Office & admin guide

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

After signing in you land on the Dashboard. It shows open call-outs, jobs due today, outstanding invoices, and recent activity.

Roles

• Owner — full access including billing and user 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 — mobile job sheet only; cannot access the office panel.

Go to Clients in the sidebar. Each client can have multiple sites (physical locations) and multiple contacts (the people you deal with).

Creating a client

1. Click New client.
2. Enter the company name, VAT number (optional), and billing address.
3. Set Payment terms (e.g. Net 30) — this prefills new invoices.
4. Save. You can add sites and contacts immediately from the client detail page.

Adding a site

Open the client, scroll to the Sites tab, and click Add site. Each site has its own address, GPS co-ordinates, 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 jobs and service history.

A call-out is the top-level record for every service request. It tracks the fault, priority, SLA, and all associated jobs.

Creating a call-out

1. Go to Call-outs → New call-out.
2. Select the client and site. If the site is linked to a maintenance contract the contract will be auto-detected.
3. Set the priority (1 = Emergency, 4 = Routine).
4. Describe the fault. Click Save.

Priority & SLA

• Priority 1 — Emergency: 4-hour SLA. Displays in red.
• Priority 2 — Urgent: Same-day SLA. Displays in orange.
• Priority 3 — Standard: Next-business-day SLA.
• Priority 4 — Routine: Scheduled at convenience.

When an SLA deadline is approaching the call-out turns amber on the dashboard and in the list. Overdue SLAs turn red.

Status flow

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

The Dispatch board is your real-time view of today's jobs. Open it from the sidebar.

Assigning a job

1. Open a call-out and click Create job.
2. Select the technician and set the scheduled date and time.
3. Save — the job appears on the technician's job list immediately.

Reading the board

Each column on the board represents a technician. Cards show the call-out reference, client name, site, and priority colour. Cards turn amber when the job is in transit and green when on site. Switch between Day, Week, and Month views using the buttons at the top right.

Drag and drop & undo

Drag a job card to a different technician column to reassign it instantly. If you make a mistake, click Undo last move (or press Ctrl+Z / ⌘Z) to reverse the last drag. The undo stack clears when you change the date, technician filter, or view mode.

Overlap warnings

If two jobs for the same technician overlap within a 90-minute window, the board displays an amber overlap banner on the affected cards. This is a warning — not a hard block — so you can still schedule overlapping jobs if needed.

Quotes can be created independently or linked to a call-out. Each quote has a reference number (e.g. QT-2025-00042), 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 click Save as draft.

Sending for approval

Click Send 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.

Create call-out from an approved quote

If an approved quote leads to field work, open it and click Create call-out. A new call-out is created with the fault text pre-filled from the quote notes and the line items copied as reference. The quote is linked to the call-out for traceability.

Converting to an invoice

Once a quote is approved, open it and click Convert to invoice. All line items are copied across. 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.
• Declined — client rejected.
• Invoiced — converted to an invoice.
• Expired — past the expiry date without a response.

Contracts represent ongoing service agreements with clients — typically quarterly or annual preventive maintenance visits.

Setting up a contract

1. Go to Contracts → New contract.
2. Select the client and choose the contract type (Full maintenance, Labour only, etc.).
3. Add the sites covered under this contract.
4. Set the start and end dates, visit frequency (e.g. every 3 months), and billing cycle.
5. Enable Auto-renew if the contract rolls over automatically.

Scheduled visits

AirconTrack generates scheduled visit call-outs automatically based on the visit frequency. They appear in your call-out list labelled as contract visits, ready to be assigned to a technician. Visit completion is synced automatically when the linked technician job is completed on the job sheet.

Billing add-ons

Use the Billing add-ons tab on a contract to record one-off charges (parts, travel, etc.) that should be included on the next billing invoice. Add-ons are pulled into the contract invoice when it is generated.

Contract invoicing

If the contract's billing cycle is set to Monthly or Annual, invoices are generated automatically on the billing date. Click Generate billing on the contract to manually trigger an invoice for a specific period. You can review and send them before they reach the client.

Documents

Upload contract documents (PDFs, scanned agreements, schedules of rates) from the Documents tab. Files are stored securely and available to download at any time.

Contract renewal

Contracts expiring in the next 90 days appear in the Reports → Expiring contracts table. Click Renewal quote next to any contract to pre-fill a new quote with the contract details — ready to review 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. Click Send 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 click Raise invoice in the header. A draft invoice is created with the job materials and labour pre-filled. You are taken straight to the invoice to review and send.

