Office & admin guide

Sign in at /admin. If you do not have an account, ask the account owner to invite you from Team.

After signing in you land on the Dashboard. It shows SLA attention needed, open call-outs, jobs scheduled today, outstanding receivables, and HSE compliance widgets (overdue corrective actions, expiring certificates, flagged submissions).

Roles

• Owner — full access including billing and team management.
• Manager — full operational access; cannot change billing or company settings.
• Finance — access to quotes, invoices, payments, and reports. Cannot create or edit jobs.
• Technician — job workflow only (mobile app or browser); cannot access the office panel.

An Owner, Manager, or Finance user can additionally be flagged to act as a technician, giving them access to the same job workflow technicians use.

Go to Clients in the sidebar. Each client can have multiple sites (physical locations).

Creating a client

1. Click New client.
2. Enter the company name (or first/last name for an individual), VAT number (optional), and billing address.
3. Set Payment terms and, if needed, a Credit limit — this feeds invoice-sending checks later.
4. Save.

Adding a site

Open the client, go to Sites, and add a site. Each site has its own address, GPS co-ordinates when captured, and optional access notes (gate codes, parking instructions, etc.) visible to technicians on their job sheet.

Equipment

Each site can have one or more air conditioning units registered under Equipment. Record the make, model, serial number, installation date, and refrigerant type. Equipment links automatically to call-outs and service history.

A call-out is the top-level record for every service request. It tracks the fault, priority, and SLA. A job is one technician's scheduled visit against a call-out — a call-out can have more than one job over its life.

Creating a call-out

1. Go to Call-outs → New call-out.
2. Select the client and site.
3. Set the priority (Emergency, High, Normal, or Low).
4. Describe the fault and save.

Assigning a technician

Open the call-out and assign a technician with a scheduled date and time from the Technician jobs panel. The job appears on that technician's job list immediately, and its status updates automatically in the office as the technician progresses through the job sheet. Once a job is completed, a draft invoice can be raised directly from that panel.

Dispatch board

The Dispatch board is your real-time view of scheduled jobs. Switch between Day, Week, and Month views. On the Day view, drag a job card onto a different technician or hour to reschedule and reassign it in one move — the office is instantly notified, and an Undo is available for the last move (cleared if you change the date, technician filter, or view). Overlapping jobs for the same technician are flagged in red; this is a warning, not a hard block, so you can still confirm an overlap if you need to.

Priority & SLA

When an SLA deadline is approaching or has passed, the call-out is flagged as needing attention on the dashboard and in the call-outs list.

Status flow

Call-outs move through: New → Assigned → En Route → On Site → Completed → Invoiced (or Cancelled at any point). The status updates automatically as the assigned technician progresses through their job sheet.

Quotes can be created independently or linked to a call-out. Each quote has a reference number, an expiry date, and a list of line items.

Creating a quote

1. Go to Quotes → New quote.
2. Select the client, site, and optionally a linked call-out.
3. Add line items: description, quantity, and unit price. Each line is categorised as Labour, Material, or Other.
4. Set the expiry date and save as draft.

Sending for approval

Send the quote for approval. The client receives an email with a signed link that lets them approve or decline the quote without logging in. See Quote approval links for the client's experience.

Converting to an invoice

Once a quote is approved, convert it to an invoice. All line items are copied across, and the original quote is marked as invoiced.

Quote statuses

• Draft — being prepared, not yet sent.
• Sent — emailed to the client, awaiting response.
• Approved — client accepted.
• Rejected — client declined.
• Invoiced — converted to an invoice.
• Expired — past the expiry date without a response.

Contracts represent ongoing service agreements with clients — typically recurring preventive maintenance visits.

Setting up a contract

1. Go to Contracts → New contract.
2. Select the client and add the sites covered under this contract.
3. Set the start and end dates, visit frequency, and billing cycle.
4. Enable Auto-renew if the contract should roll over automatically at expiry.

Scheduled visits

AirconTrack generates scheduled visit call-outs automatically based on the visit frequency. Visit completion is synced automatically when the linked technician job is completed on the job sheet.

