Commercial refrigeration software
DispatchMind runs a commercial refrigeration company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Commercial refrigeration when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
When a walk-in freezer dies, a store owner is watching product spoil. Refrigeration techs bounce between emergencies, ice machines and maintenance stops all day. DispatchMind puts the product-at-risk call on top, shows the tech every unit at that store, and keeps your maintenance customers on a schedule that runs itself.
A typical commercial refrigeration job in DispatchMind
- A grocery manager calls at night because the walk-in freezer is warming up, and Nellie books it as Emergency (product at risk) and gets you on the line.
- You assign the on-call tech from your phone, and he taps on my way so the store knows he's coming.
- On site he checks the unit's brand and model on file, finds a failed fan motor and swaps it from van stock.
- He logs the part, adds photos and temperature notes, and closes out the job.
- The office invoices from the job the next morning and books a Preventive maintenance visit for that store.
What commercial refrigeration owners tell us slows them down
Product at risk, every minute counts
A warm walk-in can cost a customer their whole stock. When the phone rings after hours, Nellie picks up, knows a product-at-risk call can't wait, and books it while getting you on it. You assign a tech from anywhere.
Maintenance customers falling off the schedule
Coil cleaning and checkups keep emergencies down, but only if they happen. Recurring service plans build the visits ahead of time, and you can move one without touching the rest. Your tech's week is set before Monday.
Not knowing which unit failed last time
One store can have a walk-in cooler, a walk-in freezer, reach-ins and an ice machine. Equipment on file keeps each one's brand, model and dates at the address. Job history shows what failed and what got replaced.
Set up for commercial refrigeration from day one
Your job types
- Service call
- Walk-in cooler repair
- Walk-in freezer repair
- Reach-in repair
- Ice machine service
- Preventive maintenance
- Install
- Emergency (product at risk)
The details you keep on each job
- Business / site
- Unit
- Make and model
- Refrigerant
- Temperature found
A checklist for the work
Refrigeration call: Box temperature written down on arrival · Cause found · Repair done or part ordered · Temperature coming down before leaving · Refrigerant added written down · Manager signed off
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Service call
- After-hours service call
- Labor (per hour)
- Refrigerant (per lb)
- Parts
- Coil cleaning
- Preventive maintenance visit
Equipment on file
Keep what’s installed at each place, by type and brand (True, Traulsen, Hussmann, Heatcraft, Copeland, Manitowoc, Hoshizaki, Turbo Air and more).
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a commercial refrigeration account she knows how your customers talk and what to ask:
- Which unit, and what temperature is it showing?
- Is product at risk right now? Can it be moved?
- Brand and model if they can see it?
- Who meets the tech and when?
What she treats as urgent: A cooler or freezer full of product rising in temperature; A pharmacy or medical fridge out of range.
What she never does: Never quote a price the company hasn’t set; Never tell anyone to add refrigerant or touch electrical parts.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Commercial refrigeration software: common questions
Can I track walk-ins, reach-ins and ice machines separately at one store?
Yes. Each unit goes on file as its own piece of equipment at the address. When a call comes in, your tech sees exactly which box has a history.
Can my techs record temperatures and readings on a job?
Yes. Custom job fields and a checklist let techs record what you want on every call. Notes and photos go on the job too.
How do I set up quarterly maintenance for my accounts?
Create a quarterly service plan for each customer and pick the service day. Visits are created ahead of time, and you can skip or move one when the store asks.
Can I see which kind of work makes me the most money?
Profit per job shows what each call made after parts and tech pay. Reports by job type let you compare emergencies, installs and maintenance side by side.
Can I try DispatchMind for my refrigeration company before paying?
Yes. It starts with a 14-day free trial, nothing held back, and you never type in a card. Set up your maintenance accounts and watch the visits build themselves. If it works for you, it's month to month after that.
Related trades
Try DispatchMind free for 14 days
Set up for commercial refrigeration. No card, month to month.