Recording a payment

Open the invoice and click Record payment. Enter the amount, payment method (EFT, card, cash), and the transaction reference. The invoice status updates to Paid once fully settled.

Bulk actions

On the invoice list, select multiple invoices using the checkboxes and choose a bulk action:

• Mark as sent — moves draft invoices to Sent and emails each PDF to the client. Invoices that would exceed the client's credit limit are skipped and flagged.
• Download PDFs (ZIP) — downloads a ZIP archive of the selected invoice PDFs.
• Email PDFs to clients — queues an email for each selected invoice.

Overdue reminders

Invoices past their due date are automatically marked Overdue each night. An overdue reminder email is sent to the client's billing contact at the same time.

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. The client's current credit position (outstanding vs limit) is visible on the client edit page.

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 (job consumption, manual adjustment, or return). Open a material and go to the Movements tab to see the full history.

Kits / bill of materials

Mark a material as a kit and define its component parts under Bill of materials. When a technician uses a kit on a completed job, stock for each component is decremented automatically. Nested kits are not supported — components must be simple parts.

Refrigerant log

For F-gas compliance, each job can have one or more refrigerant log entries. Go to Equipment → Refrigerant log on any unit to see all charges and recoveries for that equipment. The technician records these on-site via the job sheet. Export a CSV from the refrigerant log list for regulatory reporting.

Go to Reports in the sidebar. Reports are scoped to your company and can be filtered by date range.

Available reports

• Revenue vs collections — invoiced amounts vs payments received over the last 12 months.
• Call-out volume — breakdown by priority and status over the last 180 days; average response and completion times.
• Technician performance — per-technician: jobs completed, travel and labour minutes, SLA breach rate, and revenue attributed. Filterable by date range.
• Technician timesheets — travel and labour minutes per technician per period, with CSV export.
• Expiring contracts — contracts expiring within 90 days with a one-click shortcut to raise a renewal quote.

Go to Settings → Email templates to customise the emails sent to clients. Each template has a kind (e.g. Technician en route, Job complete, Invoice overdue) with a default subject and body you can override.

Customising a template

1. Click the template kind you want to edit.
2. Enter a Subject override — leave blank to use the system default.
3. Enter a Body override — leave blank to use the system default. You can use Markdown formatting.
4. Use placeholders like :client_name, :technician_name, :call_out_reference to personalise the content.
5. Click Save. The new template is used for all future emails of that kind.

Go to Settings → Company (Owner role required). Key settings to configure when you first set up your account:

• Company name — appears on all PDF documents.
• Company logo — uploaded image used in invoice and quote headers.
• VAT / tax rate — applied to all invoices (default 15%).
• Labour rates — standard, overtime, and emergency hourly rates. Used when technicians log time on job sheets.
• Reference prefixes — customise the prefix for call-outs (CO), quotes (QT), and invoices (INV).

Branding

Go to Settings → Branding to upload your company logo (light and dark variants), app icon, and set your brand colours. These are applied to the technician mobile app and all PDF documents.

Go to Activity log in the sidebar (Owner and Super Admin only). Every create, update, and delete action across all records is logged here with the user, timestamp, and the old and new values.

Filtering

Filter by date range, user, log name (model type), or subject type. Click any row to jump directly to the affected record in the admin panel.

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

Form templates

Define reusable HSE form templates (Toolbox Talk, JSA, Risk Assessment, Site Induction, etc.) with custom sections and fields. Templates can require signatures and/or countersignatures. Templates can be assigned to specific sites or clients.

Submissions

Technicians complete HSE forms on-site via their job sheet. 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.

Download a PDF of any submission from the Submissions list. The PDF includes all field values, the attendees table, and signature images.

Visit packs

A visit pack combines multiple HSE submissions (from different template types) into a single PDF — useful for handing a client one document at the end of a visit. Go to HSE → Visit packs → New visit pack, select the client, pick the submissions to include, and click Generate PDF. Different templates can be combined in the same pack.

Technician certificates

Track expiry-dated compliance certificates per technician (e.g. First Aid, Working at Heights, F-gas). Certificates are flagged as Expiring soon (within 30 days) and then Expired automatically each night. Go to HSE → Certificates to view and manage them.

PPE issues

Record personal protective equipment issued to technicians from HSE → PPE issues. Each issue has an item description, quantity, and issue date for record-keeping.