Release Notes 11.24.25
We’re excited to share new features, enhancements, and fixes that make Ecotrak even faster, smarter, and more connected!
Highlights
Ecotrak Pay — Enterprise Invoice Payments
Customers can now enable Ecotrak Pay to securely pay Service Providers directly in the platform once invoices reach Approved status. Admins can store payment methods, view payment availability on invoices, and complete payments using Everyware — reducing off-platform AP work and streamlining payment workflows.
Asset Hierarchy — Sub-Asset Groups
We’ve introduced Sub-Asset Groups to help customers better organize complex asset structures. Users can now assign an Asset Group as a child of another, automatically inheriting key configuration values like NTE, warranty settings, and trade mappings. The List View has been updated with a new Referenced Asset Group column and improved sorting for parent/child groupings.
Custom Fields on Assets
Admins can now create up to 10 customizable Asset fields directly in General Settings. These fields appear on Asset records for all users with view or edit permissions, giving organizations more flexibility to track unique operational data without adding complexity.
Work Order Follow List
Users can now “Follow” any Work Order for quick access — regardless of assignment. A new Follow icon on the Work Order page and a global Following menu in the header allow users to create a personalized list that syncs across sessions and devices.
Multi-File Attachment Upload
Uploading documents just got easier. The updated attachment component supports multi-file upload, drag-and-drop, automatic document type defaults, and improved error handling for size limits and unsupported formats. This significantly speeds up workflows for Work Orders, Proposals, Invoices, and more.
SP Invoice Numbers — Auto-Use Work Order ID
Service Providers and Internal Techs can now choose to automatically populate the SP Invoice Number field with the Work Order ID when creating or editing invoices. The toggle is configurable per user and fully audited when manually overridden.
Permission-Based Navigation & UI
Ecotrak now hides modules, pages, buttons, and actions that a user does not have permission to access — ensuring cleaner navigation, preventing confusion, and blocking unauthorized direct URL access for both Customer and Service Provider accounts.
Mobile — Notification Bell (In-App Alerts)
Mobile users now have a more advanced Notification Bell that displays the same notifications they receive via email and text. All relevant alerts appear directly in-app for quick access and improved visibility.
Improvements
Coupa Integration — Accurate Commodity Mapping
We’ve improved Coupa PO creation by allowing companies to define commodity values by asset group and request category. This ensures accurate maintenance-related commodity data and prevents Coupa sync failures.
Mobile Notifications — JSON Data Alignment
Mobile notifications now receive the same detailed data included in web HTML templates, improving accuracy, context, and navigation when users tap into a notification.
Mobile Proposals — Consistent Font & Alignment
Proposal Details on mobile now feature standardized fonts, spacing, and right-aligned monetary values — creating a more polished, accessible viewing experience.
Mobile Invoices — Consistent Font & Alignment
Invoice Details on mobile have been redesigned for visual consistency across all sections (Labor, Material, Tax, Freight, Other, Totals), including improved alignment and clearer emphasis on totals.
Mobile Invoices & Proposals — Standardized Section Headers
All section headers across mobile Invoices and Proposals now follow unified typography and spacing — creating a clean, professional, and consistent layout throughout the app.
Bug Fixes
Customer Survey Responses Not Displaying
Customer survey responses now appear immediately after submission in clean, read-only format — matching the Assessments experience.
Drive Time Not Ending Automatically
Drive Time now correctly ends when a technician checks in on-site, ensuring accurate time tracking and reporting.
Required Documents Status Not Updating
The Required Documents column in the Service Providers module now updates reliably from “Not Added” to “Added” as soon as documents are uploaded.
Duplicate Work Orders Prevention
Ecotrak now prevents duplicate Work Orders by detecting repeat submissions with identical details within a short window and notifying the user before creation.
Notification Control — Incorrect Search Results
Searches in the Notifications Control module now return only results that match the applied filters — improving audit visibility and search accuracy.
Inventory Search Term Carryover
Search terms used in Inventory List View no longer appear in the Storage Location field when opening Inventory Details, preventing accidental filtering confusion.
Advanced Filter — Export Accuracy
Exporting Work Orders now produces results that match the exact on-screen advanced filter criteria, including status, service provider, and category.
Completed Status Filter Not Returning Results
Resolved an issue where selecting Status = Completed returned no results when used with the Service Provider filter. Results now accurately reflect both selections.
