Maintenance Records

Overview

The Maintenance Records sub-module in the Solar CRM helps you document and track all maintenance activities performed on solar installations. It ensures accurate logging of inspection, preventive, corrective, and emergency maintenance, supporting compliance, performance monitoring, and lifecycle management of solar projects.

With this feature, you can:

• Record details of maintenance activities.
• Track technicians assigned to each task.
• Log costs, duration, and findings of maintenance work.
• Update task status (Scheduled, In Progress, Completed, Cancelled).
• Export maintenance records for reporting and audits.

Accessing Maintenance Records

• Log in to CrmLeaf.
• From the left navigation panel, go to Solar → Maintenance Records.
• The list view will display existing maintenance record with details such as Record Number, Maintenance Type, Performed Date, Technician, Cost, and Status.

Navigation Path

Login → Solar → Maintenance Records → [Add / View / Export]

Key Features

• Add Maintenance Record – Log a new maintenance activity performed at a site.
• View Record – Review the details of recorded maintenance.
• Export Records – Download records for offline analysis, reporting, or compliance.
• Filter/Search – Use filters for maintenance type, status, or technician to quickly locate records.

Adding a Maintenance Record

• Click + Add Maintenance Record.
• Fill in the required fields:
  • Site & Project – Select the solar site and project.
  • Schedule & Maintenance Type – Link the activity to a schedule and define its type (Inspection, Preventive, Corrective, Emergency, Other).
  • Work Performed – Enter details of the maintenance work carried out.
  • Start & Completion Dates – Log when the task was started and completed.
  • Duration (Hours) – Time spent on the activity.
  • Actual Cost & Currency – Enter cost incurred and select the currency.
  • Technician – Assign the responsible technician.
  • Status – Choose from Scheduled, In Progress, Completed, or Cancelled.
  • Findings & Recommendations – Add observations and suggested next steps.
  • Notes – Record additional remarks if required.
• Click Save to add the record.

Viewing a Maintenance Record

• From the list view, locate the record.
• Open the Action Menu (⋮) and select View.
• The details page will display all the recorded information, including costs, technician, findings, and recommendations.

Exporting Records

• Click the Export button to download the maintenance record in a structured file for offline analysis, audits, or reporting.

Maintenance Schedules

Overview

The Maintenance Schedules sub-module in the Solar CRM helps you plan, track, and manage maintenance activities for solar sites. It ensures preventive, corrective, and routine inspections are carried out on time, reducing downtime and extending the lifespan of solar installations.

With this feature, you can:

• Define schedules for inspection, preventive, corrective, and emergency maintenance.
• Assign tasks to responsible team members.
• Track frequency, due dates, and costs.
• Ensure timely execution of maintenance tasks.
• Export schedules for reporting and compliance purposes.

Accessing Maintenance Schedules

• Log in to CrmLeaf.
• From the left navigation panel, go to Solar → Maintenance Schedules.
• The list view will display all existing maintenance schedules with details such as Schedule Name, Maintenance Type, Frequency, Next Due Date, Status, and Assigned To.

Navigation Path

Login → Solar → Maintenance Schedules → [Add / View / Edit / Export]

Key Features

• Add New Schedule: Create a new maintenance plan by specifying project, site, frequency, type, cost, and assignment.
• Edit Schedule: Update details such as frequency, cost, or assigned personnel.
• View Schedule: Review full schedule details in a read-only mode.
• Delete Schedule: Remove schedules that are no longer needed.
• Export Schedules: Download schedules for offline analysis or reporting.

Adding a Maintenance Schedule

• Click the + Add button.
• Fill in the required fields:
  • Project & Site – Select the relevant solar project and site.
  • Schedule Name – Provide a descriptive name (e.g., “Quarterly Inspection”).
  • Maintenance Type – Choose (Inspection, Preventive, Corrective, Emergency, Other).
  • Frequency – Daily, Weekly, Monthly, Quarterly, Yearly, or Custom.
  • Next Due Date – Specify when the next activity is scheduled.
  • Estimated Duration & Cost – Enter expected hours and cost for the activity.
  • Currency – Define the billing currency.
  • Assigned To – Assign the task to a technician or team member.
  • Priority – Select urgency (High, Medium, Low).
  • Description & Requirements – Add supporting notes, safety guidelines, or equipment needs.
• Click Save to create the schedule.
  

Editing a Maintenance Schedule

• From the list view, click the Action Menu (⋮) beside a schedule.
• Select Edit.
• Modify necessary fields such as Next Due Date, Cost, Assigned To, or Priority.
• Click Update to save changes.

Viewing Maintenance Schedule Details

• From the list view, click the Action Menu (⋮).
• Select View.
• The details page will show all entered information, including frequency, due dates, costs, and assignment.

Deleting a Schedule

• Open the Action Menu (⋮) beside the schedule.
• Select Delete.
• Confirm the action to permanently remove the schedule.

