Solar Equipment Records: Panels, Inverters and Batteries
A solar service business needs to know what is installed where, what warranty it has and every visit it has had. Here is how to keep equipment records that make warranty claims and maintenance easy.
Every solar system you install is a set of equipment you may be asked about for the next twenty years: inverters, batteries, panels, charge controllers and isolators. When an inverter fails in year three, the questions never change. What model is it, what is the serial, when was it installed, is it under warranty, and who has touched it since?
A monitoring platform tells you how the system performs. Equipment records tell you what it is and what has been done to it.
What to record per item
- Type and model: inverter, battery, panel array or charge controller.
- Manufacturer and serial number.
- Site and customer.
- Install date, and the job that installed it.
- Warranty provider and expiry date.
- Documents: datasheet, warranty certificate, commissioning report and single-line diagram.
Panels are usually recorded as one array per roof or string rather than one record per panel. Record inverters and batteries individually.
Why it matters
Warranty claims
Manufacturers ask for the serial, the install date and proof of installation. With records in place a claim takes minutes, and nobody has to dig through WhatsApp photos.
Faster service visits
Before leaving, the technician knows what is on the roof: the inverter model, its history and the last error found. They arrive with the right tools and parts.
Maintenance planning
You can schedule cleaning, inspections and battery checks per site, and each visit is recorded against the equipment.
Selling upgrades
When batteries or inverters near the end of their warranty, you know which customers to call.
Capture it at installation
Record equipment when you install it. Put it in the installation checklist: photograph the serial labels, record each item and attach the datasheets. Adding records afterwards is ten times harder.
Track status
Keep each item's status up to date: in use, under maintenance or retired. When you replace an inverter, retire the old record and add the new one so the site's history stays accurate.
In Movtro
In Movtro, each inverter, battery or array is an asset at the customer's site. It has a type, manufacturer, model, serial number, install and purchase dates, warranty provider and expiry, a status (registered, installed, active, under maintenance, repair or retired) and attached documents. Every job linked to it appears in its history. The asset report shows warranty status across all equipment: expired, expiring soon, active or missing a date. Recurring jobs schedule cleaning and inspection visits per site.
Movtro keeps service records, not performance data. It does not connect to inverters or monitoring platforms.
Related reading: solar installation and maintenance, solar O&M and equipment service history. Or start free.