Timesheet Edits Not Saving
Timesheet edits now save reliably across multiple updates, ensuring accurate recordkeeping after repeated edits.
Copy Work Order Error
Users can now successfully copy Work Orders when valid Asset–Trade–Problem mappings exist. An incorrect validation error previously blocked the process.
Mobile Time Tracking Permissions
Technicians with only Enable Time Tracking permission now see only their own timesheets — matching correct Web behavior.
Release Notes 11.07.25
We’re excited to share new features, enhancements, and fixes that make Ecotrak even faster, smarter, and more connected!
Highlights
In-App Notifications
Never miss an update! The new Notification Bell in Ecotrak keeps you informed of everything happening across your account — from Work Orders and Invoices to Proposals and RFPs. Notifications you already receive by email or text now also appear directly in the platform for easier access and faster response.
No setup required — available for all users.
Managed Dashboards
You can now create and customize your own company dashboards using our new Widget Catalogue. Add the data that matters most, rearrange widgets with drag-and-drop controls, and tailor layouts by role to give every team the insights they need — all from one place.
Advanced Search — Simplified and Consistent
We’ve redesigned the Advanced Search Filter for a cleaner and more intuitive experience. Dropdown menus, date pickers, and checkboxes replace free-text fields, making it faster and easier to find what you need. The update also expands filtering options and improves saved filter management across Work Orders, Proposals, Invoices, and RFPs.
Mobile — Dispatch & Tech Scheduling
Technician scheduling just got easier on mobile. The new Dispatch Module lets Admins and Internal Techs view and manage daily schedules, drag and drop Work Orders, and make quick adjustments on the go — all from the Ecotrak mobile app.
Proposals & Invoices — Itemized Materials
You can now list individual materials directly in Proposals and Invoices, with quantity, unit price, and description fields for each item. Line totals calculate automatically, giving you greater accuracy, transparency, and control when reviewing costs.
Proposal Insights — Now on Mobile
Proposal Insights are now available in the mobile app! Review recommendations, benchmarks, and data-driven guidance right from your phone for quicker, more confident approvals.
Projects — Enhanced Visibility and Control
The Projects module now includes better tools for managing rollouts and sub-projects. You can edit settings with confirmation prompts, add new project fields like Total Budget and Fiscal Year, and easily see all related details in a clear, updated layout.
Preventative Maintenance — Location-Level Management
We’ve added a new PMs tab on the Location Details page so you can view and manage all active Preventative Maintenance schedules directly from a location. Adjust frequency, service providers, or NTEs with just a few clicks.
Work Orders — Easier Asset Reassignment
You can now change a Work Order’s asset to any active asset at the same location — even if it’s in a different asset group. If needed, Ecotrak will guide you to update the problem type so your trade and vendor settings stay accurate.
Invoices & Proposals — Remember Your Filters
Ecotrak now remembers your most recent filters — including the “Assigned to Me” toggle — so you’ll see your preferred view every time you return. No more resetting filters each session.
Improvements
Dispatch — Default Visit Type
When adding a technician to a schedule, the Visit Type now defaults to Scheduled Visit for a faster and more accurate setup.
Dispatch — Visual Scheduling Indicators
Work Orders now display quick visual tags in Dispatch:
Scheduled (Blue) – Matches a technician’s planned schedule
Priority (Orange) – Falls outside the scheduled route
Attachments — Clear File Size Message
You’ll now see clear guidance when uploading files: “Individual File Size Limit: 50 MB.” This message appears everywhere you can upload attachments.
Mobile Dashboard — Accurate Counts
Dashboard counts now always match the exact number of records displayed, so you can trust the totals you see for Work Orders, Proposals, and Invoices.
Mobile Time Tracking — Reliable in Low Connectivity
Time Tracking updates now confirm with the server before changing statuses. If you’re in a low-signal area, you’ll see a message giving you the option to retry or cancel — keeping your records accurate.
Mobile — Proposal & Invoice View Updates
Proposals and Invoices now feature a consistent, easy-to-read layout with improved alignment, spacing, and formatting in both light and dark modes.
Mobile — New Sorting Options for Work Orders
Sort your Work Orders by Priority or Created Date (Newest/Oldest). Ecotrak will remember your preference the next time you open the app.
