Commissioning and service visit reports, signed off
Record every check at handover and every unit at a maintenance visit, add photos and readings, and have the client sign the report off online.
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QuoteCloud isn't only for sales. HVAC businesses use it for commissioning reports and maintenance visit reports: commissioning checks and readings, airflow by zone, units serviced and follow-ups, with photos and the client's eSignature. QuoteCloud doesn't take readings or issue compliance certificates; the business attaches its own.
A sample commissioning report by a fictional business, Halden Climate Co., for Claire and Tom Hadley's new ducted system. The commissioning checks fill in one by one: pressure test held 30 minutes with no drop, evacuation below 500 microns, refrigerant charge recorded, supply air 12.6 °C, zones 1 to 4 open and close, return-air filter fitted, circuit and isolator tested, condensate drain water-tested; seven passed and one recorded. A card compares the airflow measured in each zone with the design figure: 338, 152, 158 and 176 litres per second. Then Claire Hadley signs on handover and the report is stamped Accepted.
A commissioning report, page by page
HC-CR-5108: the Hadleys' ducted system, installed, tested and handed over on 7 November.
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Halden Climate Co.Commissioning report HC-CR-5108 Sample · fictional business
Commissioning report
Commissioning & handover, ducted 14 kW
Your new ducted system has been installed, tested and handed over. This report records the checks we made, the airflow in each zone and what happens next.
Cover
The same letterhead as the quote
The report looks like the quote the owners signed three weeks earlier: your branding, their house, and a line on what the report records.
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Halden Climate Co.Commissioning report HC-CR-5108 Sample · fictional business
Commissioning checks Tested by Leon Tsui, licensed technician
7 pass1 recorded
Check Reading Result Refrigeration Pressure test with dry nitrogen Held 30 min, no drop Pass Evacuation Below 500 microns Pass Refrigerant charge Factory charge plus 3 m of extra pipe Recorded Air & controls Supply air, cooling mode 12.6 °C at the outlets Pass Zones 1–4 Open and close from the controller Pass Return-air filter Fitted and labelled Pass Electrical & drain Circuit and isolator Tested and labelled Pass Condensate drain Water test, falls to the gutter Pass Refrigerant work by licensed technicians under Halden's refrigerant trading authorisation (sample number). Any compliance certificate your state requires is issued by Halden and attached to this report as a PDF.
Checks
Every test, its reading, its result
Refrigeration, air and controls, electrical and drain, grouped as your technicians test them. The readings are typed in by the technician; one recorded item is shown as recorded, not hidden.
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Halden Climate Co.Commissioning report HC-CR-5108 Sample · fictional business
Airflow by zone Measured at handover
Zone m² Outlets Airflow Notes Living & kitchen3 outlets 62 3 338 L/s Within design Main bedroom2 outlets 24 2 152 L/s Within design Kids' rooms2 outlets 28 2 158 L/s Within design Retreat & study2 outlets 30 2 176 L/s Within design Whole home 144 9 4 zones Measured by Halden at each outlet with the system in cooling mode.
Handover photos
New outlet, living room Controller, upstairs landing Outdoor unit on its slab
Airflow & photos
Airflow in each zone, and the photos
The zone table from the quote, now with the airflow measured at each outlet, then handover photos of the outlets, the controller and the outdoor unit.
The ducted quote it came from -
Halden Climate Co.Commissioning report HC-CR-5108 Sample · fictional business
What happens next
- Clean the return-air filter every three months (shown at handover).
- Your first service is due in May 2027 under your home care plan.
- Warranty registered by Halden; keep this report with your home records.
Handover accepted
Claire Hadley · Homeowner
Signed on handover · 7 Nov, 3:40 pm
Handover
- System
- Ducted 14 kW, 4 zones
- Checks
- 7 passed, 1 recorded
- Warranty
- Registered
- First service
- May 2027
Certificate of authenticity and audit trail attached
Next steps & sign-off
What happens next, and the sign-off
Filter cleaning, the first service and the warranty in three lines, then Claire's signature on handover with the summary beside it.
Three documents after the install
Commissioning at handover, a report at every maintenance visit, and a quote for anything the visit finds.
