Commercial kitchen repair
Commercial kitchen equipment repair software built around how you already work.
Breakdown calls during service, model and serial lookups, parts orders and second visits, PM contracts with chains and warranty claims with manufacturers, all on the equipment's record. Your techs log temps and readings on the phone, and AI does the admin.
The short answer
What software does a commercial kitchen repair business need?
A commercial kitchen equipment repair business needs software that tracks every oven, fryer, dishwasher, walk-in and ice machine by model and serial, handles urgent breakdowns during service, and carries a job through parts ordering to the second visit. It should also run PM contracts across a chain's locations and keep the records a manufacturer needs for a warranty claim. Fieldproxy is set up around that, from $649/month with unlimited users.
How the job runs
A commercial kitchen repair job, start to finish.
The stages your software has to follow, in the order the work actually happens.
- 1
Breakdown call
A walk-in is warming up or the dish machine is down in the middle of lunch. The call is logged against the site and the piece of equipment, with priority set by what is at risk, and the nearest qualified tech is sent. - 2
Diagnosis on site
The tech scans the unit's QR code, sees its model, serial and history, takes readings, finds the fault and checks the truck for the part. Many calls end here with a repair and a report. - 3
Parts and second visit
When the part is not on the truck, it is ordered by model and part number, the customer gets an expected date, and the return visit is booked when the part arrives. - 4
Warranty or billing
If the unit is under manufacturer warranty, the claim is filed with the serial, failure, parts and labor time. Otherwise the job is invoiced, often to a chain's head office with their PO number. - 5
Preventive maintenance
Chains and institutional kitchens sign PM contracts: quarterly or monthly visits per location covering descaling, gaskets, burners, coils, filters and calibration, each with a checklist per equipment type.
What to record
The checklist for every job.
Whatever system you run on, these are the fields, readings and photos worth capturing every time. Use it as your checklist.
Equipment record
- Equipment type, manufacturer, model number and serial number (photo of the data plate)
- Gas or electric, voltage and phase, and refrigerant type for refrigeration
- Install date and warranty start and end dates
- Location in the kitchen and the site's contact for access
- QR code on the unit linking to its history
Service call
- Reported problem and when it started, and whether the kitchen is in service
- Readings: walk-in and reach-in box temps, fryer oil temp versus setpoint, dish machine wash and rinse temps, gas pressure
- Error codes on the controller, with a photo
- Cause found, repair done and parts used (part number, quantity, from truck or ordered)
- Time in and time out, travel time, and manager's name and signature
Parts, warranty and PM
- Parts order: part number, supplier, order date, expected date, received date
- Warranty claim: manufacturer, claim number, failure description, labor hours, photos of the failed part
- Customer PO number and billing location for chain accounts
- PM checklist per equipment type: descaled, gaskets checked, filters cleaned, burners and pilots checked, thermostats calibrated, with readings
- Food-safety temps recorded after the repair, before the unit is put back in service
Where generic software breaks
Why template tools don't fit.
Most field service software is built for a generic service call. Commercial kitchen equipment repair companies run a different job.
- A breakdown during service needs to go to the right tech now, and a generic queue treats a dead walk-in full of product the same as a slow ice machine.
- Without model and serial on every unit, the tech arrives without the right part and the job becomes a second and third visit that the customer is not happy to pay for.
- Parts on order live in email, so nobody knows which jobs are waiting on which part, and the return visit gets booked late or not at all.
- Warranty claims get rejected or never filed because the serial, the failed part photo and the labor time were not recorded at the visit.
How it's set up in Fieldproxy
Your process, set up as it runs.
We map how you run on a 30-minute call and configure it within 48 hours. These are the pieces it is built from.
Equipment as assets with QR codes
Your stages, including waiting on parts
Service and PM forms with required readings
PM contracts and chain billing
AI for commercial kitchen equipment repair companies
AI that does the admin, inside your workflow.
The AI agents work on your real jobs and customers, and you confirm anything that matters before it happens.
Answers breakdown calls
Dispatches by skill and parts
Chases the paperwork
From $649 a month, one price per company, unlimited users.
Every AI agent included, AI credits charged separately. Live in days: the average migration takes about 10 days.
Questions
Commercial kitchen repair software, answered.
What software do commercial kitchen equipment repair companies use?
Commercial kitchen equipment repair companies need software that tracks each unit by model and serial, handles urgent breakdown calls, holds jobs waiting on parts, runs PM contracts across many locations and keeps the records manufacturers need for warranty claims. Many use a general field service tool plus spreadsheets for parts and warranty. Fieldproxy is set up around those steps, with equipment as assets with QR codes and your own stages and forms.
Can Fieldproxy track jobs waiting on parts?
Yes. Waiting on parts is its own stage, each job records the part number, supplier and expected date, and the return visit is booked when the part arrives. The board shows every job held up by a part.
Does it help with manufacturer warranty claims?
It records what a claim needs at the visit: model and serial from the data plate photo, the failure, photos of the failed part, parts used and labor time. Those details sit on the job and the unit's history, ready to submit with the claim.
How much does commercial kitchen equipment repair software cost?
Fieldproxy is $649/month per company with unlimited users, so every technician and office user is included. AI credits are charged separately and every AI agent is included. Per-user tools cost more with each hire.
How long does it take to switch to Fieldproxy?
It starts with a 30-minute call about how your calls, parts and PM contracts run. Fieldproxy is configured to your stages and forms within 48 hours, then your customers, sites, equipment and open jobs are migrated. The average migration takes about 10 days, and you switch when the team is ready.
See it set up for your commercial kitchen repair business.
A 30-minute call on how you run. We configure it within 48 hours and show it to you running, with the AI agents working on it.