Product tour
Everything your aircon team needs in one stack.
AirconTrack pairs a full web office console with a mobile-first technician workflow and a read-only client portal — all scoped to your organisation.
Clients, sites & equipment
Keep every customer relationship grounded in physical locations and the units you maintain.
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Clients & contacts
Company records, billing addresses, payment terms, credit limits, and primary contacts for collections and approvals.
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Sites & access notes
Structured addresses, map-ready coordinates when captured, and field notes so dispatch sends the right crew first time.
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Equipment register
Make, model, serial, install and warranty dates, refrigerant type — linked to sites and surfaced on call-outs and the client portal.
Call-outs, dispatch & jobs
From first report to signed completion, the workflow stays in one system.
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SLA-aware call-outs
Priorities, statuses, fault descriptions, optional contract linkage, and SLA due times your dashboard can surface.
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Dispatch & assignment
Assign technicians, reschedule, and spot overlaps before they become complaints.
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Technician jobs
Scheduled visits with travel and labour minutes, resolution notes, materials used, photos with captions, and customer sign-off.
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Contract visits
Planned maintenance visits tied to agreements — create or link field jobs so completed work closes the loop automatically.
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Materials & stock
Parts catalogue with search, stock levels, reorder signals, and usage flowing from completed jobs.
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Quote → call-out
When a quote is approved, office staff can spawn a linked call-out with context carried forward — no retyping.
Field teams & mobile API
A dedicated mobile app keeps field teams connected — online or off — with the same business rules as the office, backed by a browser fallback for technicians without the app installed.
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Mobile app & API (Sanctum)
Touch-first job list and full job sheet workflow: materials logging, before & after evidence photos, HSE forms, and customer signature capture — backed by versioned JSON endpoints, offline-safe with idempotency keys and delta sync. Same business rules as the office.
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Technician web fallback
Full job workflow and HSE form fill-in from any browser — status transitions, materials search or barcode scan, photo capture, and signature — for technicians without the mobile app installed.
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GPS & offline safety
GPS co-ordinates captured on en-route and completion transitions. Captured-at timestamps preserved when syncing offline writes; stale notifications suppressed automatically.
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Refrigerant log & F-gas
Log refrigerant type, quantity added or recovered, and disposal method per job. Provides the per-unit F-gas compliance record required for each piece of equipment.
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Client notifications
Automatic emails to clients when the technician is en route and when the job is complete — customisable per template. Stale offline syncs never trigger late surprise emails.
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Tenant branding
Company logo, trading name, support contact, and full colour palette stored per tenant. Applied to the mobile app bootstrap payload and PDF documents.
Health, safety & environment (HSE)
Built-in HSE module with configurable form templates and a full digital audit trail.
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Configurable form templates
Build any HSE form in the office: risk assessments, toolbox talks, incident reports, and more — with a wide range of field types including yes/no, pass/fail, photo, signature, and calculated fields.
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Digital submissions
Technicians complete forms on-site (mobile API or browser fallback), add attendees with individual signatures, upload photos and attachments, and submit — all captured with GPS and timestamp.
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Countersignatures & actions
Forms requiring client or supervisor sign-off support a second countersignature. Non-conformances generate corrective action records with due dates and status tracking.
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Certificates & PPE
Track technician certifications and expiry dates. Log PPE issued to field staff — helmet, harness, gloves — with issue date and condition.
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Visit packs & PDFs
Bundle related submissions into a single visit-pack PDF for a client, downloadable from the office or by any technician in the tenant.
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Compliance dashboard
At-a-glance widgets for overdue corrective actions, expiring certificates, and flagged submissions right on the office dashboard.
Quotes, contracts & revenue
Turn approved work into predictable cash flow with guardrails your finance team expects.
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Quotes & line items
Labour, materials, and narrative lines with approvals, PDF output, and signed guest approval links when you email clients.
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Maintenance contracts
Agreements across sites, visit scheduling, billing add-ons, and commands that keep upcoming visits materialised.
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Invoices & payments
Draft to sent workflows, PDF generation, payment recording, partial payments, overdue automation, and credit-limit checks before money goes out the door.
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Invoice from completed jobs
Raise draft billing straight from finished technician visits tied to a call-out — fewer handoffs, fewer errors.
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Bulk invoice actions
Office teams can mark batches as sent, zip PDFs, or queue client emails with rate-friendly staggering.
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Management reports
Revenue vs collections, call-out mix, average completion times, and expiring contracts with renewal quote shortcuts.
Client portal & transparency
Give customers self-service visibility without exposing your internal admin workspace.
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Authenticated portal
Dashboard, invoices, quotes, call-outs, contracts, equipment registers, HSE submissions, and service history with secured photo delivery.
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Signed quote approvals
Magic-link flows let approvers accept or decline without a password while preserving auditability.
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Proactive client emails
Clients receive an automated email when the technician is en route and again on job completion — keeping them informed without a phone call.
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Multi-tenant clients
A client-portal login can be linked to several service providers at once, with results tagged by company — no separate account needed per supplier.
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Email templates
Customise subject lines and body content for every outbound email type — en-route, job-complete, quote approval, invoice overdue — per company.
Platform foundations
- Separated company data — each subscriber organisation has its own settings, references, and access control.
- Configurable tax & rates — VAT and labour defaults live in settings instead of hardcoded constants.
- Full audit trail — every create, update, and delete across core records is logged with the responsible user and timestamp.
- Queued heavy lifting — PDFs and outbound mail run through queues so the UI stays responsive.
- Tenant branding — logo, colours, and trading name stored per company; applied to PDFs and the mobile app.
- Management reports — revenue vs collections, call-out mix, technician timesheets, and expiring contracts.