For heat pump, air-conditioning and refrigeration businesses
HVAC & Refrigeration Job Management Software for NZ
Installs, servicing and breakdowns all compete for the same techs, and a missed service visit is a customer you won’t see again. Work Flow Trade schedules all three, keeps a record of every unit you install, and creates the next service visit for you.
Start your free trial$50+GST/mo flat. Unlimited users. 1-month free trial.
From a single heat pump to a cool room contract
- Heat pump installs
- Ducted and commercial air-con
- Planned servicing and filter cleans
- Refrigeration breakdowns
- Cool room and chiller maintenance
- Ventilation systems
- Commercial maintenance contracts
Sound familiar?
The everyday problems Work Flow Trade was built to fix for HVAC and refrigeration businesses.
A breakdown callout blows up the whole install schedule
Service reminders live in a spreadsheet, or in one person’s head
Nobody can find the model and serial of a unit you fitted two years ago
Install quotes take too long and the customer goes elsewhere
Commercial clients ask for a service history you can’t easily produce
Invoices go out a week after the work
How an HVAC job runs in Work Flow Trade
- 1
Quote the install
Put the unit, the install and any electrical work under their own headings, save your standard installs as templates, and send a branded quote the customer accepts from the email link.
- 2
Install and record the unit
Add the unit to the site’s equipment list with its make, model, serial number, warranty and photos, so the next tech knows exactly what’s on the wall.
- 3
Servicing on repeat
Give the unit a service interval and set up a recurring job (monthly, or every 3, 6 or 12 months). The next visit is created automatically and you can see what’s coming due.
- 4
Breakdowns without the chaos
Drop an urgent callout into the day, check the live map for who’s nearby, and move the planned work. Techs get a notification when their day changes.
- 5
History the client can see
Commercial clients you invite to the portal see their job history, documents, quotes and invoices, and their site equipment too if you switch that on.
Job management features for HVAC and refrigeration businesses
Everything below is included in the one flat price.
Equipment register
Make, model, serial, warranty, photos and documents for every unit at every site.
Recurring servicing
Service intervals on each unit and recurring jobs from weekly to yearly, with the next visit created automatically.
Installs and callouts on one calendar
Drag-and-drop day and week views, jobs coloured by technician, and a warning before you double-book.
Live team map
See where each tracked tech is while they’re clocked in before you move an urgent job.
Install quotes
Saved templates for your standard installs, headings per stage, and quotes accepted by link.
Parts and refrigerant stock
Stock levels, markups and low-stock alerts for filters, parts and gas, with what each job used on its invoice.
Job timers
Hours on the job for charge-up breakdowns, billed from the job so none go missing.
Client portal
Service history, site equipment and documents for commercial clients and property managers.
Refrigeration too
Chillers, cool rooms and commercial refrigeration run the same way: equipment records, servicing and callouts.
Works with CertMate
Installation and service test sheets, filled in from the job
Connect CertMate under Account Settings → Integrations. A tech starting an HVAC installation or service test sheet in CertMate picks the Work Flow Trade job by its number, the customer and site details fill in, and the finished sheet is filed in the job’s Documents on its own, so the record sits with the unit and the site for the next visit.
Try CertMateWhy HVAC and refrigeration businesses choose Work Flow Trade
HVAC and refrigeration businesses live on repeat work. Every unit you install is years of servicing if you remember to book it, and a record of what's on site is what wins the breakdown call at 6pm on a Friday. Work Flow Trade keeps an equipment register for each site, puts servicing on recurring jobs with the next visit created automatically, and still leaves room for installs and emergency callouts on the same calendar. Commercial clients can see their own service history in the customer portal. It's $50+GST a month for the whole business, however many techs you run.
One flat price for your whole crew
No per-user fees. Every feature included.
You pay
$50+GST/mo
Unlimited users. 1-month free trial.
Optional text messages to your customers are 20c each.
HVAC software FAQ
Yes. Each site has an equipment register: make, model, serial number, warranty, service interval, photos and documents. It shows on the job, and in the customer portal too if you switch that on.
Yes. Recurring jobs repeat weekly, fortnightly, monthly, every 3, 6 or 12 months, or every set number of days, and the next visit is created automatically.
Yes, as stock items with levels, costs, markups and low-stock alerts, and each job records what it used. There’s one stock count per item, not one per van.
Not as a built-in record. Build your own refrigerant checklist in the form builder, or attach your records to the equipment on the site.
Yes. Clients you invite to the customer portal see their past jobs, documents, quotes and invoices, plus their site equipment if you switch that on.
$50+GST a month for the whole business ($57.50 including GST), with no per-user fees, however many techs you add.
Not on its own. Connect CertMate and HVAC installation and service test sheets, plus the CoCs and ESCs for the electrical side, are started in CertMate from the Work Flow Trade job with the details filled in, and filed on the job automatically. Anything else you issue can be attached to the job or the unit’s equipment record as a PDF or photo.
Related
Electricians
Charge-up hours and staged invoices.
Plumbers & gasfitters
Callouts, parts and maintenance.
ServiceM8 alternative
Job caps vs one flat price.
Simpro alternative
For crews that don’t need a big platform.
Scheduling that actually works
Planned work around urgent callouts.
Knowing where your team is
Live location without the micromanaging.
Run your next HVAC job in Work Flow Trade
Try it free for a month with your own jobs and your own crew. Cancel in the first month and pay nothing.
Start your free trial