For commercial HVAC service contractors
HVAC filter change log and schedule for commercial maintenance contracts
FilterRun is an HVAC filter change log for small commercial service contractors that keeps every rooftop unit's filter sizes, counts, MERV rating and belts in one list, shows what's due, and totals the filters to load for the week's PM runs.
Try it on your own customer list for 14 days. Plans from $19 a month.
| Size | MERV | Count |
|---|---|---|
| 20x25x2 | 8 | 18 |
| 24x24x2 | 8 | 12 |
| 20x20x2 | 13 | 8 |
| 16x25x1 | 8 | 4 |
Belts: 3 × A42, 2 × BX38
Why filter runs go wrong
“How many 20x20x2 MERV 8s do we need for next week?”
If that question takes an afternoon in a spreadsheet, these are already happening:
- The second trip
- A tech climbs to RTU-4 with 20x20s and the rack takes 20x25s. Sizes live in a binder, a spreadsheet, or one tech's head, so wrong sizes and short counts cost a drive back to the supply house.
- The supply-house guess
- Nobody can say how many 24x24x2 MERV 8s next week's PM runs need, so the order is a guess: too few and visits slip, too many and the shop fills with boxes.
- The kitchen unit nobody flagged
- A restaurant hood-side RTU wants filters monthly, the office upstairs quarterly. Overdue units only surface when a customer calls about the smell or the coil.
- The belt written on the door
- Belt sizes are scrawled on the access panel or nowhere, so the belt isn't on the truck the day it's due.
What it keeps
One record per unit, one list per truck
Rosa's Taqueria · Main St
RTU-3, kitchen side
Carrier 48TC · roof, north hatch
- Filters
- 6 × 20x25x2
- MERV
- 8, pleated
- Belt
- 1 × A42
- Interval
- Every 30 days
Last changed Sep 8 · 1 day overdue
Filter list per rooftop unit
Every RTU, air handler, furnace and fan coil holds its filter sizes, count, MERV rating and media, plus belt sizes, grouped by customer and site. Techs correct a wrong size on the spot from their phone.
HVAC filter change schedule
Give each unit its own interval (30 days for the kitchen unit, 90 for the office). FilterRun works out the next due date from the last logged change and puts overdue and due-this-week units on the due board.
The truck load list
Pick a date range and one or more techs. FilterRun totals every filter by size, MERV and media, and every belt by size, for the units coming due, then lists the stops. Print it for the truck or export the CSV for the supply house order.
Filter change log from the roof
Techs tap the unit, tick filters (and belts) changed, note the old filter's condition, and save. The due date resets; the history stays with the unit.
Who sees what
The office plans it, techs log it, customers see it was done
Owner and office manager
Keep customers, sites and units current, build the weekly load list, order from the supply house, and invite the crew.
Techs see only their sites
Their own due board and load list, filter sizes per unit, and a one-screen change log that works on a phone on the roof.
Customer view of PM history
On the Contract plan, a facility manager gets a read-only page of their units and every filter change you logged.
Monday morning
From filter spreadsheet to loaded truck
- 1
Import the sheet you have
Customer, site, unit, filter size, count, MERV, belt. Paste it or upload the CSV; FilterRun builds the customer, site and unit list from it.
- 2
Check the due board
Overdue units first, then what falls due this week, filtered by customer, site or tech.
- 3
Print the load list
Totals by filter size and MERV and by belt, then the stops in order. Order from the supply house off the CSV.
- 4
Techs log as they go
Each change resets that unit's due date. Back at the shop, the history is already there.
Plans by unit count
Priced per shop, by how many units you service
One price for the shop, whatever the crew size. The yearly price is ten times the monthly one.
Solo
$19/monthor $190/year
- Units
- 150
- Staff logins
- Just you
- Due board, load list, change log
- Yes
- CSV import and export
- Yes
- Customer portal logins
- No
Shop
$49/monthor $490/year
- Units
- 1,000
- Staff logins
- 10, with office manager and tech roles
- Due board, load list, change log
- Yes
- CSV import and export
- Yes
- Customer portal logins
- No
Contract
$89/monthor $890/year
- Units
- Unlimited
- Staff logins
- 25, with office manager and tech roles
- Due board, load list, change log
- Yes
- CSV import and export
- Yes
- Customer portal logins
- Unlimited
Filter list questions
What contractors ask about filter tracking
- Is there a free HVAC filter change log template?
- Yes, plenty of printable ones exist, and they work for one building. FilterRun is the same log kept for every customer, site and unit at once, with due dates worked out for you and the filter totals added up for the week.
- How often should commercial HVAC filters be changed?
- It depends on the building: kitchens and dusty sites often need monthly changes, offices and retail every 60 to 90 days. FilterRun stores an interval per unit, so the restaurant RTU and the office air handler each come due on their own schedule.
- Can my techs see only their own sites?
- Yes, on the Shop and Contract plans. Assign techs to a site and they see just those sites on their due board and load list, log changes from a phone, and fix filter or belt sizes. They can't delete anything or see other techs' logs.
- We keep our filter list in Excel. Can we bring it in?
- Yes. Save the sheet as CSV with columns like Customer, Site, Address, Unit, Filter size, Qty, MERV and Belt, and import it on the Customers & sites page. Units and filters are matched by name, so importing the same sheet twice doesn't double up.
- Can our customers see the PM work?
- On the Contract plan, invite a customer's facility manager. They get a read-only page with their sites, units, filter sizes, last and next change dates, and every change you logged, and can export it to CSV.
- Is this a full field service app?
- No. FilterRun doesn't dispatch, quote or invoice. It's the filter and belt list, the change schedule and the load list, for shops that already have a way to schedule and bill.
Updated October 9, 2026