Mobile — Attachment Requirement for Stand-Alone Proposals
If your account requires attachments for Service Requests, that rule now also applies to Stand-Alone Proposals. The app will prompt you to add at least one attachment before submitting.
Mobile — Consistent Edit Button Across Modules
Every major detail screen — including Work Orders, Invoices, Proposals, RFPs, and Assets — now features a consistent Edit button. Save, cancel, or review changes easily, with clear validation messages and warnings for unsaved updates.
Bug Fixes
Work Orders — Bulk Comments
Fixed an issue where user and service provider lists weren’t loading when adding bulk comments. All recipients now appear correctly and receive notifications as expected.
Work Orders — Partial Comment Saving
Resolved an issue where only part of a comment was saving. Comments now appear in full immediately after posting.
Work Orders — NTE Edit Limits
Internal Technicians can no longer save NTE values that exceed their configured limits. The system now enforces these limits consistently for all users.
RFP Notifications — Correct Location Address
RFP email notifications now show the correct location address instead of the company address.
Proposals — Approval History
Approvers now appear instantly in the approval history section — no page refresh needed.
Proposals — Location Filter
All assigned locations now display when creating Stand-Alone Proposals, with improved scrolling and pagination.
Locations — District Loading
The full District list now loads automatically when editing Region-District relationships.
Mobile — Passwordless Login (Carrols)
We’ve improved the mobile login process so the correct authentication method (SSO, MFA, OTP, or standard login) loads automatically based on your account type.
Mobile — Notification Bell
Fixed a temporary “Search User Notifications” message that appeared when opening the Notification Bell. Notifications now load instantly without errors.
Mobile — “Open” Filter Results
Resolved an issue where completed Work Orders sometimes appeared under “Open.” The filter now correctly displays only active Work Orders.
Release Notes 10.13.25
We’re excited to share new features, enhancements, and fixes!
Highlights
Assessment Builder
Design & schedule assessments with repeat rules; capture photos/notes; responders complete on mobile with Start/Resume flows.Inventory Audits
Flag auditable items; run per storage location or all items; smart scheduling; admin-led reconciliation with a full audit trail. Mobile-ready for fast counts.Proposal Data Insights
Regional/national benchmarks, visual market ranges, and approve/reject/request-details recommendations for smarter, faster decisions.PO Suppliers — Vendor ID
Add/manage Vendor IDs on supplier profiles. Works for shared suppliers (per-customer IDs) and customer-specific suppliers. Web editing supported.
Improvements
Projects — Multi-Project Rollouts
Totals now include Total WO NTE and Total Invoiced across linked sub-projects.Customer Dashboard Filters
Fix applied filters in widgets so data matches the selected Work Order category.Invoices — Bulk Edit UX & Auditability
Progress animation during bulk updates + activity logs record category changes.Proposals — Default View (Mobile)
Proposals list now defaults to All (not just “Assigned to Me”); easy to switch back and your choice persists during the session.“My Tools” Quick Navigation (Mobile)
New dashboard button opens a clean, scrollable grid of app modules (Work Orders, Assets, Invoices, Proposals, RFPs, Locations, Inventory, POs, Projects, Assessments, Inventory Assessments, Settings, Assets Pending Sync) for one-tap access.
Bug Fixes
PM — Date of Next Work Order
Correct calculation when “Service by Day” is used so schedules stay accurate.User Location Visibility
Users assigned to a region/district with no locations no longer see locations in UI.
Release Notes 09.15.25
We are excited to share new features, enhancements, and fixes!
Highlights
Projects – Multi-Project Rollouts: Create master projects with sub-projects, inline project creation, and auto-updates for smoother rollout management.
Comments – Public vs. Private: Choose whether comments are visible to all or only your internal team across Work Orders, Invoices, Proposals, RFPs, and Assets.
Invoices – Itemized Materials: Add detailed material lines with name, description, quantity, unit price, and automatic totals.
Labor Rates – Automation: Rates now apply automatically for internal vs. dealer sites, with clear visibility and override warnings.
Dispatch – Modern Views & Scheduling: New Day/Week views and the ability for technicians to schedule store visits with visit types.
Mobile Projects – Link Work Orders to existing projects for better visibility on mobile.
Technician Store Visit Scheduling – Techs can now log visits with type, hours, and location for better visibility.