Commissioning checks Tested by Leon Tsui, licensed technician
7 pass1 recorded
| Check | Reading | Result |
|---|---|---|
| Refrigeration | ||
| Pressure test with dry nitrogen | Held 30 min, no drop | Pass |
| Evacuation | Below 500 microns | Pass |
| Refrigerant charge | Factory charge plus 3 m of extra pipe | Recorded |
| Air & controls | ||
| Supply air, cooling mode | 12.6 °C at the outlets | Pass |
| Zones 1–4 | Open and close from the controller | Pass |
| Return-air filter | Fitted and labelled | Pass |
| Electrical & drain | ||
| Circuit and isolator | Tested and labelled | Pass |
| Condensate drain | Water test, falls to the gutter | Pass |
Refrigerant work by licensed technicians under Halden's refrigerant trading authorisation (sample number). Any compliance certificate your state requires is issued by Halden and attached to this report as a PDF.
Handover accepted
Claire Hadley · Homeowner
Signed on handover · 7 Nov, 3:40 pm
Handover
- System
- Ducted 14 kW, 4 zones
- Checks
- 7 passed, 1 recorded
- Warranty
- Registered
- First service
- May 2027
Certificate of authenticity and audit trail attached
Handed over with a signed record
Pressure test, evacuation, charge, supply air, zones, filter, circuit and drain, signed off by the homeowner the afternoon the system goes in.
- Checks grouped the way your technicians test
- Signed on handover, in person on your tablet
- Certificate of authenticity with the audit trail
Units serviced Dev Malhotra and Leon Tsui
5 pass1 follow-up
| Check | Reading | Result |
|---|---|---|
| Ducted | ||
| DU-1, reception & waiting | Filters cleaned, coil and drain checked | Pass |
| Splits | ||
| SS-1 to SS-3 | Filters replaced, heads cleaned | Pass |
| SS-4, consult room 4 | Drain line partly blocked, cleared for now | Follow-up |
| SS-5 and SS-6 | Filters replaced, heads cleaned | Pass |
| Comms room | ||
| SS-7, 24/7 split | Running normally, 21 °C | Pass |
| Ventilation | ||
| EF-1, EF-2 and FA-1 | Belts, bearings and filters checked | Pass |
Follow-up: a new drain line for SS-4, quoted separately in HC-R-2304.
Visit signed off
Grace Mbeki · Practice manager
Signed on site · 2 Dec, 8:02 am
Visit
- Units
- 10 serviced
- Follow-ups
- 1, quoted
- Next visit
- March 2027
Certificate of authenticity and audit trail attached
Ten units serviced before opening
Visit 1 of 4 under the Ashgrove agreement: every unit, what was done, one follow-up found in consult room 4, and the practice manager's sign-off at 8:02 am.
- The same unit tags as the agreement
- Follow-ups flagged, not buried
- Signed on site by the practice manager
Follow-up work
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Repair | $576 | ||
New condensate drain lineSS-4, through the wall to the garden drain
|
1 lot | $340 | $340.00 |
Licensed technicianBefore 8 am, consult room closed
|
2 hr | $118 | $236.00 |
| Recommended Tick to add | |||
| 5 ea | $35 | $175.00 | |
| 1 ea | $95 | $95.00 | |
- Subtotal
- $751.00
- Tax (10%)
- $75.10
- Total
- $826.10
- Plus, monthly
- $0.00/mo
Approve the follow-up
Grace Mbeki · Practice manager
Signed online · 2 Dec, 9:12 am
Follow-up
- From
- Visit 1 of 4, HC-SR-0412-01
- Unit
- SS-4, consult room 4
- Booked
- Before opening, 9 Dec
- Invoiced
- By Halden
Certificate of authenticity and audit trail attached
The drain line, quoted the same morning
The blocked drain from the visit report becomes its own quote: a new drain line, a recommended flush of the other drains and a safety tray, approved by the practice manager before the work is booked.
- Recommended work as optional rows
- Approved with an eSignature
- Invoiced by Halden with the month's charges
Your certificate goes in the report
Many installs need a certificate of compliance, a gas or electrical certificate or a refrigerant record. Those are issued by your business under your licences. Put the PDF in the report with a PDF block, so the homeowner signs off one document that holds everything.
QuoteCloud doesn't issue, check or lodge certificates, and it doesn't take readings: it holds the record your technician writes and the client's sign-off, with a certificate of authenticity and audit trail for the signature.
