Software for HVAC.

Maintenance runs on service reminders. Set each service up once, say an air conditioner service or a ducted system service, with an interval in months, how many days before the due date the customer hears from you (14 by default) and the wording of the message. Then add it to a customer with the date of the last service and when the next one is due.

What's coming up sits on your Home under Upcoming services, so the next few weeks of maintenance are in front of you without a spreadsheet. When the date comes round the customer gets a text, an email or both, with a link to request a time. Each customer reminder needs a tick to say that customer agreed to receive them.

A service agreement in Galaxera is the service reminder plus the job history behind it. The reminder brings the customer back, and each visit is booked from it as its own job, with its own notes, photos and invoice.

When the customer books off the reminder, link the reminder to that job. Once the job is marked finished, the next due date is worked out from the day the work was done and the cycle starts again. If you did the service without a booking, tap Service completed and enter the date. A customer who's moved on can be marked Client declined, which stops the reminders, and every reminder sent stays in its history. Each service runs on its own interval, so the six-monthly split system and the annual ducted unit at the same house don't share a date.

Your booking link is a page with your logo where a customer picks the service, gives a preferred day or time, describes the problem and adds photos. It tells them plainly it's a request until you confirm. The request lands in Bookings, you set the date and start time, and the customer is sent the confirmed time. The link in a service reminder works the same way.

Once it's a job it sits in the calendar with the tech on it, and booking a tech who's already somewhere else at that time shows as a clash. When a heatwave rearranges the week, drag the job to another day: Galaxera moves your Google Calendar event and the customer's reminders, and drafts a message with the new time. Booking reminders go by text 24 hours and 2 hours before by default.

Price a split system or ducted install from your saved templates and price book, so the head unit, the labour and the extras cost the same on Friday's quote as on Monday's. For a ducted job off a builder's drawing, Plan Takeoff loads the PDF or DWG. Set the scale once, tap each supply vent, return air, head unit and thermostat to count them, and trace the duct runs in metres. The counts and lengths land on the quote as lines priced from your own rates.

The customer gets a link to your branded quote, accepts it on their phone and can sign on screen. Your quote list shows the ones they've opened and not answered, and an accepted quote becomes a job with the customer, site and materials already on it.

Raise the invoice off the finished job and the lines from its quote are already there. GST follows your registration, and the tax label changes with it. The invoice goes by email or text as a branded PDF with your bank details and payment reference, and if you've connected your own Stripe account the customer can pay by card from the link.

Overdue invoices are chased by email and text at 7, 14 and 30 days past the due date by default, in the tone you pick, between 8am and 7pm. Connect Xero and sent invoices show up there within 15 minutes, and a payment recorded in Xero marks the invoice paid here and stops the chasing. For maintenance work, each service visit is its own job and its own invoice.

Your techs don't need an office login. Each one gets the employee portal for logging hours, requesting leave and reading payslips. It's free on every plan, there's no app to install, and it doesn't use a seat.

On the day, text the tech a check-in link for the job. Check-in and check-out are stamped with the time and, if the phone allows, the location, the tech leaves a note on what they found, and check-out needs at least one before and one after photo, so the coil they cleaned is on the record. Check-ins sit on the timesheet as proof, and a visit with no booked shift becomes a draft entry for you to confirm. You approve the hours, and payslips come off them with PAYG estimated from the resident rates plus the Medicare levy, editable on any slip, and super at 12% by default.