Field App for an HVAC Service Company
Mobile field app for HVAC technicians — job checklists, photo capture, compliance forms, time tracking and Xero invoicing. Replaced paper-based field workflows.
Commercial and residential HVAC service and maintenance company
An HVAC company with 12 field technicians servicing commercial and residential air conditioning systems across Perth. Services included installation, maintenance, repairs and compliance testing — with regulatory requirements for gas work, electrical isolation and refrigerant handling.
Technicians carried clipboards with paper job sheets, compliance checklists and service reports. Each job generated 3–5 pages of paperwork that came back to the office in varying states of completeness.
What needed to change
Paper compliance was a risk. Gas safety certificates, electrical isolation records and refrigerant handling logs needed to be complete and filed correctly. Paper forms were often incomplete, hard to read, or arrived at the office days late.
Job documentation was inconsistent. Some technicians wrote detailed service notes. Others wrote "fixed unit" and moved on. Before/after photos were supposed to be taken but rarely were. This created problems when customers disputed work quality or warranty claims.
No real-time job visibility. The office did not know where technicians were, which jobs were finished, or if any jobs were running over time until end of day. Scheduling adjustments required phone calls to each technician.
What we built
A mobile field app with digital job checklists, compliance forms, photo capture, time tracking and direct Xero invoicing — all built for the specific workflows of HVAC service.
Digital Job Sheets
Pre-configured job sheets for different service types — installation, maintenance, repair, compliance testing. Required fields ensure consistent documentation across all technicians.
Compliance Forms
Digital versions of all regulatory compliance forms — gas safety certificates, electrical isolation records, refrigerant registers. Mandatory fields and validation prevent incomplete submissions.
Photo Capture
Guided photo capture for before, during and after work. Photos auto-tag to the job record with timestamps. Required photos cannot be skipped — ensuring complete documentation.
Time & Invoicing
Technicians clock on and off each job in the app. Time, materials and compliance forms feed into the invoice. Completed jobs auto-invoice through Xero.
How it works
Technician receives the job
Job appears in the app with customer details, site address, equipment history and scope of work. Navigation opens with one tap.
Arrives and starts the job
Clocks on at site. Takes before photos as required by the job type. Opens the relevant job sheet or compliance form.
Completes work and documentation
Works through the job sheet — recording findings, actions taken, materials used and test results. Compliance forms completed as required. After photos captured.
Customer signs off
Customer reviews the digital job summary and signs on the device. Sign-off triggers the job to move to completed status.
Invoice generated
Job data — labour hours, materials, compliance certificates — flows into Xero. Invoice generated and sent to the customer automatically.
Measurable outcomes
Every compliance form that comes back is now complete. Every job has photos. Every invoice goes out the same day. We are finally running like a professional operation instead of chasing paper.
How we delivered it
Field Observation
1 weekShadowed 3 technicians across different job types — installation, maintenance and compliance testing. Documented every form they filled out, photo they should have taken, and process step they followed (or skipped).
App Build
4 weeksBuilt the mobile app with job-type-specific workflows, compliance forms, photo capture, time tracking and offline capability. Pre-loaded equipment and materials libraries.
Xero Integration
1 weekConnected job completion data to Xero for automated invoicing. Mapped materials, labour categories and customer accounts for accurate auto-generated invoices.
Testing & Rollout
2 weeksPiloted with 4 technicians for 2 weeks. Refined the form flow based on real field usage — simplified some steps, added quick-capture shortcuts for common scenarios. Rolled out to all 12 technicians.
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