Take a Photo. AI Fills the Form
Your inspector takes a photo of any asset or defect. AI reads it and fills the inspection form automatically. No typing. No manual entry.
Convert your checklist into Mobile App
Convert your checklist into Mobile App
Run consistent monthly, quarterly, and annual HVAC PPM rounds across every site, with photo evidence, AMC tracking, and a single CAFM record per asset.
Customize with your logo and company details.
Available on App
Run inspections on iOS and Android - no internet required. Capture photos, annotate defects, and generate reports in the field.
Run the HVAC Maintenance Checklist on the Inspectly360 app instead of paper. Inspectors capture photo evidence, work offline, and assign corrective actions on the spot, and the report generates itself the moment the inspection is signed off.
HVAC Maintenance Checklist
HVAC Maintenance Checklist Dashboard
Prioritized actions to keep operations running smoothly today.
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Everything your field team does on paper, Inspectly360 does automatically: faster, more accurate, and without the admin.
Your inspector takes a photo of any asset or defect. AI reads it and fills the inspection form automatically. No typing. No manual entry.
Inspectors speak their observations in any language. AI transcribes and fills the form in real time. Completely hands-free in the field.
The moment an inspection is submitted, a branded PDF, Excel, or CSV report generates automatically. No manual work. No waiting.
Inspectly360 integrates with the tools your team already uses, including Zoho, Microsoft 365, and SAP. No double entry.
Your operations team sees completion rates, open issues, and compliance scores across all sites in real time. No chasing updates.
Manage every checklist in one connected workspace, capture evidence on mobile at the point of work, and let AI turn field inputs into clear, stakeholder-ready reports in minutes.
See which checklists your team has in progress across every site, jump into the same inspection with one tap, and keep field, supervisor, and back-office views in sync without sending screenshots on WhatsApp.
Every team reports differently. Build the report your operations, quality, or compliance leads actually want to read, share it as a branded PDF, and schedule delivery to the stakeholders who need it.
See completion, pass rate, and recurring findings across every checklist and every site, without pulling spreadsheets together at the end of the month.
Hand-picked templates for your specific industry needs.
Standard site-level inspections for construction, safety, and compliance.
Inspect assets and equipment: condition, location, photos, and maintenance history.
Run the Maintenance Checklist on the Inspectly360 app to capture photo evidence per finding and generate audit-ready reports.
OEM service intervals drive the PPM cadence: monthly checks on AHU filters and FCU drain pans, quarterly checks on coils, belts, and bearings, half-yearly checks on refrigerant log and chiller approach temperature, and annual full service with belt and bearing replacement. Sites with high dust load, tropical climate, or critical use (hospitals, data halls, food production) move to a tighter cadence — typically monthly coil checks and quarterly refrigerant log. The Inspectly360 checklist surfaces the next-due interval automatically from the asset register, so the technician never has to remember whether a unit is on the monthly or quarterly rotation.
The HVAC checklist captures the controls a fire NOC or NABH auditor will ask for: filter and coil cleaning at the documented interval, condensate drain checks (mould and Legionella risk), supply-air temperature against the design intent, and pressurisation differentials for fire-rated spaces. Each round carries a photo of the filter, the drain, and the BMS reading, and exports as a single PDF per asset, per quarter, per year. The auditor can open the asset record and see the full history without the FM lead spending the night before the audit assembling reports from email and the CAFM.
Yes. The refrigerant log section in the checklist captures the refrigerant type (R-410A, R-32, R-134a, R-1234ze, R-407C), the system charge from the asset register, any top-up volume, and the F-Gas-certified technician's certificate number. The annual leak-check interval for systems above the relevant CO2-equivalent threshold is scheduled automatically, and the leak-check evidence (electronic detector, soap test, or pressure test) is captured against each visit. The system produces the annual F-Gas record without any spreadsheet rebuild, which is the same record the EU and UK F-Gas regulations and the Indian e-waste rules require to be kept for five years.
