ElectricalBossPro Blog — Generator & Maintenance Plans

Generator Records on the House: Brand, Model, Serial, kW and Fuel in One Place

Ask a tech heading to a generator visit what they want to know before they get there, and the answer is usually the same: what unit is it, how big is it, what does it run on, and where is it. Too often the answer lives on a sticker on the side of the unit, in an old install invoice or in the head of whoever did the install. ElectricalBossPro puts it on the house, where every job at that address can see it.

Why Records Matter for Plans

Keeping visits on schedule is half of running a plan, and the statuses that keep them on track are covered in Due Now vs. Overdue: Working the 7-Day Grace Window on Maintenance Plans. The other half is knowing what you are walking up to when you get there.

In ElectricalBossPro, every property keeps a list of its electrical equipment. A whole-house generator is one item on that list, alongside the main panel, subpanels, meter base, service entrance, transfer switch, generator interlock, EV charger, whole-house surge protector, solar inverter, battery storage, pool or spa panel and exterior disconnect.

What Gets Saved for a Generator

Each piece of equipment can hold the same set of details. For a generator, that usually means:

• Brand and model number — what the unit is.
• Serial number — for your records and any manufacturer contact the customer needs.
• Year installed — how long it has been at the house.
• Rating in kW — the size of the unit.
• Fuel — natural gas, propane or diesel.
• Location — side yard, behind the garage, on the pad by the AC units.
• Access notes — gate latch, dog in the yard, call before entering.

None of that is technical instruction. It is the basic record a tech wants before arriving, and the office wants when the customer calls.

On the Job Card, Every Time

When a generator visit is on the tech's phone, the equipment is right on the job card. The tech sees the generator with its brand, model, kW and fuel, the serial on the next line, and the location and access note below it. The same card shows the transfer switch or interlock and the main panel if they are on the record.

That means a tech who has never been to the house walks up already knowing what kind of unit it is and where it sits. Past notes from earlier visits are on the card too, so last year's note about a stubborn gate or a request to text before arriving is not lost. Writing notes that are worth reading next year is covered in Photos and Notes From Generator Visits That Make Next Year Easier.

From House, and Back to the House

New jobs at a property fill in equipment from the house with the “From House” picker. The office does not retype the generator details every year. They pick it from the house, and the job has it.

Changes flow the other way, too. If a tech notices the record is missing the serial, or a service call replaces the transfer switch, the change made on the job flows back to the house. Next year's visit sees the updated record. Over time, the house record gets more complete, not less.

Where Records Start: The Install

The easiest time to capture a generator record is when you install it. Equipment details can be filled in on the estimate and carry onto the job, so when the generator install estimate is approved and becomes a scheduled job, the record is already there. After the install, the generator is saved on the house, ready for the first maintenance visit a year later.

For generators you did not install, the first maintenance visit is the time to capture it. The tech fills in what they find, and from then on the record is on the house.

Records That Help the Office Too

Generator records are not just for techs. When a customer calls after an outage, the office can open the client, see the generator and its fuel, and know what kind of call it is before booking it. When the office is planning a maintenance day, the records help estimate how long each stop might take. And when you are deciding how to price plans by size, the kW ratings on file show what your customers actually own.

The generator record is the foundation everything else in a plan sits on. To see how it fits with the Waiting List, the inspection checklist and billing, visit the ElectricalBossPro generator maintenance software page.