Track equipment, appliances, and materials at each property with AI-powered label scanning

Overview

Equipment management lets you maintain a detailed inventory of all equipment, appliances, and materials at a property - HVAC units, water heaters, paint colors, flooring types, and more. Track brand, model, serial numbers, installation dates, and photos. Equipment can be assigned to floor plan rooms, property zones (Exterior, Garage, Roof, etc.), or custom locations. When equipment is replaced, it's automatically archived with a complete replacement history.

Adding Equipment or Materials

Manual Entry

Open a property detail page
Go to the "Equipment" tab
Click "Add Equipment/Material"
Choose type: Equipment or Material
Select category (HVAC, Plumbing, Paint, Flooring, etc.)
Click a name chip or type your own
Fill in details:
- Brand, model, serial number (for equipment)
- Color, style (for materials)
- Room/location (floor plan room, property zone, or custom)
- Installation date, notes, photos
Click "Add"

AI Label Scanning

Scan product labels to auto-fill brand, model, and serial number:

While adding equipment, click "Scan Label"
Upload a photo of the product label or nameplate
AI extracts brand, model, serial number, and name
Fields auto-fill - review and edit if needed
Finish adding the equipment

AI Product Analysis

Analyze product photos to identify color and style:

While adding materials, click "Analyze Product"
Upload a photo of the product (paint can, flooring sample, etc.)
AI identifies brand, color, and style
Fields auto-fill - review and confirm
Finish adding the material

Equipment Organization

Rooms (Floor Plan)

If the property has a floor plan with labeled rooms:

Select from the room dropdown when adding equipment
Equipment appears grouped by room on the Equipment tab

Property Zones

Universal areas that exist on every property:

Exterior, Garage, Yard, Roof, Attic, Crawlspace, Basement, Utility Room
Select a zone from the room dropdown even without a floor plan
Equipment groups by zone on the Equipment tab

Custom Locations

For unique areas not covered by rooms or zones:

Type a custom room name (e.g., "Guest House", "Workshop")
Custom locations group separately from rooms and zones

Unassigned

Equipment without a location shows in an "Unassigned" group at the bottom of the list.

Replacing Equipment

When equipment breaks or gets upgraded:

Open the Equipment tab on the property
Click the menu (⋮) next to the old equipment
Select "Replace"
Fill in new equipment details (old category pre-selected)
Choose date of replacement
Add notes about why it was replaced
Click "Replace"

The old equipment is automatically marked inactive and moves to the "Previous Equipment" section with a replacement date and reason.

Viewing Equipment History

Active Equipment

The main Equipment tab shows all currently installed equipment and materials, grouped by:

Floor plan rooms (if floor plan exists)
Property zones (Exterior, Garage, etc.)
Custom locations
Unassigned items

Previous Equipment

Click "Show Previous Equipment" to expand the history of replaced or removed items. Each entry shows:

What was replaced and when
What replaced it (linked)
Replacement reason/notes

Equipment Categories

Equipment Types

HVAC: AC Unit, Furnace, Thermostat, Mini-Split, Heat Pump, Air Handler
Plumbing: Water Heater, Kitchen Faucet, Bathroom Faucet, Toilet, Garbage Disposal, Water Softener
Electrical: Panel, Ceiling Fan, Light Fixture, EV Charger, Generator
Appliances: Refrigerator, Dishwasher, Oven/Range, Washer, Dryer, Microwave
Structure: Window, Door, Roof, Gutters, Flooring, Insulation
Exterior: Fence, Deck, Sprinkler System, Pool Equipment, Outdoor Lighting

Material Types

Paint: Wall Paint, Trim Paint, Ceiling Paint, Exterior Paint, Cabinet Paint
Caulk & Sealant: Tub & Shower Caulk, Kitchen Caulk, Window Caulk, Exterior Caulk
Grout & Tile: Floor Tile, Wall Tile, Backsplash Tile, Grout
Flooring: Hardwood, LVP, Carpet, Laminate, Tile, Epoxy
Hardware: Door Handle, Cabinet Hardware, Towel Bar, Light Switch
Lumber & Framing: 2x4 Studs, 2x6 Studs, Plywood, OSB, LVL Beam
Drywall & Mud: Drywall Sheet, Joint Compound, Drywall Tape, Corner Bead
Insulation: Batt Insulation, Spray Foam, Rigid Foam Board, Blown-In
Roofing: Shingles, Underlayment, Flashing, Ridge Vent, Drip Edge
Concrete & Masonry: Concrete Mix, Rebar, Mortar, Brick, Block
Trim & Molding: Baseboard, Crown Molding, Casing, Chair Rail, Quarter Round
Countertops: Granite, Quartz, Marble, Butcher Block, Laminate

Tips

Use AI scanning for equipment labels - saves typing and reduces errors
Add installation dates to track warranty periods and maintenance schedules
Take photos of equipment for future reference and warranty claims
Use property zones even without a floor plan to keep equipment organized
Replace instead of delete to maintain complete equipment history
Track paint colors and materials to match repairs and touch-ups years later

Questions

Q: What's the difference between Equipment and Material? A: Equipment is physical systems and appliances (HVAC, water heater, appliances). Materials are finishes and supplies (paint, flooring, caulk, tile). Choose the type that matches what you're tracking.

Q: Can I add equipment without a floor plan? A: Yes. Use property zones (Exterior, Garage, Roof, etc.) or type a custom location name. Floor plans are optional.

Q: What happens to old equipment when I replace it? A: It's automatically marked inactive and moved to "Previous Equipment" with the replacement date and reason. The history is preserved permanently.

Q: Can I edit equipment after adding it? A: Yes. Click the menu (⋮) next to any equipment item and select "Edit" to update details.

Q: How does AI label scanning work? A: Upload a photo of a product label or nameplate. AI reads the text and extracts brand, model, serial number, and name. Works best with clear, well-lit photos of labels.

Q: What if the AI gets something wrong? A: Review all auto-filled fields before saving. Edit any incorrect information - the AI is a time-saver, but you have final control.

Equipment & Material Management