wollopit Got a problem? →

Air conditioning software: service, quotes & job sheets

Air conditioning: busy in summer, booked in winter. Service contracts that run themselves.

Flat out in the first heatwave, quiet by April and the service reminders never get sent. Install quotes need a drive across town, job sheets live on the dash and the gas records are a shoebox. We build quoting, maintenance, scheduling and job sheet systems that keep an air conditioning business busy year round, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for air conditioning service and quoting software?

An air conditioning business is really three businesses sharing a ute: new installs, breakdown repairs and ongoing maintenance. They all spike in the same few weeks of summer. The phone rings while you're in a roof space, every split system quote needs a site visit and the commercial service schedule lives in a folder in the office. Then winter comes and the work dries up, even though half your customers are overdue for a clean.

Wollopit builds custom air conditioning software around how your business actually runs. Homeowners price their own install online and book it. Service reminders go out on their own and fill the cooler months. Techs fill in job sheets on their phone with readings, photos and refrigerant use, then invoice before they leave the driveway. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.

01The problems

What we hear from air conditioning businesses

Does your air conditioning business have these problems? Here's how we'd fix them.

Most air conditioning businesses we talk to are great at the tools and drowning in the admin. It holds together fine until the first 38 degree day.

  • The problemSummer rush, winter lullEveryone calls in the first heatwave and the phones go quiet by April. You're turning work away in January and chasing it in July.
    How we fix itAutomated service reminders and pre-summer campaigns that fill the cooler months with maintenance and clean work.
  • The problemEvery install quote needs a site visitSomeone drives 40 minutes to look at a bedroom wall, then the customer goes with the cheaper quote anyway.
    How we fix itAn online quote tool with room sizes, unit options, wall photos and back-to-back runs that prices most split system jobs without a visit.
  • The problemCalls missed in the roof spaceThe phone rings while you're up a ladder in 50 degree heat and the job goes to whoever answers first.
    How we fix itOnline booking with a fault triage form, plus an instant SMS back on missed calls so the customer books instead of ringing the next bloke.
  • The problemMaintenance contracts in a folderCommercial clients' service schedules live in a binder and a whiteboard. A quarterly visit gets missed and nobody notices until the client does.
    How we fix itContracts, visit schedules and service records in one system that books the next visit before it's due.
  • The problemJob sheets arrive days laterTechs fill in paper sheets that sit on the dash, get coffee on them and turn up at the office on Friday.
    How we fix itDigital job sheets with readings, photos, parts and customer sign-off sent to the office the second the job's done.
  • The problemRefrigerant records are a headacheGas recovered, charged and bottled gets scribbled on a docket. Pulling it together for your ARC records takes a weekend.
    How we fix itRefrigerant use logged per job, per unit and per cylinder, ready for reporting whenever you need it.
  • The problemWarranties nobody registeredUnits go in, the manufacturer warranty never gets registered and the serial number is on a photo somewhere in a tech's phone.
    How we fix itAn asset register with model, serial, install date and warranty status for every unit, plus reminders to register it.
  • The problemWhich van has the part?A tech drives to the wholesaler for a capacitor that was sitting in the other van the whole time.
    How we fix itVan stock tracked against job sheets, with low-stock alerts and a restock list before Monday.
  • The problemInstall day goes sidewaysThe crew rocks up without the right bracket, the electrician isn't booked and the customer took the day off for nothing.
    How we fix itA scheduling board that books the install crew, the sparky and the gear together, with a pick list and SMS updates to the customer.
  • The problemInvoices typed up at nightThe job's done at 2pm and the invoice gets typed into Xero at 9pm. Some never get sent at all.
    How we fix itInvoice on site from the job sheet, take card or finance on the spot and have it land in Xero or MYOB already reconciled.
  • The problemWebsite doesn't sellPeople want a price and a time. You send them to a contact form and they go to the next result on Google.
    How we fix itA website with install packages, finance options, service bookings and real prices that converts hot customers fast.
02What we build

Solutions

What we build for air conditioning businesses. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Service reminders

Automatic SMS and email reminders that book cleans and services before next summer hits.

02

Online install quoting

Room sizes, unit choices, photos and run lengths turned into a priced install quote in minutes.

03

Booking & fault triage

Customers book services or report a fault online, with photos and error codes before you head out.

04

Missed call text back

An instant SMS on every missed call with a booking link, so the job doesn't walk.

05

Maintenance contracts

Commercial service schedules, recurring visits, site records and client reports in one place.

06

Scheduling & dispatch board

Techs, install crews and sparkies on one board with travel time, job types and drag and drop changes.

07

Digital job sheets

Readings, pressures, photos, parts and sign-off captured on the phone, even with no signal in the roof.

08

Refrigerant logs

Gas recovered and charged per job and per cylinder, tied to your licence details for compliance reporting.

09

Asset & warranty register

Every unit you've installed or serviced with model, serial, location, warranty and full service history.

10

Van stock & parts

What's in each van, what got used on each job and what needs restocking from the wholesaler.

11

Invoicing & payments

Invoice from the job sheet, take card or finance on site and sync straight to Xero or MYOB.

12

Commercial client portal

Facility managers log in for service history, upcoming visits, reports and quotes awaiting approval.

13

Reviews & follow-ups

A thank you SMS after every job with a Google review link and a check-in a week later.

14

A website that sells

Hand-built, quick on mobile, with packages, finance and booking, built to rank for 'aircon installer near me'.

03The systems

The big ones

Your whole aircon business, on one system.

These are the systems air conditioning businesses ask us about most. Each one works on its own and they get properly clever when they're joined up.

