● For refrigeration & HVAC contractors
More jobs — with the same crew.
The maintenance app that takes evening paperwork off your technicians: protocol, photos, and signature directly at the customer's site, visible in the office at the same moment. VDKF-LEC required fields automatic, invoice release on the day of service. Without an ERP swap, live in 14 days.
- Technician hours backNo more evening paperwork — the report is done before the technician leaves the parking lot.
- VDKF-LEC comes alongExisting export, Excel, Access, paper — we take over your legacy data.
- Live in 14 daysYour forms, your systems. No implementation consultant.
● Who is this for?
For refrigeration & HVAC contractors with a maintenance-contract base
Wartungslotse fits anywhere recurring maintenance contracts run — especially supermarket and commercial refrigeration, commercial HVAC, and heat-pump service. 5–50 technicians, your own back office, VDKF-LEC obligation. If you work with Excel, paper, or an aging industry tool and don't want to start a six-figure ERP project, you're in the right place.
- Owner
More jobs — without a new technician, without a new consultant.
You want to serve your existing base and grow without letting the office and invoicing become the bottleneck. No PDS mega-project, no consultant day rates, no open advisory bill at the end.
- Office lead
VDKF-LEC, reports, and invoice release on the day of service.
You want to dispatch, review, release — not scan protocols, back-calculate numbers, or dig through binders. The VDKF-LEC documentation is complete and audit-ready — no annual binder marathon when the report is due.
- Service technician
Report done before leaving the parking lot.
All system data, plans, and history right on the tablet or smartphone. Offline-capable, even in the plant room without LTE. No evening paperwork, no catch-up.
● Common pain points in daily ops.
wartungslotse.deTurn yesterday's bottlenecks into real competitive advantages.
Technicians writing reports after hours
Without Wartungslotse
Fill out paper forms during the day, type them up at the office in the evening — 30–60 min per technician. The best ones eventually look elsewhere.
With Wartungslotse
The report is finished on the tablet before the technician leaves the parking lot — including photos, readings, and consumables.
20 minutes lost in the binder
Without Wartungslotse
Customer asks what you did last year on system 4 — 20 minutes digging through the binder, sometimes in vain.
With Wartungslotse
Enter the company name — full history on screen in seconds, with photos, readings, material usage, and signatures.
VDKF-LEC costs time and nerves
Without Wartungslotse
Once a year, 3–5 days of office work for VDKF-LEC: gathering documents, filling in numbers, matching systems.
With Wartungslotse
Refrigerant data is documented in a VDKF-LEC-compliant way during every service call. When the annual report is due, all evidence is complete and audit-ready — face official inspections with ease.
Paper records drag down company value
Without Wartungslotse
Equipment knowledge sits in people's heads and binders. Banks and buyers want complete documentation — it's missing, and it drags down the price.
With Wartungslotse
Every service call documented end to end, searchable, archived in line with GDPR. Digital company value grows with every report.
More jobs than office capacity
Without Wartungslotse
Jobs get turned away — not for lack of technicians, but because they can't keep up with the admin work.
With Wartungslotse
Documentation runs alongside the service call. Technicians and the office have capacity, you take on more jobs — with the same crew.
● How a service call flows with Wartungslotse
Planning, logging, VDKF documentation — in one tool.
01 — Plan the service call
Dispatch pushes the job to the technician's tablet — no WhatsApp, no phone call.
A modern browser is enough — no installation, no app store.
● Typical use cases
Does any of this sound like your shop?
Three situations where Wartungslotse makes the difference today.
- Scenario 01
The traditional shop
Maintenance-mandated refrigeration & HVAC systems
Today
Official inspections can turn into a risk. Matching up systems from Excel, paper, VDKF-LEC export — error-prone and frustrating.
With Wartungslotse
Work on systems and refrigerant is documented in a VDKF-LEC-compliant way during every service call — report-ready, audit-ready.
Audit-readyComplete VDKF-LEC documentation instead of days of binder work - Scenario 02
The growth shop
More jobs than office capacity
Today
The office and technicians can't keep up with reports, VDKF-LEC, and invoicing. Lucrative jobs get turned away — because of admin backlog.
With Wartungslotse
Documentation runs alongside the service call. The office manager reviews and releases instead of typing. More jobs, same crew.
More jobsSame crew — no new hires needed - Scenario 03
The shop before handover
Sale or generational transition planned
Today
System knowledge sits in people's heads and binders. Banks and buyers want digital processes and modern IT — it's missing, and it drags down company value.
With Wartungslotse
All systems, service calls, and history clean, digital, searchable, handover-ready. Makes the shop sellable and financeable.
CompleteEfficient, stable processes for banks & buyers
Don't match any of the three? In 15 minutes we'll check whether Wartungslotse fits your shop.
● Demo access
No registration, no hotline. Pick a role, you're in.
Three pseudonymised example customers with thirteen systems and over fifty reports across all six document types — work report, DAIKIN protocol, HVAC checklist, power draw, BSK, smoke detector. Go ahead and break something.
↻ Reset to seed data anytime — one button inside the demo
Roles in the demo
- Andrea BergerDispatch
Plans visits, assigns technicians, signs off reports.
- Thomas KühnService technician
Sees today's schedule, captures maintenance, takes signatures.
● Pricing — plain and simple
What does Wartungslotse cost?
You pay a base fee for operations & maintenance plus a per-technician license. Office accounts are free.
Three ways to bring your existing data — included in every plan:
VDKF-LEC export
Customer numbers, systems, refrigerant charges imported directly.
Excel · Access · database
We transfer your existing data, no matter what form it comes in.
Paper · handwriting · PDF
We read PDFs directly; paper and handwriting via OCR (text recognition).
