Air conditioning business software for HVAC teams

A year in an air-con business

Air conditioning is the most seasonal of the trades. The quiet months are when you should be booking services. Spring brings the pre-summer rush, the first heatwave brings breakdown calls all at once, and winter brings reverse cycle and ducted heating work. Software that suits HVAC has to cope with both a flood of enquiries and a long list of maintenance that must not slip.

Quoting split, multi-head and ducted installs

A back-to-back split system install is the job you quote most, so make it a kit in your price book: the unit, a standard pipe run, brackets, the drain, labour and commissioning, each at your cost and margin. What changes from job to job, like extra metres of pipe, a roof mount instead of a wall bracket, a condensate pump or removing the old unit, becomes optional extras.

The customer gets the quote as a link with your logo and a cover photo. They tick the extras they want, sign with a finger and accept. If they want the larger unit after all, they ask for the change on the same page and you send a revision. Ducted quotes take longer, so a site visit goes on the Calendar first and the photos and measurements go on the job card for the person pricing it. A deposit on acceptance means the unit you order is already paid towards.

Service agreements and maintenance runs

Maintenance contracts are what get an air-con business through the quiet months, but only if every service actually happens. In Karya Falak a visit can repeat every set number of weeks or months: quarterly filter cleans for a café, six-monthly services for an office, a yearly check for a house. Each repeating visit is made 12 weeks ahead, so you can see next quarter’s load and hire or roster for it before the rush.

Bill each service when it’s done or once a month, and use batch invoicing to put a commercial client’s jobs across all their sites on one invoice. For homeowners on a plan, a card saved on your own Stripe account can be charged when each service invoice is issued, and a failed charge is tried again three times over 72 hours. Job costing shows the profit per repeating visit, so a contract priced too thin shows up before renewal.

Heatwave breakdowns without losing anyone

On a 40-degree day the enquiries come in faster than anyone can answer the phone. Each web form and email becomes a card on the Incoming board of the shared inbox, where WhatsApp and SMS messages arrive alongside them. An automation can label anything mentioning "not cooling" and assign it to the technician on breakdowns, and saved replies with the customer’s name filled in let you acknowledge everyone quickly.

A booking page in request mode lets customers pick a free time while the office confirms the ones that are real breakdowns. You can limit it to the postcodes you service and close it on public holidays. Customers can move or cancel their own booking, which frees the slot for someone else. When the technician taps On my way, the customer gets a message from your business with an arrival time.

Licences, refrigerant and the records you keep

Under the federal rules, anyone who installs, services or decommissions refrigeration and air-conditioning equipment needs a refrigerant handling licence from the Australian Refrigeration Council. The restricted split-system licence doesn’t cover systems over 18 kW or multi-head splits, according to the ARC’s fact sheets (checked 30 October 2026). That matters when you assign a ducted or multi-head job to someone who holds only the split-system licence.

Custom fields can be required before a job is marked done, so you can make the technician record the refrigerant type and the amount recovered or added on each job. A service job form can hold the filter, coil, drain and temperature checks, plus a photo of the data plate. Karya Falak doesn’t report to the ARC or track refrigerant cylinders. It keeps the job-level record alongside the photos and the invoice.

In roof spaces and plant rooms

The Field app keeps working with no signal, which matters in a roof cavity or a basement plant room. Technicians see today’s visits in order with access notes and gate codes, answer the service form, take photos of the install and get a signature to finish. The time they arrive and leave can become labour lines on the invoice. Field members are A$9 a month each. The app runs on iPhone and Android. Technicians use the app, and people in the office can run Karya Falak in a phone browser.

Invoicing, GST and your accounts

Install invoices take the deposit off automatically when they are made from the accepted quote. Every invoice follows ATO tax invoice rules, with your ABN and PayID printed, and syncs to Xero or QuickBooks. The reports give you GST on sales for your BAS, money owed by age, and visits done or cancelled, each with a CSV export.