Yes. The asset register supports VRF outdoor units, VRF indoor heads, AHU plus FCU systems, chilled-water plant, package roof units, and DX split systems. The checklist adapts the section that's shown to the asset type, so a VRF round captures the inverter board, fault history, and indoor head distribution, while a chilled-water round captures the chiller approach temperature, pump speeds, and CHW flow rate. The technician does not navigate to a different checklist for each plant; they scan the QR tag and the correct round appears on the device. Multi-site FM teams with mixed estates get one operating system across every site.
The AMC partner's technicians log every visit in the same checklist as in-house teams. The system tracks visits per asset per interval, mean time to resolution on corrective actions, and re-open rate on closed faults. The monthly AMC review pack is generated from this record, with the partner's compliance against the agreed cadence, the photo evidence of the work done, and the open corrective actions list. Late or missed visits surface as red flags before the monthly review, not as a finding three months later. The AMC partner cannot dispute a missed visit because the record is timestamped, GPS-attributed, and locked to the named technician's user account.
The checklist captures BMS setpoints, occupancy schedules, and override lists as part of the round. Where the BMS exposes a live data point through an API or BACnet gateway, Inspectly360 reads the supply-air temperature, return-air temperature, and chilled-water flow against the technician's manual reading on the panel, so any divergence is surfaced at the round. Override lists older than 30 days are flagged for review at the round, so a temporary override does not become a permanent energy waste. The BMS reading also gets attached to the round record, which gives the FM lead one place to see the manual and the digital story side by side.
Quick Answer
An HVAC maintenance checklist is the structured PPM round FM and maintenance teams use to verify air-handling units, fan-coil units, chillers, filters, refrigerant charge, condensate drainage, and BMS setpoints are operating to the OEM service interval. It replaces the paper PPM card on the AHU door and the WhatsApp photo of the filter, and produces one CAFM-grade record per asset that supports ISO 41001, the maintenance partner SLA, and any energy or fire-NOC audit.
An HVAC maintenance checklist is the structured planned-preventive-maintenance round that FM teams, in-house technicians, or AMC contractors run against every air-handling unit (AHU), fan-coil unit (FCU), chiller, package unit, VRF outdoor unit, and the supporting BMS controls. It captures the OEM-recommended monthly, quarterly, and annual checks against each asset, with the technician's name, time on site, filter and coil photos, refrigerant top-up logs, and the BMS setpoint validation.
It replaces the laminated PPM card on the AHU door, the printed monthly service report the contractor compiles at month-end, and the maintenance partner's PDF that the FM lead has to chase by email. It produces one CAFM-grade record per asset that supports ISO 41001, ISO 14001 energy management, the building's fire NOC, and any building-services audit by a tenant or client.
An AHU on the 4th floor trips every Thursday afternoon. The vendor's monthly service card lives behind the AHU door. The PPM record on the CAFM says complete. Nobody can tell if the technician actually opened the panel, cleaned the coil, and checked the filter pressure drop, or just signed the sheet.
An auditor asks for last quarter's refrigerant log for the chiller. The maintenance contractor sends a PDF compiled the night before. Two months of records are missing because the technician on shift left and the spreadsheet was never updated.
HVAC accounts for 40 to 60 percent of operating energy cost in most commercial buildings, and a single dirty AHU coil can shift floor temperatures enough to generate tenant complaints by Tuesday. A consistent PPM checklist supports the FM lead and the maintenance partner to:
A working HVAC PPM checklist covers the asset identification, the OEM-recommended checks at the right interval, and the controls and energy view. Common sections include:
Tie the round to the right asset and the right interval:
Walk the OEM-recommended air-side checks for AHUs and FCUs:
Capture the refrigerant and chiller controls at the OEM service interval:
Tie the mechanical round into the BMS and energy story:
Run the checklist against each HVAC asset at the OEM-recommended interval. Use the same checklist for in-house and AMC technicians, and run a separate round for refrigerant-handling visits:
See how this checklist fits into Facility maintenance software.
This checklist runs as a mobile inspection app that works fully offline on site, with AI-powered defect detection on every photo. To see it on your own workflows, talk to our team.
HVAC Maintenance Checklist works alongside the Inspectly360 apps, solutions, and facilities management templates linked below, so teams plan, run, and report inspections in one connected system.
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