HVACWe’re offering a free HVAC filter-change log template for technicians to use during HVAC service and maintenance visits.
To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straightaway.
What’s Included in the HVAC Filter-Change Log Template
Our printable template includes the following fillable fields:
1. Property/Site Information
Property name, address, and unit/area
System ID/Tag
Technician name
Contact phone and email
2. Filter Change Record
Columns for: Date, filter size, filter type, quantity, condition (before), condition (after), changed by, and notes
Space for multiple filter change entries
3. Maintenance Frequency
Tick boxes for monthly, bimonthly, quarterly, semiannually, annually, as needed
Space for notes and additional observations
For customers who have maintenance teams or who take care of their own filter changes, you can give them a branded HVAC filter-change log to keep by their equipment. This will help them remember to replace their air filters as a regular part of their commercial or home maintenance schedule.
Note: Visit our HVAC templates hub to access related templates, such as our HVAC inspection checklist, HVAC service agreement template, HVAC service call checklist, and HVAC maintenance checklist.
The Drawbacks of PDF HVAC Filter-Change Logs
While our filter-change log template is a good starting point, it has its limitations:
1. Static & Inflexible → No Real-Time Updates or Follow-Through
A PDF filter-change log is just a digital piece of paper — there’s no guarantee that it will be filled out correctly and at the right time, and it doesn’t update in real-time.
If an HVAC tech notes an issue affecting system performance, it won’t be automatically reflected across other parts of the workflow, such as the maintenance log or service agreement.
2. No Multimedia Support → Disorganized Documentation & Missing Information
PDFs are text-only and cannot include photos or videos (for example, a corroded air filter).
Techs must store media separately, increasing the risk of losing valuable documentation.
3. Disorganized Communication → Costly Delays & Poor Customer Experience
Filter change statuses and equipment issues discovered during maintenance can’t be easily shared between field and office staff.
Miscommunication can result in delays in critical follow-up actions like checking warranty or inventory information, drafting estimates, or ordering parts.
4. Lack of Integration → Laborious Manual Work & Potential Errors
PDFs don’t automatically sync with scheduling, CRM, or the other apps you use to run your business.
Manually scheduling maintenance visits for hundreds of customers with multiple HVAC systems correctly and efficiently is laborious and time-consuming.
Why Settle for Outdated PDFs? ServiceTitan Solves These Pain Points
PDF templates (or Excel spreadsheets, Google Sheets, etc.) may be sufficient for small businesses with simpler residential maintenance or a low volume of jobs. But for HVAC companies servicing commercial clients such as office buildings, schools, and hospitals, relying on PDFs that don’t integrate with the rest of your business operations is time-consuming and inefficient.
In the next section, we’ll explain how ServiceTitan’s HVAC contractor software helps you efficiently create and organize digital forms and checklists that integrate seamlessly with service agreements, scheduling, estimates, invoices, and other essential business processes.
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How ServiceTitan Automates & Integrates Digital Forms to Streamline Service Agreements
ServiceTitan offers a robust set of features to help HVAC businesses create and assign digital forms and checklists (such as filter-change logs) to specific jobs, customers, locations, or equipment for routine maintenance tasks and service agreements.
Since ServiceTitan stores all your data securely in the cloud, accessing forms and customer information is quick and seamless, whether you're using our desktop or mobile app. This streamlined process helps business owners and staff save time, reduce errors, and stay organized — no more hauling around paper checklists or manually transferring data into different programs.
Key Features of Forms & Checklists
Build custom forms from scratch or use our library of prebuilt templates. Templates are available through TitanExchange, sourced from successful HVAC companies, and can be fully customized to fit your business's and your customers' unique needs (commercial or residential).
Specify any custom details and duplicate forms as necessary (particularly useful in commercial service contexts). Include heating and air conditioning parts or maintenance items such as: air filters, airflow rates, air quality, and more, without worrying about running out of space.
Hold techs accountable with gated workflows that require them to complete filter-change logs and other necessary forms before closing out a job.
Trigger checklists for specific jobs. For example, pre-specify that an HVAC maintenance checklist is always filled out during regular maintenance jobs. HVAC techs can toggle with ease between the different forms directly from the ServiceTitan mobile app.
Upload photos to ensure equipment maintenance logs keep an accurate record.
Require customer signature, for example, from a facility manager, to confirm the HVAC filter replacement.
These features help ensure standard operating procedures are followed for every HVAC maintenance visit. They also ensure that the customer has a clear record of their maintenance history and what was recommended and agreed to, increasing customer satisfaction and minimizing the chance of issues further down the line.