GL Code Category Updates – GL codes now auto-update with Category changes and log to activity for full traceability.
Service Request Updates – Cleaner warranty display (active only) and improved Previous Work Orders filters.
Onboarding Simplified – Removed Eztrak subscription fees and payment requirement for new customer setup.
Mobile Improvements
Work Order ETA – ETA now displayed on Work Order summary cards.
Loading Spinners – Added to Projects and large video uploads for clearer progress indicators.
Timesheet Admin – Admins can now edit team member time directly from mobile.
QR Scan Permissions – Clear popup shown if camera access is denied.
Awaiting Invoice Filter – Quickly view completed Work Orders without invoices.
Bug Fixes
Invoice Attachments – Required attachments now enforced when enabled.
Labor Subtotals – Fixed calculation errors with itemized labor costs.
Proposal Approvals – Approvers now display consistently without needing to refresh.
Lease Details – Expanded Responsibilities field limit from 2,000 to 6,000 characters.
Assets – Resolved invalid time value error when editing Estimated Useful Life.
General Settings – Features can now be activated/deactivated without errors.
Invoice Filters – Status filters now save and apply correctly.
Service Provider Documents – Uploaded documents now display correctly for both Providers and Customers.
Release Notes 8.27.25
We are excited to share new bug fixes and updates
One Time Code: new code requests for smoother logins - codes are now valid for 10 minutes.
Proposals: Approval date now being captured correctly in the field.
Mobile Ecotrak Techs Dashboard: Customer filter now applies properly with accurate counts
General Settings: UI alignment fixed for a cleaner experience
Allocate Inventory: Removed “0” placeholder for improved clarity
Internal Technicians: Can now edit & save Work Orders with $0.00 NTE
PM Work Orders: Fixed incorrect display in Asset Service History
Release Notes 8.25.25
We are excited to share new features and updates
New "Open" Toggle in Work Order Module (New Feature)
Quick toggle to filter only open Work Orders for Customers and Service Providers.
Work Order Status Updates via Time Tracking (New Feature)
Work Order status automatically updates to En Route or Arrived based on your technicians drive.
Edit GL Code on Work Orders & Invoices (New feature)
Users who are Site admins or who have the "Edit GL code" permission can now edit GL codes from Work Orders an Invoices. Learn how to edit GL codes in this article
This can be turned on in General Settings from the Configuration module.
Projects Module (Updated Feature)
Work Order tab now shows all Work Orders tied to a project. Learn more about Projects in this article
NTE totals and Total Invoiced amount now viewable.
For access to the Projects module, reach out to your CSM or [email protected]
Required Attachments (Updated Feature) Mobile
Required Attachments now enforceable via the Mobile app.
This can be turned on in General Settings from the Configuration module.
Release Notes 7.30.2025
We are happy to share some new fixes and updates!
Smarter Service Requests
New "Previous Work Orders" tab enables better asset-level visibility and reduces duplicate submissions. This can be turned on in General Settings from the Configuration module.
Warranty Awareness
Manufacturer warranty status now visible during service creation—preventing unnecessary spend. This can be turned on in General Settings from the Configuration module.
Multi-Tech Assignments
You can now assign multiple technicians to a work order by simply editing your work order using the pencil icon and adding technicians from the drop down menu as seen below. Full article coming soon!
GL Code Visibility
You can now view GL codes on invoices making it easier to validate accounting routing.
Auto-Fill Labor & Travel
Invoices now pre-populated using Time Tracking data—reducing the time spent updating invoices for your Providers.
Internal Cost Tracking
Customers can now log internal asset costs without exposing pricing to Providers.This can be turned on in General Settings from the Configuration module.
FEIN Requirement
Service Providers will now be required to enter a FEIN number at the time of setup.This helps Enforce tax compliance for all U.S.-based vendors
Midnight Shift Handling
Overnight shifts now split accurately across days for better reporting.
Paid status for Invoices
You now have the ability to update Invoice statuses as Paid in the Invoice Module
Release Notes 7.22.2025 (Hot Fixed)
We are happy to share some new fixes and updates!
Taxable Checkboxes: Invoice Form Submissions
For any invoice submitted or edited, when a user adds tax into the tax field, they must select which invoice cost line item the tax applies to. This will be captured and available to customers in reporting (coming soon!), exports or API calls.