Contract invoicing

If the contract's billing cycle is set to a recurring period, invoices are generated automatically on the billing date. You can also generate one manually for a specific period, review it, and send.

Invoices can be created manually, converted from a quote, or generated automatically by a contract.

Creating an invoice manually

1. Go to Invoices → New invoice.
2. Select the client. Optionally link a job or contract.
3. Add line items. VAT is applied automatically at the rate set in company settings.
4. Set the due date based on the client's payment terms.
5. Send the invoice to email the PDF to the client.

Raise invoice from a completed call-out

Open a call-out that has a completed job and raise an invoice directly. A draft invoice is created with the job materials and labour pre-filled, ready to review and send.

Recording a payment

Open the invoice and record a payment. Enter the amount, payment method, and reference. The invoice status updates automatically once fully settled.

Bulk actions

On the invoice list, select multiple invoices and choose a bulk action: mark as sent, download a ZIP of PDFs, or queue client emails. Invoices that would exceed the client's credit limit are skipped and flagged.

Overdue reminders

Invoices past their due date are automatically marked Overdue. An overdue reminder email is sent to the client.

Credit limit enforcement

If a client has a credit limit set, sending an invoice that would push their outstanding balance over the limit is blocked with a clear error. Set the credit limit to 0 for unlimited credit.

Invoice statuses

• Draft — not yet sent.
• Sent — emailed to the client.
• Partially paid — payment received but balance outstanding.
• Paid — fully settled.
• Overdue — past the due date with an outstanding balance.
• Cancelled — voided; no further action required.

Go to Materials in the sidebar to manage your parts catalogue. Each material has a SKU, name, unit, cost price, sell price, and stock quantity.

Stock levels

When a technician completes a job and logs materials, stock is automatically decremented. Set a Reorder level for each material — when stock falls to or below this level a reorder alert appears in the materials list.

Stock movements

Every stock change is recorded as a movement. Go to Stock movements to see the full history.

Refrigerant log

For F-gas compliance, each job can have one or more refrigerant log entries recorded on-site by the technician, capturing refrigerant type, quantity charged/recovered, and disposal method. Go to Refrigerant logs in the sidebar for the fleet-wide compliance record across every unit, filterable by refrigerant type and date range — or view a single unit's history from its equipment record.

The HSE module handles health, safety, and environmental compliance documentation. Go to HSE in the sidebar to manage form templates, submissions, certificates, and PPE issues.

Form templates

Define reusable HSE form templates (Toolbox Talk, Risk Assessment, Site Induction, incident reports, and more) with custom sections and fields. Templates can require signatures and/or countersignatures.

Submissions

Technicians complete HSE forms on-site (mobile app or browser). Each completed submission is logged with the field values, attendee list with signatures, photos, and the technician's signature. Office staff can review submissions, add reviewer notes, and update the status to Reviewed, Flagged, or Closed. Non-conformances generate corrective action records with due dates.

Download a PDF of any submission from the Submissions list.

Visit packs

A visit pack combines multiple HSE submissions into a single PDF — useful for handing a client one document at the end of a visit. Any technician in your team can also list and download visit packs.

Technician certificates & PPE

Track expiry-dated compliance certificates per technician (e.g. First Aid, Working at Heights, F-gas) — flagged as Expiring soon and then Expired automatically. Record personal protective equipment issued to technicians from PPE issues.

Compliance dashboard

The office dashboard surfaces overdue corrective actions, certificates expiring soon, and flagged submissions at a glance, linking through to the relevant list.

Company-level settings (Owner role required) cover:

• Company name & branding — logo, trading name, and colours applied to PDFs and the technician mobile app.
• VAT / tax rate — applied to all invoices (default 15%).
• Labour rates — used when technicians log time on job sheets.

Every account starts with a free trial. From the Billing portal (Owner role required) you can view past invoices and subscribe via PayFast once you're ready to continue past the trial — subscribing is optional until your trial ends.