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, because you pay the wholesaler for the unit before the customer pays you.
- Line item quotes, with the 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, and 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 each expires on its own date.
- 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's the part most aircon businesses never get around to chasing. Turn on Check back for maintenance on a service 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, and every other automation Yamate sends goes from our servers whether the app is open or not. A due check back doesn't disappear either way, it waits on your Today screen until you open the app and tap it.
HVAC job scheduling software, built around the season
Book the job on the calendar, set the service to repeat, and the next visit books itself when you mark this one done. Repeats run weekly, fortnightly, monthly, quarterly, every 6 months or yearly, so the annual service on a split system is one setting on the first job.
Summer books itself. Autumn and the run up to winter are when a service list earns its keep, because you have the days free and the customer hasn't joined the queue yet. The calendar shows the jobs already booked, so you can see the real gaps before you promise anyone a date. An appointment reminder text goes 18 hours before the job once you switch it on, and the booking confirmation goes when you tap it. What books itself and what waits for you.
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. Yamate issues nothing and lodges nothing, apart from the NSW CCEW an electrician sends from the job.
Taken someone on? The Founder plan includes up to 3 people. For a bigger crew, the 8-person plan includes 8 people, and bigger crews move up a size, from $99/mo for 12 people to $399/mo for 200 people. Everyone gets 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.
HVAC software that runs the whole job, not just the invoice
Yamate is HVAC software for the loop you repeat every day, quote on site, book it in, do it, invoice from the ute, chase the money, and get the service back in the calendar for next year. Licences tracked so they don't ambush you, GST and BAS figures kept as you go, and it works offline on site, for you or your crew.
Search hvac software and most of what comes up is built around a dispatcher in an office, with a dispatch board, asset registers against every unit and service contracts with SLAs. That's good software for that way of working.
What it isn't. A refrigerant register, a dispatch board, an asset register or heat load calculation software. If you're sizing plant off drawings or running service contracts against SLAs, those products are built for it, and we'd rather say so here than in month two.
Try Yamate free, built for aircon techs →Want the job before it is advertised? Homeowners post their problems in Who Do I Call? Australia, our free Facebook group. Answer one well and you are the tradie they ring. Join, help out, and put your business in front of the people asking.
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FAQ
What is the best job management software for an Australian aircon business?
One that handles the whole loop without an office, quote on site, book it in, invoice from the ute, chase the money, and keep your ARCtick dates where you'll see them. Yamate does that from $19/mo (founder price, until 30 Nov) on iPhone and Android.
Can it track my ARCtick licence and my RTA expiry?
Yes, both, with their own dates, for you and for anyone working with you. Yamate tells you before they lapse. It doesn't renew them for you and it doesn't issue or lodge anything with the ARC. Renewing is still your job.
Can I take a deposit on a split system install?
Yes. Add a deposit to the quote and request it before you order the unit. The balance on the final invoice is worked out after the deposit.
Does it do refrigerant logging?
No, not as a dedicated register. Keep notes and photos against the job, but for a formal refrigerant handling log, keep using whatever you use today.
Does it handle the electrical side?
It quotes and invoices the electrical as its own line. It doesn't licence you for it. Electrical work on air conditioning is separately licensed by your state regulator, same as refrigerant handling is licensed by the ARC.
Is there HVAC technician software for the techs on the tools?
Yes. Each tech you add gets their own login on their own phone, iPhone or Android, and sees the jobs and screens you choose to show them. They can work a job offline on site, with the photos and notes kept against it, and their ARCtick licence sits on file with its expiry date, same as yours.
General information only, and not legal advice. Refrigerant handling licences and trading authorisations are issued by the Australian Refrigeration Council, and the 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, so check both.