How to Use DocMyHVAC

Open Settings

Tap the Settings icon in the bottom navigation bar.

Enter Your Technician Profile

Fill in your full name, company name, EPA/license number (e.g. EPA 608 Certificate), and contact phone number. Upload your company logo if you have one — it appears in the PDF header.

Save Your Profile

Tap Save. Your profile is stored locally on your device and auto-fills every future claim. You only need to do this once.

Customer Details

Enter the customer's full name. Phone number and email are optional but recommended for audit trails. Toggle Original Homeowner / Purchaser — this affects 10-year warranty eligibility for most manufacturers. Enter the service address or tap Fetch via GPS to auto-fill from your current location.

Job & Equipment Details

Set the Service Date (when you inspected) and Failure Date (when the unit broke down — this may differ). Select the Equipment Manufacturer (Trane, Carrier, Lennox, Rheem, Goodman, York, Daikin, Amana, or Other). Enter the Parts Warranty and Labor Warranty periods. Enter the Distributor / Supply House name where you purchased the replacement part (e.g. Ferguson, Johnstone Supply, Baker).

OCR Nameplate Scan

Tap Open Camera & OCR Scan. Point your camera at the metal rating plate on the equipment. Hold steady for 1–2 seconds. The app automatically extracts the Model Number and Serial Number using AI-powered OCR. Review the extracted values and correct any errors manually. Tap Continue when the numbers look right.

Diagnosis & Parts

Select the Primary Failure Reason (Wear & Tear, Power Surge, Manufacturing Defect, Electrical Short, Age-Related, or Thermostat/Sensor Malfunction). Add your Technician Diagnosis Notes — be specific, as vague notes are a common reason claims get rejected. Enter the Parts Purchase Invoice / PO # from your distributor receipt. Optionally add the Defective Part Code. Under Replaced Parts & Labor, tap + Add Part and enter the part name/OEM number and labor hours. If you replaced a compressor, toggle Is Compressor Replacement? to add the defective and replacement compressor serial numbers — required by most manufacturers for compressor claims.

EPA & Electrical (Optional)

If refrigerant work was performed, toggle Refrigerant Work Performed and enter the refrigerant type (R-410A, R-22, R-454B, etc.) and amounts added and recovered in lbs. This creates your EPA Section 608 compliance log entry. If you took electrical readings, enter Operating Voltage (V) and Running Amperage (A) under Diagnostic Multimeter Readings.

Photo Evidence — 3 Required Photos

Capture three photos using the in-app live camera only (gallery upload is disabled to prevent tampering):

• [1] Metal Rating Plate & Serial Tag — Clear photo of the equipment nameplate showing model and serial numbers.
• [2] Defective Component Proof — Photo of the failed/defective part while still installed in the unit.
• [3] Replacement Part & Testing Verification — Photo of the new OEM replacement part installed and/or its packaging/tag.

Each photo is automatically geostamped with GPS coordinates, date, time, and the equipment serial number at the moment of capture.

Authorization & Signatures

Review the claim summary displayed on screen. Ask the customer to sign the Customer Authorization Signature pad using their finger. Sign the Technician Verification Signature pad yourself. Both signatures are date-stamped automatically.

Generate & Share Your PDF

Tap Save Claim & Generate Final PDF. Your 2-page warranty claim PDF is generated instantly. Tap Share PDF to send it via email, messaging app, or upload directly to a manufacturer or distributor's warranty portal as a supporting document attachment.