HVAC Job Management Software Built for Australia
FieldInsight is HVAC job management software for Australian businesses. Plan and dispatch jobs, track assets, create quotes and invoices, and keep technicians and office in sync. Built for Australian workflows with GST, ABN details and popular accounting integrations, it helps you save hours each week and grow margins. Schedule, dispatch, quote and invoice in one place.
Every unit maintained.
Every hour accounted for.
Every defect quoted.
Busy is nice. Profitable is the business. FieldInsight schedules your planned maintenance automatically, puts the right checklist on every technician’s phone, and turns the work they’ve already done into reports, quotes and invoices — so you can see where every hour and every dollar went, not guess.
Built for Australian commercial HVAC & mechanical services companies with 5–50 technicians.
A quiet month isn’t good news. It’s a blind spot.
When service runs on an ageing job system, a safety app on the side and a WIP spreadsheet holding it together, the failure mode isn’t dramatic — it’s silent. Hours vanish into travel, faults die on dockets, and the true cost of a maintenance contract stays a mystery until renewal time.
The whole job lifecycle in one system — not bolted together after it
Every feature below exists to answer one question from an owner, a service manager or an accountant: where did the time and money go?
Auto-scheduled by asset — reports that write themselves
Load your asset register once. FieldInsight generates monthly, quarterly, six-monthly and annual service visits per asset type — DA19 regimes supported — flags anything unscheduled in colour, and helps you drag a month of PM out to the right techs. Client-ready PM reports assemble from completed checklists and photos. Nothing slips to the client phone call.
Evidence captured on site, even offline
Techs work through asset-specific checklists on their phone — readings, photos, signatures, defects — with safety (SWMS / JSA / Take 5) enforceable before the job can start. Works offline in the plant room; every record is time- and GPS-stamped against the asset.
No defect left on a docket
Faults are logged against the asset with severity and photos, then converted into a priced quote in a handful of clicks — with a digital approval button your client can hit from their inbox. Found work becomes won work.
Hours you can trust, invoices out same day
Clock-on / clock-off splits job time from travel from downtime — down to the asset. An award interpreter turns the same record into payroll-ready timesheets. Purchase orders reconcile against supplier bills (AI-scanned line items) before the invoice goes out, then sync to Xero or MYOB the day the job closes.
Drill from the number to the job to the fix
Profitability by client, by technician, by contract; punctuality; WIP without the spreadsheet. Every figure is traceable to its source — click it, see the jobs behind it, act on them.
Visibility for them too
Clients see job status, completed PM reports and quote approvals without chasing the office. You stop rebuilding the same PDF pack; they stop chasing email threads.
The right checklist for every unit. Configurable to yours.
Commercial HVAC isn’t one asset class. FieldInsight ships with configurable checklists and frequencies for the units you actually service — then maps them to your contracts at onboarding.
- Filter cleans, coil checks, refrigerant readings
- Annual full service with photo evidence
- Monthly operating checks and log readings
- Annual overhaul window with CapEx notes
- Belt, filter, condensate and airflow checks
- Defect → quote from the same visit
- Temp logs, evaporator and condenser service
- Reactive history stays on the asset
- Smoke control and HVAC-linked measures
- Regimes per AIRAH DA19 (guideline, not law)
- Pre-winter commissioning and safety checks
- Service history ready for client reports
Regimes shown are examples — your frequencies and checklists are configured to your contracts during onboarding. DA19 is an industry maintenance manual, not a statutory requirement.
“Reports that used to take around two hours each across hundreds of maintenance contracts now generate in minutes — with field information back the same day.”
From asset register to paid invoice
Order matters here — each step feeds the next.
Register assets
Import your splits, chillers, RTUs, vents and cool rooms with locations and service history. QR-code stickers rebuild the register on the first PM cycle.
Auto-schedule maintenance
Frequencies per asset type generate the month’s visits; unscheduled work surfaces in colour first. Drag a month of PM to the right techs in minutes.
Service & capture
Techs complete mobile checklists on site — defects become quotes; readings and photos become the service history.
Report & invoice
Client PM reports generate from completed records on your templates. Invoices sync to Xero or MYOB the day the job closes.
Also run a fire division? FieldInsight goes deep on AS1851 testing, AESMR / AFSS generation and defect-to-quote — same platform as your HVAC team.
See FieldInsight for Fire Protection →Can you see it?
If your answer to “which contracts made money last quarter?” lives in a spreadsheet and a gut feel, it’s worth 30 minutes to see the alternative. We’ll walk through your asset types, your maintenance contracts and your invoicing flow — with your real workflow, not a canned demo.
Book a 30-minute demoMelbourne-based team · Data hosted on AWS Sydney · Onboarding includes asset register import