Payment Schedules

Overview

The Payment Schedules sub-module in CrmLeaf allows you to manage and track payments associated with solar installation projects. You can define milestones, down payments, maintenance payments, and final payments. This ensures financial clarity for both the EPC vendor and the client, while avoiding delays and missed dues.

Why Payment Schedules?

With Payment Schedules, businesses can:

• Plan and organize payments linked to project stages.
• Record due dates, amounts, and payment types (milestone, down payment, final, etc.).
• Track payment status (Pending, Paid, Overdue).
• Export payment data for financial reporting.
• Maintain transparency with clients on project billing.

Accessing Payment Schedules

• Log in to CrmLeaf.
• From the left navigation panel, expand the Solar module.
• Select Payment Schedules.

Module Structure

The Payment Schedule dashboard displays:

• Payment # – Unique identifier for each payment schedule.
• Project – Project linked to the payment.
• Site – Solar site details.
• Payment Type – Milestone, Down Payment, Final, or Maintenance.
• Amount – Payment value in selected currency.
• Due Date – Scheduled due date.
• Status – Paid, Pending, or Overdue.
• Actions – Options to View, Edit, or Delete.

Adding a New Payment Schedule

• Click the Add button at the top of the Payment Schedules screen.
• Fill in the required fields:
  • Project and Site
  • Payment Number
  • Amount
  • Currency
  • Payment Type (Milestone, Down Payment, Final, Maintenance)
  • Due Date
  • Notes (optional)
• Click Save.
  

Editing a Payment Schedule

• From the dashboard, click the three-dot menu under Actions for the record you want to edit.
• Select Edit.
• Update fields such as Amount, Due Date, Status, or Notes.
• Click Update to save changes.
  

Viewing a Payment Schedule

• From the dashboard, click the three-dot menu under Actions.
• Select View.
• Review all details, including Payment Number, Project, Site, Due Date, Status, and Notes.
• Use Edit from the View screen if modifications are required.

Deleting a Payment Schedule

• From the dashboard, click the three-dot menu under Actions.
• Select Delete.
• Confirm deletion to permanently remove the schedule.

Exporting Payment Schedules

• Use the Export button on the Payment Schedules dashboard to download records for reporting or financial reconciliation.

Estimates & BOM

The Estimates & BOM (Bill of Materials) module in Solar CRMLeaf enables EPC vendors and solar professionals to generate accurate project cost estimates, analyze financial viability, and manage proposals with detailed system specifications.

1. Accessing Estimates & BOM

• From the left navigation panel, go to:
  Solar → Estimates & BOM
• The Estimates dashboard displays a list of all created estimates, including:
  • Estimate Number
  • System Size
  • Panel Count
  • Total Cost / Net Cost
  • Annual Savings
  • ROI & Payback Period
  • Status (Approved, Sent, Rejected, etc.)
  • Estimate Date & Valid Until

2. Adding a New Estimate

• Click the + Add button on the top-left.
• The New Solar Estimate form will appear.
• Enter the following details:

General Information

• Lead – Select the customer lead from the dropdown.
• Solar Assessment – Link the estimate to a previously conducted solar site assessment.
• Estimate Number – Auto-generated or custom entry.
• Estimate Date – Date of preparation.
• Valid Until – Expiry date for the estimated validity.

System Specifications

• System Size (kW)
• Panel Type & Count
• Panel Wattage (W)
• Inverter Type & Capacity (kW)
• Battery System & Capacity (kWh)
• Mounting System
• Estimated Annual Production (kWh)
• Estimated Annual Savings ($)

Financial Analysis

• Total Equipment Cost ($)
• Total Labor Cost ($)
• Total Permits Cost ($)
• Total Incentives ($)
• Net System Cost ($)
• Financing Option (Loan, Cash, Lease)
• Monthly Payment ($)
• Payback Period (years)
• ROI (%)
• Carbon Offset (tons/year)
• Warranty (years)
• Maintenance Plan (e.g., Annual Inspection, Premium Support)

Notes – Additional remarks or custom info.

• Once completed, click Save to generate the estimate.

3. Viewing an Estimate

• From the Estimates list, click the Action menu (⋮) → View.
• The View Solar Estimate page displays all system specifications and financial analysis details.
  • Estimate Number, Lead, Dates
  • Status (Approved, Sent, Rejected, Draft)
  • System details (Panels, Inverter, Battery, Production)
  • Financial metrics (Costs, Savings, ROI, Payback, etc.)

4. Editing an Estimate

• From the Estimates list, select Action menu (⋮) → Edit.
• Update the fields as needed (e.g., System Size, Costs, ROI).
• Click Update to save changes.

5. Deleting an Estimate

• From the Estimates list, click Action menu (⋮) → Delete.
• Confirm deletion.

Note: Deleted estimates cannot be restored.

6. Status Definitions

• Approved – Estimate validated and accepted.
• Sent – Estimate shared with the client but pending response.
• Rejected – Estimate declined.
• Draft – Estimate saved but not finalized.

