HVAC software built for service contracts and same-day dispatch
Track every unit, every renewal, every callout — without the spreadsheets.
Configured for hvac & refrigeration businesses by Magnolia Innovative Solutions.HVAC is a service contract business with a callout business bolted on top. The companies that run profitably are the ones who never miss a maintenance renewal and can dispatch a tech to a unit they already know. ServiceM8 nails both — and as a Certified Partner we build the asset register and recurring-job rules around your customer base.
Sound familiar?
Common headaches we solve for hvac & refrigeration businesses
Service contracts are lost in a spreadsheet
If your renewals live in a single ageing spreadsheet, you're losing recurring revenue every month. Schedule contract jobs automatically based on each unit's service interval.
Techs arrive without unit history
Walking into a callout blind costs time. Pull up everything that's been done to that exact unit on the job card before you start the truck.
Refrigerant logging is a compliance risk
Capture refrigerant types, charges, and recoveries on a custom form attached to the job. Audit-ready in seconds.
Out-of-hours callouts kill margin
Build callout fees and after-hours rates into your service catalogue so they hit the invoice automatically — no more forgetting to charge.
How it works
The hvac & refrigeration workflow, end-to-end
Service contract setup
Each unit has its own asset record with service interval, location, model, and customer. Recurring jobs auto-generate.
Callout intake
Take the call, the customer's existing contract and unit history come up immediately.
Dispatch
Closest tech gets the job, with full history and access notes pushed to their phone.
On-site service
Run the service form, log refrigerant, photograph filter condition, build any line items for billable work.
Invoice & sync
Invoice the contract or callout, sync to Xero/MYOB, schedule the next service automatically.
Built for the way you work
Asset register per unit
Every air-con head, chiller, or rooftop unit gets a record. Service history travels with the asset.
Recurring service contracts
Quarterly, biannual, or annual jobs auto-generate with the right tech and the right billing.
Refrigerant compliance forms
Custom forms for refrigerant logging, signed digitally, attached to the job.
Callout dispatch
Real-time GPS on every van means the closest tech gets the urgent job.
Custom rate cards
Different rates for contract customers, casual customers, and after-hours. Applied automatically.
Accounting sync
Xero, MYOB, QuickBooks — invoices, payments, and customers stay in lockstep.
“Before ServiceM8 we were missing about one in five service contract renewals. Now they auto-schedule, our techs walk in knowing the unit, and the invoice goes out the same day. We added 22% recurring revenue in our first year.”
Service manager
Commercial HVAC business, 18 staff
Anonymised — full case study available on request
Frequently asked
HVAC & Refrigeration software questions, answered
Can ServiceM8 manage HVAC service contracts?
Does it track individual HVAC units (asset history)?
Can we log refrigerant for compliance?
Does it handle commercial chiller and rooftop work?
Can we have different rates for contract vs callout customers?
How do I get my existing service contracts into ServiceM8?
Start your free trial today
Set up specifically for hvac & refrigeration businesses. Demo or live account, your call — your Certified Partner is here from day one.
- HVAC & Refrigeration service catalogue and pricing configured for you
- Custom forms (compliance, sign-off, sign-in)
- Dedicated Certified Partner onboarding
- Xero, MYOB & QuickBooks integration
- Free trial — no credit card required
Start your free trial
No credit card required · Setup in minutes
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