HVAC job management software for installs, service and maintenance
TradieTally is HVAC job management software for air conditioning businesses that juggle new installs, service and cleans, breakdowns and maintenance agreements with a small crew.
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TradieTally is HVAC job management software that turns accepted air conditioning quotes into scheduled jobs, runs recurring service and maintenance visits, gives technicians a phone app for timesheets, job timers and checklists, and tracks budget versus actual and invoicing with Xero sync.
HVAC job management software for installs, service and maintenance: step by step
- 1
Convert the accepted quote
The quote becomes a job with the unit, install kit and labour carried across as the budget.
- 2
Book the crew on the timeline
Use the timeline view to see each tech's week, account for time off and assign a two-person crew to the install.
- 3
Set up recurring maintenance
For service and maintenance customers, create a recurring schedule so the next visit lands on the calendar.
- 4
Work the job from the field app
Techs run the job timer, complete commissioning or service checklists, and photograph nameplates and finished installs.
- 5
Track units and stock
Raise purchase orders for units and book install kits on and off the van against the job.
- 6
Invoice and sync
Invoice from the completed job with a Stripe Pay Now link and sync invoices and payments to Xero.
HVAC job management software that schedules two-person crews
HVAC job management software has to schedule people, not just jobs. TradieTally's calendar has day, week, month and timeline views, shows employee time off, and filters by job type or employee, so you can see at a glance whether both techs are free for Thursday's ducted install.
See the full calendar and timesheet tools on the scheduling and timesheets page.
Service and maintenance agreements that don't fall through the cracks
Service work keeps the business steady outside summer. Set up recurring schedules for each maintenance customer, whether that's a yearly service and clean at home or quarterly filter cleans at a commercial site.
Multi-site customer locations keep each building separate under one customer, and the job history shows what was done on every visit.
Checklists, photos and records for every unit
Build checklists for commissioning and servicing, such as vacuum and pressure test, refrigerant charge recorded, drain test, filter and coil clean, and photos of the nameplate. Techs complete them on their phone and attach photos as they go, so the records sit with the job.
Toolbox talks are built into the field app, useful before roof work or a long day in a hot ceiling space.
Stock, budget vs actual and getting paid
Units, install kits and van stock are tracked against each job, and timesheets show the real hours, so you can compare budget against actual on every install. Invoice from the job, add a Stripe Pay Now link, and let Xero integration sync contacts, invoices and payments.
Still running the calendar off a whiteboard? See the current offer for A/C businesses, open until 30 November 2026.
Job management software for air conditioning: FAQs
Can I set up quarterly maintenance visits for a commercial air conditioning customer?
Yes. Create the maintenance job and set it up as a recurring schedule at the interval you need. Link it to the customer's site location so each visit is recorded against the right building.
Can my techs record a vacuum and pressure test on a checklist?
Yes. You build your own checklists, so a commissioning checklist can include vacuum and pressure test results, refrigerant charge and drain tests. Techs complete it on their phone and can add photos.
Can TradieTally track A/C units and install kits on each van?
Yes. Inventory supports stock locations, so each van can be tracked separately, and field staff can book stock on and off the van against a job. Low-stock alerts tell you when to reorder.
Can I see where my install crews are booked across the week?
Yes. The timeline view shows each employee's jobs across the week, alongside any time off. You can filter by job type or employee to find a gap.
How do I invoice a property manager with several air conditioning sites?
Set the property manager up as one customer with multiple site locations, link each job to its site, and invoice each job when it's done. Invoices and payments sync to Xero, and you can see the details on invoicing and payments.
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Stop quoting at the kitchen table.
Price every job from your real costs, see the profit before you hit send, and run the whole job from one app. Built by a sparky for electricians, security techs and A/C contractors.