Site Assessments

Overview

The Site Assessments sub-module helps EPC vendors and solar professionals evaluate the technical and financial feasibility of solar installations. It builds upon survey data to calculate energy production, savings, ROI, and environmental impact. This ensures customers get accurate project insights before installation.

Why Site Assessments?

The Site Assessments feature allows businesses to:

• Record energy consumption patterns for better system sizing.
• Perform roof analysis (material, age, condition).
• Estimate system size (kW), annual production (kWh), and annual savings ($).
• Provide recommendations, including panel count, ROI, payback period, and carbon offset.
• Maintain a structured database of assessments for leads and sites.
• Improve decision-making with accurate feasibility studies.

Accessing Site Assessments

• Log in to CrmLeaf.
• Expand the Solar module from the left-hand side menu.
• Click on Site Assessments.

Navigation Path

Login ➜ Solar ➜ Site Assessments ➜ Add / Edit / View / Delete Assessment

 

Key Fields in Site Assessments Dashboard

• # – Auto-generated serial number for each assessment.
• Lead – Customer lead linked to the assessment.
• Site – Associated site for the assessment.
• Assessor – Person conducting the assessment.
• Assessment Date – Date of assessment.
• System Size (kW) – Recommended system capacity.
• Estimated Annual Production – Energy production estimate in kWh.
• Estimated Annual Savings ($) – Projected yearly savings.
• Status – Progress stage (Draft, Completed, Reviewed, Approved).
• Created By – User who created the assessment.
• Action – Options to Edit, View, and Delete.

Adding a New Site Assessment

• From the Site Assessments dashboard, click + Add.
• Fill in required fields:
  • Lead, Site, Site Survey, Assessor, Assessment Date
• Enter Energy Consumption details:
  • Monthly Consumption (kWh), Annual Consumption (kWh), Electricity Provider, Account Number.
• Perform Roof Analysis:
  • Roof Material, Roof Age, Roof Condition Rating, Peak Demand (kW).
• Enter Recommendations:
  • System Size (kW), Panel Count, Estimated Annual Production (kWh), Estimated Annual Savings ($)
  • Payback Period (years), ROI (%), Carbon Offset (tons).
• Add Notes (if any).
• Click Save.
  

Viewing a Site Assessment

• In the ⋮ Action menu, select View.
• A summary screen displays:
  • Lead, Assessor, Assessment Date, Status
  • Recommendations (System Size, Panel Count, Production, Savings)
  • Notes and remarks
• Click Close to exit.

Editing a Site Assessment

• From the ⋮ Action menu, select Edit.
• Update details (energy consumption, roof condition, recommendations).
• Click Save to confirm.

Deleting a Site Assessment

• From the ⋮ Action menu, click Delete.
• Confirm deletion.

Deleted assessments cannot be restored.

Site Surveys

Overview

The Site Surveys sub-module in SolarCrm helps EPC vendors and project managers schedule, manage, and track surveys conducted at customer sites before installation. It ensures all technical, structural, and geographical details are recorded for accurate project assessment and planning.

Why Site Surveys?

The Site Surveys feature enables you to:

• Capture survey details like site address, roof type, and shading conditions.
• Assign surveys to specific surveyors with dates and times.
• Track survey status (Pending, Completed, Reviewed).
• Maintain a centralized history of surveys for each lead or site.
• Improve project planning accuracy with real-time survey data.

Accessing Site Surveys

• Log in to CrmLeaf.
• Expand the Solar module from the left-hand side menu.
• Click on Site Surveys.

Navigation Path

Login ➜ Solar ➜ Site Surveys ➜ Add / Edit / View / Delete Survey

Key Fields in Site Surveys Dashboard

• # – Auto-generated serial number for quick tracking.
• Lead Name – The customer lead associated with the survey.
• Address – Location of the survey site.
• Surveyor Name – The person assigned to conduct the survey.
• Survey Date – Scheduled date of the survey.
• Roof Type – Type of roof identified (Flat, Sloped, Asphalt Shingle, etc.).
• Status – Current survey status (Pending, Completed, Reviewed).
• Created By – User who created the survey entry.
• Action – Options to Edit, View, and Delete.

Adding a New Site Survey

• From the Site Survey dashboard, click + Add.
• Fill in the required details:
  • Lead – Select the customer lead from the dropdown.
  • Site – Choose the associated site for the survey.
  • Surveyor – Assign a surveyor.
  • Survey Date – Enter the planned date.
  • Survey Time – Enter the time of the survey.
  • Address – Add the site address.
  • Notes – Enter any additional instructions or remarks.
• Click Save to confirm.

Editing a Site Survey

• From the Site Survey dashboard, open the ⋮ Action menu next to the survey.
• Select Edit.
• Update survey details such as date, surveyor, or notes.
• Click Save.

Viewing a Site Survey

• In the ⋮ Action menu, click View.
• A detailed read-only page displays all survey information, including lead, site, roof type, and survey status.
• Click Close to return to the list.

Deleting a Site Survey

• In the ⋮ Action menu, select Delete.
• Confirm deletion.

Once deleted, the survey record cannot be recovered.