottlenecks and what a realistic bespoke solution might look like.

Email: ab@newma.co.uk
Phone: +44 7967 219288