Efficiently Manage Recurring Filter Changes from the Office
Forms and checklists can be managed from ServiceTitan’s service agreement dashboard. This shows a high-level overview of the agreement, including scheduling notes and visits, covered locations, billing information, profitability, and more.
Users can easily view:
Details: Information about the agreement, including the account manager, the template used to create the agreement, a summary of the agreement, and a PDF download.
Profitability: Details on profitability reporting (such as budget versus actual, and expense details).
Billing and Invoices: Billing schedule, payment terms, and historical invoice information.
Visits: Historical and future visit information.
Equipment: Equipment added to the service agreement.
Materials: Details of the materials expected to be used (such as air filters) on each visit under the agreement.
Office staff managing commercial maintenance contracts can:
Easily Schedule Visits → Never Miss a Filter Change
Users can view past and upcoming service visits, edit visits, and add new visits as needed.
They can also view the visit name, date range, job type, cost estimate, task summary, and equipment to be serviced.
Once scheduled, these visits can be easily tracked and updated. Staff can also be notified when a visit is overdue.
Track Equipment → Always Maintain an Accurate Record
Office staff can document equipment details such as manufacturer, model, serial number, and installation date to create an asset management system.
Add equipment to specific locations, such as a commercial building. Define equipment quantities and use tags to indicate equipment needs.
Once entered, this information can be attached to service visits and easily accessed and updated by office and field service staff.
With these features, office staff no longer need to build and manage complex spreadsheet systems to track assets for their commercial clients.
In addition, all of the information tracked through service agreements is seamlessly integrated with the other parts of the ServiceTitan platform, such as our CRM, reporting, and accounting features.
Facilitate Recurring Services from the Field
As well as being able to create and access forms and checklists while initially auditing commercial HVAC systems (e.g. during walk-throughs with facility managers), with ServiceTitan’s mobile app, technicians have the following tools at their fingertips:
Detailed Job Histories → Always Have the Correct Information at Hand
Access to the customer’s complete job history, including: Previous estimates, recurring services, existing HVAC equipment, previous invoices, photos and videos, and job notes.
There’s no need to phone the office to figure out essential details, and there’s no chance of leaving key paperwork at the office. This helps avoid job delays and equipment downtime, provides better experiences for your customer base, and avoids delays in service and payment.
Warranty Details → Easily Access Information and Order Replacement Parts
If techs encounter faulty parts or equipment that need to be replaced, they can easily access warranty information. Then, they can quickly take the next steps for addressing the issue.
When parts or equipment are under warranty, techs can initiate orders for replacement parts right from their tablet, and office or warehouse staff can follow up, leveraging our HVAC inventory tracking workflow to see that entire process through.
Estimate & Work Order Creation → Quickly Resolve Issues & Maximize Sales Opportunities
When field technicians discover issues with HVAC equipment while on maintenance jobs, they can either:
Create an estimate on the spot for resolving the issue. Techs can select equipment and materials from ServiceTitan’s integrated pricebook, and instantly build an estimate. This can be presented via their tablet, or it can be emailed for review and approval.
Upload the details of the issue to the mobile app and notify the office to create an estimate for resolving the issue. Office staff can view the photos, notes, etc. in real time, allowing them to quickly create and send an estimate.
There’s no need to wait for techs to bring paper documents back to the office, and there’s no chance of losing crucial photos or notes. This significantly reduces the time it takes to deliver estimates to customers, who often need the work done urgently.
In addition, the same features can be used to track and follow up on open estimates that are sent to customers, allowing you to close more deals and maximize profits.
Automate Billing & Get Paid Faster
Finally, ServiceTitan helps you create invoices quickly and get paid faster with:
Automated invoice creation: ServiceTitan automatically populates invoices so there’s no discrepancy between the service agreement billing settings (or the estimate), and the bill. Create invoices and have them e-signed on-site with a mobile device or send invoices by email with a payment link.
Convenient customer payments: Save time and bring in revenue faster by taking payments on the spot. Or, clients can pay online through our self-serve customer portal. Here, they can view their maintenance agreement details, job histories, schedule appointments, view invoices, and pay their bills — without the need to call in, make requests, speak to your team, etc. — all of which further reduces the demands on your staff.
Streamline HVAC Service Agreements with ServiceTitan
Using a template to manage multiple filter-change logs and service contracts for commercial clients presents challenges that require a sophisticated yet user-friendly solution.
By adopting ServiceTitan, HVAC service providers can sync their forms and service agreements with the rest of their business operations, increasing efficiency significantly and ensuring a high level of service for commercial clients.
If you’re interested in streamlining commercial service agreements and preventive maintenance programs for your HVAC business, schedule a call for a free product tour.
