HVAC job management software

What an aircon business needs from job software

• Two licence clocks tracked — your Refrigerant Handling Licence and the business Refrigerant Trading Authorisation renew on separate dates.
• A deposit on the quote — you pay the wholesaler for the unit before the customer pays you.
• Line-item quotes — unit, install labour, pipe run, electrical and make good, each priced separately.
• Service call-backs — the annual visit put back in the calendar instead of your head.
• Invoicing from the ute — GST on the invoice, BAS figures kept as you go.
• Logins for a crew — each person sees what you choose to show them.

Your trade has two licence clocks, not one

Most trades track one licence. Refrigeration and air conditioning runs on two, and they expire independently:

• Your Refrigerant Handling Licence — the individual ticket. Which one depends on the work: RAC01 for general air conditioning and refrigeration, RSS03 for installing and decommissioning single-head split systems and heat pumps under 18kW, RDR04 for domestic and stand-alone commercial refrigeration, AAC02 for automotive. Issued for two or three years.
• Your business's Refrigerant Trading Authorisation — a separate authorisation the business needs to buy, sell or store refrigerant. Also two or three years, on its own dates.

Yamate stores both against your business with their expiry dates and tells you before either lapses, yours and your crew's. The Australian Refrigeration Council is the body for this trade in every state, because refrigerant is a Commonwealth scheme rather than a state-by-state one.

Installs you have to fund before you get paid

Ask for a deposit on the quote, so the unit is not coming out of your own pocket while you wait on the customer. Yamate records it against the job, and the final invoice shows the balance after the deposit rather than the gross.

Quote the unit, the install labour, the pipe run, the electrical and the make good as separate lines. A customer comparing 3 quotes can see what they're paying for, and a long pipe run or a double brick wall becomes a priced line rather than an argument on the day.

Servicing is where the repeat money is

Installs pay once. Servicing pays every year, and it is the part most one-van operators never get around to chasing. Mark a service job as a maintenance-type job and Yamate works out when it falls due again, then puts it on your Today screen as a one-tap text to the customer.

Straight about how that one works: maintenance check-backs are the one automation that needs your app open — every other automation Yamate sends goes from our servers whether the app is open or not. A due check-back does not disappear either way; it waits on your Today screen until you open the app and tap it.

The season runs you, so plan the quiet bit

Summer books itself. Autumn and the run up to winter are when a service list earns its keep — you have the days free and the customer hasn't joined the queue yet. Yamate's scheduling shows the jobs already booked, so you can see the real gaps before you promise anyone a date.

Typical line items it handles

Split system supply and install, multi-head and ducted installs, back-to-back and long pipe runs, regas and leak testing, filter and coil cleans, annual service and maintenance visits, thermostat and controller faults, condenser replacements, heat pump hot water, decommissioning and removals, and your callout fee. Save the jobs you do every week and they drop straight into the next quote.

Tickets, safety and a crew

Yamate keeps your tickets on file and tells you before they lapse — yours and your crew's. It'll draft a Safe Work Method Statement for a job from what the job actually is; you read it and sign it, and Yamate doesn't issue certificates or lodge anything with a regulator.

Taken someone on? The Founder plan includes up to 3 people. For larger crews, the Company plan includes 10 people, then $15/month for each additional person, and gives everyone their own login so you choose what each of them sees. And if you get stuck anywhere, Ask ya mate — type a question and it walks you through the screens, suggesting the tap rather than doing it for you.

Is this HVAC software, or just invoicing?

Both. Search hvac software and you will mostly find products built for a business with several vans, a dispatcher and an office — fleet scheduling, asset registers against every unit, service contracts with SLAs. Good software, aimed a long way up the road from where most aircon businesses in this country actually sit.

Yamate runs the loop a one-van operator repeats: quote on site, book it in, do it, invoice from the ute, chase the money, and get the service call back in the calendar for next year. Licences tracked so they do not ambush you, GST and BAS figures kept as you go.

What it is not: a refrigerant register, a dispatch board for a fleet, or heat-load calculation software. If you are sizing plant off drawings or running six techs against SLAs, you want something else and we would rather say so here than in month two.

General information only, and not legal advice. Refrigerant handling licences and trading authorisations are issued by the Australian Refrigeration Council; licence types and validity periods above were read from arctick.org on 19 August 2026. Electrical work on air conditioning is separately licensed by your state regulator — check both.

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