- PDF block: one of the editor's 20 content blocks
- Signed PDF with the signature certificate, downloadable any time
- PDF export: Starter and up
Attached certificate PDF block
HCHalden Climate Co.Heating, cooling & ventilation
Certificate of compliance
- Installation
- Ducted heat pump, 14 kW, 4 zones
- Address
- Hadley residence
- Licence
- Sample L-000000
- Signed
- Will Ashby, director
Issued by Halden Climate Co., 7 Nov 2026
Page 1 of 2 · Sample
Halden's own certificate, issued under its licences and placed in the report as a PDF block. QuoteCloud doesn't issue, check or lodge certificates.
What happens next
- Clean the return-air filter every three months (shown at handover).
- Your first service is due in May 2027 under your home care plan.
- Warranty registered by Halden; keep this report with your home records.
Try it with your own report template
Free for 14 days, no credit card required. Send us your current commissioning or service report and we'll convert it into a template during the trial.
Sample report · HC-SR-0412-01
Ten units by 7:50. Signed off by 8:02, before the first patient.
The December visit at Ashgrove Medical Centre: every unit serviced, one drain line flagged and quoted separately.
Units serviced Dev Malhotra and Leon Tsui
5 pass1 follow-up
| Check | Reading | Result |
|---|---|---|
| Ducted | ||
| DU-1, reception & waiting | Filters cleaned, coil and drain checked | Pass |
| Splits | ||
| SS-1 to SS-3 | Filters replaced, heads cleaned | Pass |
| SS-4, consult room 4 | Drain line partly blocked, cleared for now | Follow-up |
| SS-5 and SS-6 | Filters replaced, heads cleaned | Pass |
| Comms room | ||
| SS-7, 24/7 split | Running normally, 21 °C | Pass |
| Ventilation | ||
| EF-1, EF-2 and FA-1 | Belts, bearings and filters checked | Pass |
Why reports belong in the same system as quotes
The value of report templates in an implementation, for the service manager and the client.
The same checks every time
One commissioning template and one visit template, with the checks in the order your technicians test, so no report skips the drain.
Signed before you leave
The client signs on your tablet in person, or online from the link, and you keep the signed PDF with its certificate of authenticity.
Follow-ups become quotes
Anything found at a visit goes into its own quote from your price book, approved before the work is booked.
Photos where they matter
Handover photos and marked-up faults in the report, edited in the image editor (Starter and up).
Wording you control
Refrigerant and warranty wording saved in the content library; locked so it isn't edited on site (Business).
Back to the office
A signed report can update the job in ServiceM8 or simPRO through Zapier.
From the last test to a signed report
How a technician closes a commissioning job in QuoteCloud.
Test the system
Run your commissioning checks and note the readings, as you do now; QuoteCloud doesn't connect to gauges or meters.
Open the report
Create the report from your commissioning template, in the browser on your tablet or laptop.
Record checks and airflow
Type in each reading and result, the airflow by zone, and add the handover photos.
Add your certificate
Place the certificate your business issues in the report as a PDF block.
Sign off together
Walk the owner through it and have them sign in person, or send the link to sign online.
Commissioning and service reports: questions answered
Can I send an HVAC commissioning report from QuoteCloud?
Yes. Build the report from tables, images and text: checks and readings, airflow by zone and handover notes, then the client signs it off with an eSignature. There's no stock commissioning template, so start from your own report or the Project Customer Acceptance Form.
Does QuoteCloud issue compliance or refrigerant certificates?
No. Certificates are issued by your business under your licences. You can place your certificate in the report as a PDF block, and keep your refrigerant records as you do now.
Can the client sign the report on my tablet?
Yes. Signing in person on the sender's device is supported, as is signing online from an emailed link. Every signed document gets a certificate of authenticity and an audit trail. QuoteCloud runs in the browser and needs a connection.
Does QuoteCloud take readings from my gauges?
No. QuoteCloud doesn't connect to gauges, meters or building management systems. Your technician types the readings into the report's table, and the report presents them.
Can a maintenance visit report lead to a quote?
Yes. Anything found at a visit can go into its own quote from your price book, with recommended work as optional rows, and the client approves it with an eSignature before the work is booked.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
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Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.Explore
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Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.Explore
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HVAC templatesReal QuoteCloud templates for HVAC contracts, proposals, maintenance agreements and handover sign-off.Explore
- Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.
- Split & multi-split system quotesOne room or the whole house: each head sized and priced, single or multi-split options, pipe runs and brackets.
- System options, running costs & rebatesGood, better and best systems side by side, with your running-cost estimates, warranties and rebate and finance information.
- Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.
- Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.
- QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Handed over, signed off
Free for 14 days. No credit card required.