Service scheduling

Maintenance work that books itself.

Every unit you've touched gets a service due date. Reminders go out on their own, customers pick a time online and commercial contracts schedule their own visits. The quiet months fill up before they arrive.

  • Service due dates per unit
  • Automatic SMS and email reminders
  • Customers book their own time slot
  • Pre-summer service campaigns
  • Commercial contracts with recurring visits
  • Contract pricing and visit allowances
  • Overdue service alerts
  • Service plans billed monthly or yearly
  • Reminder results: sent, booked, ignored

Install quoting

Quotes without the drive.

Homeowners tell you the room sizes, pick a unit and snap the wall and outdoor spot. Your pricing rules do the rest, from back-to-back runs to double storey installs. Most split system jobs get priced and booked without a site visit.

  • Room size to capacity guide
  • Your preferred brands and models
  • Wall and condenser location photos
  • Back-to-back, roof or wall runs priced
  • Extras: brackets, isolators, extra pipe
  • Good, better, best options
  • Finance options on the quote
  • Accept and pay a deposit online
  • Flags tricky jobs for a site visit
  • Quote follow-ups sent automatically

Job sheets & compliance

Job sheets that file themselves.

Techs open the job on their phone, record readings, pressures, parts and photos, then get the customer to sign on the screen. Refrigerant use is logged against the job, the unit and the cylinder, so your compliance records build as you work.

  • Job sheets on any phone
  • Works offline in roof spaces
  • Pressures, temps and readings
  • Before and after photos
  • Parts used from van stock
  • Refrigerant recovered and charged
  • Cylinder tracking
  • Customer signature on screen
  • Service report emailed automatically
  • Safety checklists and SWMS

Scheduling & dispatch

The right crew, the right gear, the right day.

One board for service techs, install crews and the sparky you sub out to. Jobs drop onto the day with travel time, the right parts get flagged and customers get SMS updates so they're not waiting home all day.

  • Drag and drop day and week board
  • Techs, crews and subbies in one view
  • Job types with set durations
  • Travel time between jobs
  • Install pick lists from the quote
  • Electrician bookings for installs
  • On my way SMS to customers
  • Emergency breakdown slots held back
  • Live job status from the field

Commercial & assets

Every unit, every site, every service.

An asset register for every system you look after, from a single split to a plant room. Commercial clients log in to see their units, service history, reports and quotes waiting for approval. No more emailing PDFs on request.

  • Asset register by site and unit
  • Model, serial and install date
  • Warranty status and registration
  • Full service history per unit
  • QR labels on units for quick lookup
  • Client portal for facility managers
  • Quotes approved online
  • Service reports by site
  • Multi-site contract billing
04How it changes

Before and after

The first heatwave, wolloped.

Here's how a split system enquiry could change on a 38 degree day. Every business is different, so we map yours first.

Before

  1. Phone rings while you're in a roof space
  2. Call back two hours later and they've booked someone else
  3. Drive out to measure up a bedroom
  4. Type the quote at night and email it
  5. Paper job sheet lost on the dash
  6. No reminder sent for next year's service

After

  1. Missed call gets an instant SMS with a booking link
  2. Customer quotes themselves online with photos
  3. Install booked and deposit paid from the quote
  4. Crew gets a pick list and the sparky's booked
  5. Job sheet and refrigerant log synced from site
  6. Next service reminder scheduled automatically
05Services

Everything under one roof

Software, websites and systems for air conditioning businesses.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for air conditioning businesses

Built around how your air conditioning business actually runs: service reminders, online install quoting and the admin in between, in one system you own.

Websites for air conditioning businesses

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Air conditioning business system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for air conditioning businesses

Booking & fault triage and missed call text back: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your air conditioning business, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside job management platforms you're happy with or replace the ones holding you back.

  • Xero
  • MYOB
  • QuickBooks
  • ServiceM8
  • Tradify
  • simPRO
  • AroFlo
  • Fergus
  • Ascora
  • Stripe
  • Square
  • Zip
  • humm
  • Brighte
  • Google Calendar
  • Twilio SMS
  • Google Business Profile
  • hipages
  • Mailchimp
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your air conditioning business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We ride along with a tech, sit in on the office phones and work out where the jobs, quotes and hours are leaking.

  2. 02

    Archi-tech

    We plan it before writing code: your quoting rules, service schedules, contracts, crews, gas records, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before summer hits.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things air conditioning businesses ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can it handle both residential and commercial work?

Yes. Homeowners can quote and book online while commercial clients get contracts, scheduled visits, an asset register and their own login for service history.

Can customers really get an install quote without a site visit?

For most split system jobs, yes. Your pricing rules handle room sizes, run types and extras from their answers and photos. Anything tricky like ducted or double storey gets flagged for a visit instead.

Will it help with our refrigerant records?

Yes. Techs log gas recovered and charged against each job, unit and cylinder as they go, so the records you need for your ARC licence and reporting are already there.

We already use ServiceM8 or simPRO. Do we have to switch?

No. If your job management platform is doing its job, we build around it: online quoting, service reminders, client portals and the website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.

Can we offer finance on quotes?

Yes. We can show finance options from providers like Zip, humm or Brighte on your quotes and website so customers see a weekly price as well as the total.

How much does an air conditioning system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like service reminders or an online quote tool can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the summer rush.

Will job sheets work in a roof space with no signal?

Yes. Job sheets work offline and sync once the phone is back in range, so nothing gets lost halfway up a ladder.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most air conditioning businesses we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got an air conditioning business problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
I've got

We also build for