Knowledge base for plumbing and heating installers when there’s an error code in the basement and the manual is on the server.
Manufacturer documentation, maintenance records, system data and what was done on the last service call, all in one place. Every answer shows its source. The demo uses sample manuals and service reports; you test it with your own in the first weeks after go-live.
Everyday question
“What does error code E23 mean on this type of heat pump?”
The answer is in
Manufacturer documentation · Error code table
1 Source in one clickDay to day
Sound familiar?
Error code E23 on the heat pump, and the manual’s a PDF somewhere on the server.
What did we set it to at that customer’s last time? Only the colleague who’s off today knows.
Between heating, plumbing and ventilation, nobody knows every system type off by heart.
Saturday morning, on call: the heating has gone off in the block of flats on Kirchgasse, and the property manager rings. A colleague drives out and finds a gas boiler with a third-party controller that another firm fitted years ago. The boss changed the settings two winters ago and noted them in the margin of the service report – and the report is in the binder at the office. So the colleague rings the boss, who is having breakfast and scrolls through the photos on his phone for the picture of the rating plate – and finds one from a different system. By midday the heating is back on, because the boss drove out himself. The spare part that was needed is in the controller’s parts list, a PDF somewhere on the server. Next time someone will be searching on the phone again, because only one person has the values in his head.
Things people in this industry say every day.
Example questions
Questions from your day-to-day work
Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.
“What does error code E23 mean on this type of heat pump?”
1 Manufacturer documentation · Error code table
“When was customer Huber’s last service, and what was the outcome?”
2 Service report · Maintenance record
“Which properties have a maintenance contract, and what response time was agreed?”
3 Maintenance contracts
Documents
The documents that matter to you
- Manufacturer documentation and error code lists
- Maintenance contracts with response times
- Service reports per system
- System data and settings
- Photos of the rating plate
- Voice notes after the call-out
Integrations
Connecting your systems
Your system stays as it is. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.
- pdsProject and service documents from pds – we check feasibility and the best route first.subject to a feasibility check
- StreitService reports and system data from Streit – we check feasibility and the best route first.subject to a feasibility check
- File serverThe folders on your own server that have grown over the years.subject to a feasibility check
Pricing
What it costs
Basic package
Set-up fee €2,900 · excl. VAT
A flat fee per company. Everyone at your company can use it – technicians as much as office staff – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.
Drafts as Word, PDF or email are included in the Premium package.
At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.
Getting started
Where to start
Start with the manufacturer documentation, including the error code lists, for the three or four brands you actually install and for the third-party controllers you come across in refurbishments. This material isn’t tied to any customer, is quick to put together and is exactly what tends to be missing in the basement. In the first weeks after go-live, ask about error codes you already know and see whether the right page of the manual comes up as the source. Service reports and maintenance contracts follow in the second step, so that you can ask about the specific system as well as the device type. You can add photos of rating plates and decide, when you upload them, which property each image belongs to. How well the text on your rating-plate photos is recognised is worth checking separately. Before we start, we check whether pds or Streit can be connected.
FAQ
Frequently asked questions
The property management company is asking for the system log for the hot water supply. What do we provide?
The system log is kept by the operator: the Austrian standard ÖNORM B 5019 provides for one for central drinking-water heating systems, covering operational checks, temperatures, maintenance, faults and sampling. Your part is the maintenance reports, the measured temperatures and the flushing records after a shutdown. If these are in your documents, you can ask what you measured and replaced at this property and when; the answer gives date and file. The system doesn’t keep the log itself, nor does it remind anyone of the next sampling – someone has to ask.
The customer says we set the system up wrongly. How does this help us?
You can check what you documented: which service report exists for this property, its date, the values in it, the photo that goes with it and what was said in the voice note from the same day. The system supplies the source, not the judgement, and if it finds nothing on the call-out, it tells you so. How complete the picture is depends on what you filed at the time – easy to check in the first weeks after go-live with an older call-out.
The manufacturer PDFs run to hundreds of pages. Will the right passage come up?
The search covers the text itself, not just the file name, and the answer gives file and page – so you can check in the basement whether the passage matches the model that’s installed. Try it with your own manuals in the first weeks after go-live, using error codes you already know. If the manual for a device isn’t in your documents, the system tells you so. Whether it may then search the internet is your call – not at all, only after asking you in the chat, or without asking.
At handover the customer wants system documentation. Does this help?
From what you hold on the system – data sheets, settings, service reports, photos – it can produce a draft as a Word or PDF file on request, with a source for every detail. You check it and pass it on yourselves; the system sends nothing on its own. The on-site briefing is still your job. In the first weeks after go-live, try it with a system you handed over recently to see whether the draft saves you gathering everything from four folders.
Guides
Further reading
- GuideAI knowledge base in practice: the most common company use casesKnowledge base use cases in practice: from quotes and instructions to answering phone enquiries – how Austrian SMEs put their company knowledge to work.
- Mobile phone photos from the construction site as searchable documentsUsing construction site photos as documentation: how mobile phone photos become searchable company documents with text recognition and project assignment.
- Can ChatGPT search my company documents?Can ChatGPT search company documents? This article explains why it cannot do so directly, what uploads can achieve and how RAG search solves the problem.
- AI knowledge base for plumbing and building services (HVAC): the practical guideDocument management for plumbers and HVAC installers: how building services firms make installation records, service reports and technician know-how findable with AI search.
Industries
Other industries
- Metalwork & fabrication
- Electrical contractors
- Tax advisers
- Law firms
- Property management
- Mechanical engineering & automation
- Security systems
- Garages & vehicle repair
- Insurance brokers
- Building contractors
- Timber construction & joinery
- Roofers & sheet-metal workers
- Landscape gardening
- Refrigeration & air conditioning
- Lifts & escalators
- Freight forwarding, transport & logistics
- Facility management & building services
- Architects & engineering consultancies
- Notaries
- Solar PV & energy systems
- Fire protection
- Plastics & injection moulding
- Food production
- Cable cars & ski lifts
- Commercial cleaning
- Property developers
- Estate agents
- Local authorities
- Building services engineers
Request a demo – with examples from Plumbing & heating
In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.