Guides

Each guide answers a single "How do I do X in TuffOps?" question, end to end. Pick the area you're working in below.

If you want to understand why something works the way it does, read Concepts instead. If you're looking up a status, enum, or API endpoint, head to Reference.

Customers

The accounts you serve. Add them one at a time or in bulk from a spreadsheet.

• Add a Customer — set type, contacts, address, and a per-customer discount.
• Import Customers from a CSV — bulk-load from a spreadsheet, with upsert on first/last/company.

Units

The HVAC equipment you service, plus the QR code stickers that tie a physical unit to its TuffOps record.

• Add a Unit — register equipment, set warranty and maintenance, attach to a customer.
• Generate & Print a QR Code for a Unit — make a sticker for a known unit and print it.
• Print Blank QR Labels & Assign Them on Site — pre-print labels, assign in the field on a work order.
• Link Related Units — group units that always go together (split systems, multi-zone setups).

Quotations

The pre-work-order pipeline. Build a quote, send it to the customer, turn it into work orders once they accept.

• Create a Quotation — start a new quotation, add units and items, set pricing and tax.
• Send a Quotation to the Customer — pick channels, send via email or WhatsApp, and lock the quotation.
• Convert a Quotation to Work Orders — turn an accepted quotation into one or more work orders, distributing items across units.

Work Orders

The core job lifecycle, from office to technician to signoff.

• Create a Work Order — start a work order without a quotation, choose its type, set the unit, items, and technician.
• Assign a Work Order to a Technician — assign one at a time or several at once, set due date and duration.
• Start a Work Order on Site — what the technician does when they arrive, including the GPS check-in.
• Submit a Work Order for Approval — finish the job, capture the customer signature, hand it to the office.
• Approve & Complete a Work Order — office signoff, status transitions, and unit date stamps.

Customer Requests

Inbound service requests from customer calls, emails, and messages. Capture them lightweight, then convert to a work order when you're ready to dispatch.

• Log a Customer Request — capture an incoming request against a known unit.
• Triage and Convert a Customer Request — update status, add internal notes, turn it into a work order.

Administration

Who can sign in and what catalog data powers units and line items.

• Manage Users — create users, assign a role, add extra permissions, reset passwords (Settings → Users).
• Device Catalog Overview — device types, manufacturers, models, and billable items under Settings.

Invoices

Bill completed work. Invoices are created from a work order and synced to your connected billing system in the same step.

• Create an Invoice from a Work Order — set the unit price, items subtotal, and tax rate, then send it.
• Cancel an Invoice — undo a sent invoice and re-open the work order for a corrected one.

Checklists

Reusable templates that auto-attach to work orders so technicians can record steps, readings, and photos in the field. Set them up once per piece of equipment, then enforce them on every job.

• Create a Checklist Template — name it, scope it to a manufacturer, pick which work order types it fires on.
• Add Items to a Checklist — set result types (pass/fail, text, numeric, photo), required steps, and minimum-frequency rules.
• Assign a Checklist to Units or Models — control which work orders the checklist auto-attaches to.
• Use a Checklist on a Work Order — what the technician sees, how to override frequency limits, what blocks completion.

Compliance

EPA Part 84 / AIM Act recordkeeping. Set up the catalog and equipment, then work the queues — leak repairs, override requests, chronic leakers — and export the audit pack on demand.

• Manage the Refrigerant Catalog — classify each refrigerant under §84.106(a) so the policy resolver routes units correctly.
• Register Recovery Equipment — add cylinders, schedule the DOT 5-year hydrostatic retest.
• Record a Technician Certification — log §608/§609/state certs and attach the cert card.
• Review Charge Events — read the audit feed of every refrigerant addition and removal.
• Work a Leak-Repair Episode — verify a §84.106(d) repair, file an extension, or commit a retrofit/retire plan.
• Clear the Part 84 Remediation Queue — fix unknown-state units by classifying refrigerants and assigning them.
• Approve or Reject an Override Request — the supervisor's four-eyes review of a flagged charge event.
• Manage a Chronic-Leaker Classification — download the §84.106(m)(4) packet, mark it as filed, or withdraw the classification.
• Export EPA Compliance Records — package the year's records as a ZIP for an inspector.

Technician

The field tech's day in TuffOps. There's no separate technician app — these guides cover the parts of TuffOps that look or behave differently when you're working a job in the field.

• Technician Quickstart — a day in TuffOps from scan to signoff, with links to every step.
• Find Your Assigned Work Orders — the Work Orders list and the Schedule card on Home, scoped to you.
• Scan a Unit's QR Code in the Field — what happens when a logged-in tech scans a QR.
• Pause and Resume a Work Order — pause when waiting on parts or weather, resume when you're back.
• Add Photos and Notes to a Work Order — evidence and context, with the upload limits and rules.
• Update the Items on a Work Order — add, edit, and remove parts and services.
• Record a Refrigerant Charge Event — pick the cert, set the event type, understand the gates.