How to Track and Manage Solar PV System Components

Operation, Service, and Maintenance of PV Installations

Installation is just the start. Running a solar PV system over 20+ years requires ongoing care—performance monitoring, periodic panel cleaning, timely component replacement, and rapid incident response. Many businesses evolve from installer to long-term operator and service provider. Operations and maintenance (O&M) are just as critical as the initial installation. 

What you handle during operations:

• Panel inspections (damage, soiling, PID)
• Structural and mounting checks
• Performance testing (I-V curves, string testing)
• Thermographic inspections (hot spots)
• Inverter and transformer inspections (visual + electrical parameters)
• Testing protective devices (breakers, fuses)
• Panel cleaning (if part of routine maintenance)
• Recording and reporting deviations with recommended corrective actions
• On-call service visits—repairs, resets, troubleshooting

Information you need to manage this:

• Asset inventory of installed equipment—module types, batteries, inverters, locations, and serial numbers.
• Service history tracking—when the last inspection occurred and what was replaced.
• Incident response workflow—especially for production loss or safety risks.
• Preventive maintenance planning—panel cleaning, performance checks, vegetation management, inverter firmware updates.
• Customer communication—inspection reminders, production reports, upsell and expansion opportunities.

Why this is hard without a tool:

Without configuration and asset records, it’s almost impossible to quickly identify what was installed. If a customer calls after three years with a repair request, the team often can’t pinpoint the issue—there’s no service history, photo documentation, or component details to guide them.

How to Track and Manage Solar PV System Components

For growing solar installation companies, keeping an accurate record of all installed components is essential for smooth operations, quality service, and efficient maintenance. This guide will help small solar Installation companies set up a simple but effective system to track your solar PV components — including solar panels, inverters, batteries, and mounting systems — so you always know what is installed where: Stop wasting time searching through files and emails and start providing excellent after-installation support.

Why Tracking Solar PV Components Matters

• Ensures fast and reliable maintenance by knowing exactly which parts were installed and when
• You need quick and reliable information about installation site, installed parts and installation time.
• It makes it easier to apply warranty and service claims with clear records of product models, installation details, and serial numbers.
• Simplifies warranty and service claims with clear records of product models and serial numbers
• Supports compliance with regulations and safety standards through detailed documentation
• Helps manage inventory and plan future installations more efficiently
• Improves customer satisfaction with transparent and professional record-keeping

What to Track for Each PV Installation

Keep all information needed for each PV installation, including all installation details and link to installed components.  

• configuration / installation details
• installed serial numbers (if available)
• description of the location on the site (roof section, ground mount row, etc)
• Location and installation details (orientation, tilt angle)

1. Solar Panels

• Brand, model, and power rating (e.g., Canadian Solar, 450 Wp)
• Quantity installed (if needed)

2. Inverters

• Brand and model
• Inverter type (string inverter, microinverter, hybrid)

3. Batteries (if applicable)

• Brand and model
• Capacity and type (e.g., lithium-ion, lead-acid)

4. Mounting Systems

• Type of mounting system (roof mount, ground mount, pole mount)
• Brand and model of mounting hardware

How to Keep Track: Recommended Practices

Use a Centralized System

• Maintain a digital record (spreadsheet, database, or dedicated software) to log all component details for every project.
• Assign each project a unique ID or reference number to organize records easily.

Include Documentation and Photos

• Attach installation photos showing component placement and serial numbers when possible.
• Store technical datasheets and warranty documents linked to each component entry.

Schedule Regular Updates

• Update records after installation, during maintenance visits, or when components are replaced.
• Keep track of inspections, test results, and any repairs performed.

Implement a Checklist for Installation Teams

• Use a standardized checklist during installation to collect component details on-site.
• Confirm that all component details match purchase orders and invoices.

Tools You Can Use to Track Solar Panels

1. Spreadsheets (Google Sheets / Excel)

• Best for small teams just getting started.
• Create a shared sheet with key panel fields and project IDs.

2. Inventory or Asset Management Software for Solar Installers

Use tools like:

• Aptien (project- and item-based tracking for SMBs)
• FieldAx (field service + equipment tracking)
• UpKeep (maintenance-focused asset tracking)

3. CRM + Project Management Tools

Some platforms like OpenSolar, Solargraf, or JobNimbus integrate client records with installed hardware.

Pro Tip: Capture Panel Serial Numbers

• Always photograph panel serial numbers at the time of installation.
• Attach them to your digital records for easy future lookup — especially helpful for warranty claims or troubleshooting.

Tip: Record your panel serial numbers

• Always photograph each panel’s serial number at the time of installation.
• Attach the photos and serials to your digital records for easy future lookup—especially helpful for warranty claims and troubleshooting.

Benefits of a Good Tracking System

• Quicker response times during service calls
• Easier warranty claims with complete component history
• Better inventory control for ordering replacements
• Improved customer trust through transparency and professionalism

Conclusion

By implementing a clear and simple system to track solar PV components, your company can improve service quality, reduce errors, and build stronger relationships with clients. Whether you use spreadsheets or specialized software, the key is to capture accurate, detailed, and up-to-date information for every installation.

If you’re looking for a tool to help you manage your solar projects and component records efficiently, consider software solutions designed for small solar installation businesses — they can save time and reduce manual errors.