Quoting & Invoicing Software for HVAC & Refrigeration

Running an HVAC or refrigeration business in Australia means juggling more admin than most techs signed up for. You're quoting ducted retrofits between rooftop callouts, logging refrigerant charges against your ARC licence, managing service contracts for a dozen commercial fridges, and then coming home to reconcile ServiceM8 jobs against Xero invoices. Many HVAC techs pay $49/month for ServiceM8, $35/month for Xero, and another $12–27/month for a booking page and CRM — yet none of those tools were designed to handle refrigerant logs, ARC licence printing, or per-unit asset history. You end up keeping a paper logbook for the regulator and a spreadsheet for service contracts.

OneBookPlus replaces that patchwork with one platform built for how Australian HVAC and refrigeration techs actually work. Create detailed quotes for split installs, ducted retrofits, and commercial refrigeration jobs right from your phone. Log refrigerant type, quantity charged or recovered, and cylinder serial against every job — your ARC licence number prints on every quote and invoice automatically. Set up recurring service contracts per cool room or ducted system so the next visit auto-creates and reminds the customer. Track expenses against each job so you know your true margin, not just your revenue. And when BAS time rolls around, your GST summary is already waiting.

Your Daily Workflow

It's 6:30am and your phone buzzes — a panic callout through your OneBookPlus booking page. A walk-in cool room at a Brisbane cafe has dropped temperature overnight. You flag it as urgent and head out. On arrival, you diagnose a blocked condenser and a low charge. You build a quote on your phone: $290 emergency callout, $185 for cleaning and recharge, refrigerant logged as 600g R134a recovered and 750g recharged from cylinder #BR-3192. The cafe owner accepts on the spot. Job done by 8:30am. You snap a photo of the nameplate and the cleaned condenser, and convert the quote to an invoice before you're back in the van. Your week view shows a residential split install at 10am and a service contract visit to a supermarket cool room after lunch. Your apprentice has two service jobs assigned and can see his schedule on his own device.

Bank Feeds & Accounting

Connect your business bank account via CDR Open Banking and OneBookPlus pulls in transactions daily. When the cafe owner pays the emergency callout invoice, the payment is automatically matched against the outstanding amount — no manual reconciliation needed. Purchases from Reece HVAC-R, Beijer, or Heatcraft are categorised as materials expenses; refrigerant cylinder buys and recovery cylinder swaps land against the right job. Our AI categorisation engine learns your patterns: van fuel goes to vehicle expenses, ARC licence renewal to compliance, recovery equipment to assets. Come BAS time, your GST collected on sales and GST paid on purchases are already tallied. Export the summary in one click and forward it to your accountant — or lodge it yourself in minutes.

Getting Started

Sign up free — no credit card, no lock-in contract. Select “HVAC / Refrigeration” as your business type and OneBookPlus pre-configures your account with HVAC service categories, typical install durations, and invoice templates that include your ARC licence number. Import your customer list and asset register via CSV from ServiceM8, Tradify, or a spreadsheet. Connect your bank account through the secure Open Banking flow. Most HVAC techs have their first quote sent within 30 minutes of signing up, and their bank feed categorising transactions by the end of the first week. The switch from ServiceM8 and Xero typically takes a single evening.