Pick your starting point:
Operations & maintenance
Per technician: € 39 (1–10) · € 33 (11–20) · € 29 (21–30) / month. Cancel monthly after the minimum term.
- • Office / admin accounts included
- • No ERP swap required
- • No hidden setup costs
● Sample calculation
- Base fee
- € 135
- Technicians 1–5 × € 39
- € 195
- Office accounts
- € 0
No hidden setup costs, no implementation consultants. No contract signed on the landing page — we talk first, then we price it.
● Frequently asked
wartungslotse.deWhat contractors usually want to know before the call.
01What is VDKF-LEC software and do I need it?
What is VDKF-LEC software and do I need it?
Anyone operating or servicing refrigeration or air-conditioning systems with fluorinated greenhouse gases must document every charge, recovery and leak test under §6 of the German ChemKlimaSchutzV. VDKF-LEC is the standard reporting format issued by VDKF e.V. for that purpose. Wartungslotse captures and documents refrigerant data during every service call in a VDKF-LEC-compliant way — you handle the report submission to the VDKF-LEC database as usual, but with a complete, audit-ready dataset instead of an annual binder marathon.
02Does Wartungslotse replace my ERP or PDS?
Does Wartungslotse replace my ERP or PDS?
No. Wartungslotse is the maintenance app for field documentation, not the ERP you use for customer invoicing, payroll, and general business processes. We feed data into your existing systems — DATEV, Lexoffice and many more — via REST API or CSV. That's deliberate: a PDS rollout is a mega-project; a focused maintenance app is productive in 14 days.
03How do you differ from larger industry SaaS players?
How do you differ from larger industry SaaS players?
Wartungslotse moves much faster. We turn customer requests around quickly. 14-day fixed price instead of a multi-month implementation project with an open consultant-day tab. Vertical focus on refrigeration/HVAC contractors, not a universal tool for every trade.
04What is Wartungslotse not built for?
What is Wartungslotse not built for?
We're the maintenance app, not the ERP. If you're looking for an integrated solution for payroll, inventory, and accounting, we're the complement — not the replacement. We're a young product with an active roadmap; you get the attention of a partner, not a 20-year feature set. What we promise, we deliver; what we can't, we say so.
05How long does onboarding really take?
How long does onboarding really take?
From contract to a productive tablet in the field: 14 days. Included are the import of your legacy data (VDKF-LEC, Excel, Access or database), your own checklists, two training sessions (office + technicians) and 14 days of go-live support. No implementation consultant. Fixed price, no open consultant-day bill at the end.
06What legacy data can you migrate?
What legacy data can you migrate?
We import VDKF-LEC exports directly. Excel, Access, or other databases are mapped onto our data structure to transfer your data reliably. Handwritten maintenance protocols we digitise via OCR — you get a searchable system history. You bring what you have; we do the rest.
07What does Wartungslotse cost?
What does Wartungslotse cost?
Two plans, both billed monthly. Flex 12 (12-month minimum, cancel monthly thereafter): € 180/month operations & maintenance + € 39 per technician/month (tiered: € 33 from 11, € 29 from 21). Flex 24 (24-month minimum, cancel monthly thereafter): € 160/month operations & maintenance + € 33 per technician/month (tiered: € 27 from 11, € 23 from 21). OCR import of legacy logs € 900 optional in both plans. Launch offer: 25 % off the monthly flat fee in both plans. Office / admin accounts included.
08Am I locked in by contract?
Am I locked in by contract?
Flex 12 has a 12-month minimum term, Flex 24 a 24-month minimum — both cancel monthly thereafter. At the end of the contract you get your data back — as a structured CSV export of all systems, service, and refrigerant data, plus PDF. We also delete your data on our side after the contract ends.
09Does the app work offline?
Does the app work offline?
Yes. Technicians work entirely offline on tablet, smartphone, or notebook. Reports are saved locally, auto-save every 1.5 seconds. As soon as the network is back, the app syncs automatically. Even in the plant room without LTE, the report stays safe.
10Which devices and browsers are supported?
Which devices and browsers are supported?
Anything with a modern browser — smartphone, tablet, notebook or PC. Current versions of Chrome, Safari, Firefox and Edge are supported. It's a web app — no store download required.
11Where is my data hosted, is it GDPR compliant?
Where is my data hosted, is it GDPR compliant?
Hosting exclusively in the EU on ISO-27001-aligned infrastructure. Data is transmitted and stored encrypted; each customer gets their own URL. The app is GDPR compliant and supports §6 ChemKlimaSchutzV-compliant archiving. Data processing agreement (DPA / AVV) on request.
12Is Wartungslotse maintained, supported, and developed further?
Is Wartungslotse maintained, supported, and developed further?
Yes. Wartungslotse is maintained, supported, and continuously developed. We stay current with the latest technologies and evolve Wartungslotse together with our customers from the refrigeration and HVAC industry — always with an ear to the market.
● What happens next?
Here's how we get started.
No pressure to commit, no long sales pitch. You decide afterwards whether and when to start.
- Step 01
Pick a time
You pick a 15-minute slot that fits your day.
- Step 02
Wartungslotse with your example
We walk through a typical service call from your shop and show how technicians and the office would work with it.
- Step 03
You decide at your own pace
No sales pressure. You decide afterwards whether and when to start.
● Contact
Let me walk you through wartungslotse.de.
I manage new-business customers for Telefónica Deutschland. In 15 minutes I'll show you the advantages of Wartungslotse for your refrigeration & HVAC shop — free, no commitment.
Prefer to write directly? marc.shekov@telefonica.com
in cooperation with Telefónica Deutschland
- Marc · Phone+49 176 1881 8026