HVAC Job management software that keeps every engineer on track
Schedule reactive callouts alongside PPM contracts, complete F-Gas records on site, and invoice before your engineer leaves the car park. Job management software built for HVAC businesses that need more than a spreadsheet.
HVAC businesses run on two things: speed and paperwork.
Most Struggle With Both.
Running a HVAC business means juggling two completely different types of work at once: reactive breakdowns that need an engineer on site within the hour, and planned maintenance contracts that mean visiting dozens of sites on tight schedules that can't afford to slip.
When those two things compete, the admin piles up. Service records get completed days late, invoices sit unsent, and PPM visits get missed because the reminder was a sticky note or a line in a spreadsheet.
Reactive and planned work clashing
A chiller breakdown comes in while your engineers are already committed to scheduled PPM visits, and you have no clear picture of who can attend
PPM contracts missed or poorly documented
Quarterly and annual maintenance visits not tracked properly, leaving you unable to prove compliance to facilities managers.
F-Gas records completed off-site
Refrigerant logs and service sheets filled in from memory hours after the job, increasing the risk of errors and audit gaps.
Slow invoicing eating into cash flow
Engineers return to the depot, paperwork gets handed in, someone types it up, and the invoice goes out days later.
No real-time visibility of the team
Office staff making dispatch decisions based on phone calls and guesswork rather than knowing where engineers actually are.
Parts and labour not captured on the day
Additional work carried out on site goes unrecorded and unbilled.
Job management built for HVAC, not adapted from something else
HVAC work can be more complex than a standard field service job. You're managing assets at multiple customer sites, tracking refrigerant handling under F-Gas regulations, and delivering on SLAs that facilities managers take seriously.
RAM’s job management software gives HVAC businesses one place to manage all of it, from the first callout to the final invoice.
Job scheduling for HVAC engineers
When a breakdown call comes in, you need to know instantly who is available, who is nearest, and what they're currently working on. RAM’s scheduling tools give you that visibility without making five phone calls to find out.
Assign reactive jobs based on engineer location and availability, and manage your planned maintenance calendar alongside emergency work, all in one view.
Key features:
- Drag-and-drop scheduling across your full team, with live job status for every engineer
- Separate workflows for reactive callouts and recurring PPM visits so nothing gets confused
- Real-time job updates as engineers start, travel, and complete work in the field
- Automated customer notifications with accurate ETAs, so facilities managers stop chasing you for updates
Dash cams for engineering fleets
Engineering vans constantly move between sites, often under time pressure in busy areas. Connected dash cams automatically capture incidents, helping you resolve claims faster, protect against false liability, and improve driver safety.
Key features:
- Automatic video capture for incidents and disputes
- Protection against false or disputed liability
- Insights to identify and reduce unsafe driving
- Improve road safety and reduce costly accidents
Mobile job management for engineers
Paperwork should not slow down reactive maintenance or planned service work. When job details are written up hours later, records are missed, and invoices are delayed.
Klipboard job management software captures everything while engineers are still on site:
- Photos of equipment condition and completed work
- Parts used and materials consumed on each job
- Time spent on site and job status updates in real-time
- Customer signatures and sign-off captured digitally
Digital vehicle checks for engineering fleets
Track dumpers, excavators, mixers, generators, and other mobile plant across sites so you always know where equipment is, how it’s being used, and where costs can be reduced.
Track and monitor:
- Digital walkaround checks completed in under 2 minutes
- Defect reports sent directly to the office with photos
- Automatic compliance records for inspections
- Maintenance history tracked for every vehicle in your fleet
What FM companies get
Reactive and planned work in one place
Manage emergency callouts and PPM contracts from a single scheduling view, without the two types of work getting in each other's way.
Compliant F-Gas documentation
Engineers complete refrigerant logs on the mobile app while still on site, giving you accurate records that hold up to environmental audits.
Faster invoicing, better cash flow
Jobs move from completion to invoice without touching a desk. Integrate directly with Xero or QuickBooks and get paid the same day.
Full asset history for every site
See every piece of equipment your customer has, when it was last serviced, and what's coming up next, all in one place.
Proof of work on every job
Digital signatures, timestamped photos, and completed job sheets give you an unambiguous record if a customer ever queries the work.
Works where your engineers work
The mobile app runs on iOS and Android, and keeps working offline in plant rooms or basements with poor signal.
Why FM companies choose RAM
Support that understands HVAC
Industry-leading reliability
Industry-specific templates ready on day one
Lifetime training and support
Transparent pricing, no hidden fees
Seamless integration
We understand field service engineering. For twenty years, we’ve supported engineering businesses that respond to callouts, manage SLAs, and keep critical systems running. Over 4,000 engineering companies trust us to manage their mobile operations.
Frequently asked questions from HVAC businesses
Yes. The scheduling dashboard shows all jobs in one view, reactive and planned, with live status for every engineer. You can assign an emergency callout to the nearest available engineer without losing track of what's already been booked that day.
Engineers complete F-Gas logs directly in the mobile app while on site. This captures refrigerant type, quantity handled, equipment details, and engineer sign-off in a format that meets F-Gas record-keeping requirements. All records are stored securely and can be retrieved for audits at any time.
Yes. You set up the maintenance schedule once per site, monthly, quarterly, biannual, or annual, and the Klipboard system generates the jobs automatically when each visit is due. The right engineer gets notified ahead of time, and you get a full record of every completed visit.
Yes. The Klipboard mobile app works offline and syncs automatically when the engineer is back in range. Engineers can fill in job sheets, capture photos, and collect signatures without needing a mobile signal.
When an engineer marks a job complete on their phone, an invoice is generated automatically from the job record, including all labor, parts, and additional work captured on site. That invoice goes out the same day, and if you're connected to Xero or QuickBooks, the data flows straight into your accounts without any manual input.
Yes. Klipboard Job Management allows you to generate and share service certificates and compliance reports directly from a completed job. Many HVAC businesses send these to facilities managers automatically on job completion as part of their contract delivery.
Take control of your HVAC operation
Join over 4,000 engineering companies using RAM to dispatch faster, hit SLAs, and prove response times. Track engineers, manage jobs, capture site data, and protect equipment.