Inventory Allocation Updates
$0 Part Allocation: when allocating parts, users are able to allocate parts for $0 cost as desired to a work order.
Allocated Inventory parts will display on the Add Invoice form for customer users.
Not Fixed Button
Added back to Work Order for users to update status from Complete to Not Fixed.
Attachment Limit
Updated limit anywhere users can add attachments to a combined 50mb total limit before a user has to save to add additional attachments. There is not separate limit to quantity of attachments being loaded, as long as the total size is less than 50mb.
Search & Filter Improvements
Proposal search in Global Search bar is now working as expected.
Work Order Module Advanced Filter icon will allow you to add multiple search options in the WO module allowing you to narrow your results.
Filters in Core Modules will save when you navigate away or refresh your page. If you log out, the filters will not save for your next visit.
Release Notes 7.10.2025
We are happy to share some new releases and updates!
Organize related Work Orders under a single project for better tracking, budgeting, and reporting across multi-site initiatives.
No need to cancel and start over—customers can now request quotes from alternate vendors straight from an active Work Order.
Smarter Inventory Search
Easily find parts using any detail—like supplier, manufacturer, or part description—right from the WO or inventory list.
Mobile Time Tracking Enhancements
Field teams can now log and edit time entries on the go, improving visibility and accuracy.
Mobile Purchase Orders
View and create POs in the field via the Ecotrak and Tech Track apps—no need to wait until you're back at your desk.
EMA Chatbot on Web
EMA is now available on the web to help your team get answers, check WOs, and perform tasks faster—right from the home screen.
Release Notes 04.11.2025
Introduced an updated version of the Invoice PDF that is generated via the print option or when automatically generating a PDF is enabled
Introduced "Division" as a new level in the org filter UI between Company and Region.
One Time Passcode login now available for mobile.
Release Notes 03.24.2025
Introduced internal review functionality for customer users to validate service requests before dispatching to service providers.
Introduced a new tile on the Dashboard for "Work Orders Past ETA"
Release Notes 02.26.2025
We're excited to share some new features and Improvements
Add Refrigerant to Existing Assets:
Allow adding refrigerant tracking to existing assets when enabled via backend settings. Learn more here
Work Order Defer Status:
Introduce a "Deferred" status in work orders with a setting to enable/disable deferral. Learn more here
Create New PO from Partially Reconciled PO:
Generate a new Purchase Order for undelivered items from a partially reconciled PO, improving order management and tracking.
Improvements
Lease Info Updates - Remove Address Requirement:
Simplify lease management by no longer requiring an address when updating responsibilities on a LocationDisplay Trade on Mobile Service Requests:
Show “Trade” data on the service request confirmation screen for better service provider communication.
Release Notes 02.14.2025
We're excited to share some new features!
A "Spend vs. Budget" visual with bar graphs to help you make informed decisions when creating a service request, approving invoices and proposals.
Reach out to your Site Admin to get your budgets added! Learn more here
Display of "Trade" type on service request confirmation screens for clearer context. Learn more here
Mandatory comments when setting work orders to "Not Fixed" for better feedback. Learn more here
Service provider indicators to show key attributes like warranty status and access restriction when creating service requests. Learn more here
Inventory parts sorted by asset group with enhanced search for easier allocation. Learn more here
Release Notes 01.22.2025
‘@tag’ Feature for Direct Comments
The new @tag feature allows you to tag team members directly in comments
Work Order Notifications
Users will now receive an email and a push notification when assigned to a work order. Assignments triggering the notification can be made through the Edit Mode of a work order or the Dispatch Module, ensuring seamless communication across different workflows.
Inventory Enhancements
Asset Group Filter - Inventory Items: Users can now filter inventory items by Asset Group in the simple search and filter dropdown.
Add Markup to Inventory Parts: Added a feature to automatically calculate the markup for inventory items based on their cost.
Unit Type for Purchase Orders: Users can now specify units of measurement for new items on Purchase Orders. Existing inventory items will have a pre-populated, non-editable Unit Type, while new items can select a unit from dropdown options grouped by Units, Length, Weight, and Capacity.
Other Key Enhancements
Removed Incurred Costs from RFP Proposals: Streamlined the RFP process by removing the Incurred Costs section.
Performance and Stability: Various bug fixes and performance improvements across the platform.