Client portal guide

Sign in at the same sign-in page as everyone else, with the email address your service company registered for you — your account automatically opens the client portal.

First-time access

Your service company creates your portal account. You receive a welcome email with a link to set your password. If you have not received this email, check your junk folder or ask your service contact to resend the invite.

Forgotten password

Click Forgot password on the sign-in page and enter your email address. You will receive a reset link within a few minutes.

More than one service company?

If more than one aircon or refrigeration company uses AirconTrack to service you, a single portal login can be linked to all of them — invoices, quotes, and other records are tagged with the relevant company's name so you can always tell them apart.

Your service company sends automatic emails at key points in the service process. You do not need to do anything — these arrive in your inbox:

• Technician en route — sent when the assigned technician leaves for your site.
• Job complete — sent once the technician has finished and submitted the job sheet.
• Quote for approval — sent when a quote is ready for your review. Contains a link to approve or decline directly from the email.
• Invoice overdue — a reminder when an invoice is past its due date and still has an outstanding balance.

The Invoices section shows all invoices raised against your account across every linked company.

Reading an invoice

Open any invoice to view the full breakdown: line items, VAT, total due, and payment due date.

Invoice statuses

• Sent — issued and awaiting payment.
• Partially paid — some payment received, balance outstanding.
• Paid — fully settled.
• Overdue — past the due date. Contact your service company to arrange payment.

To download a PDF copy of any invoice, open it and use the download link.

The Quotes section shows all quotes raised for your account. Open a quote to see the full line-item breakdown and total.

Approving a quote

You can approve or decline directly from the email link without signing in — no account needed. See Quote approval links.

After approving

The service company is notified immediately. They will arrange for the work to be scheduled. An invoice will appear in your portal once the job is complete and billed.

The Call-outs section shows all service requests raised for your account. You can see the fault description, priority, and current status.

Status meanings

• New — logged by your service company, not yet assigned.
• Assigned — a technician has been scheduled.
• En Route — the technician is on their way to your site.
• On Site — the technician is currently working.
• Completed — work is done; an invoice may follow.
• Invoiced — a related invoice has been raised.

If you have a query about a call-out, contact your service company directly and quote the reference number.

The Contracts section shows your active maintenance agreements. Each contract lists the sites covered, the visit frequency, and the contract period.

Renewal

When a contract is approaching its end date, your service company will typically send a renewal quote. You will see it in the Quotes section and can approve it from there.

The Equipment section lists all air conditioning units registered at your sites. Each entry shows the make, model, serial number, and installation date.

Service history

Open the Service history section to see every completed job: who attended, what was done, materials used, and the date. Photos taken by the technician are also visible here.

Missing equipment?

If a unit at your site is not listed, contact your service company. Equipment is registered by the office team, not through the portal.

If your service company uses AirconTrack's health, safety, and environment (HSE) module, submitted forms relevant to your sites appear in the HSE section — read-only, for your records.

PDF downloads are available for invoices and quotes from their respective detail pages.

If you need a copy of a document you cannot find, contact your service company — they can resend it by email directly from the office panel.