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.
Klipboard's job management software is built for HVAC businesses that need more than a spreadsheet.
Why HVAC businesses struggle to scale
Managing engineers, planned servicing and emergency callouts becomes harder as your HVAC business grows. RAM's HVAC job management software helps you schedule work, complete digital paperwork and keep every job on track from start to finish.
Reactive breakdowns disrupting planned work
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 visits 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 after leaving 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.
Limited visibility of engineers
Office staff making dispatch decisions based on phone calls and guesswork rather than knowing where engineers actually are.
Extra labour and materials not recorded on site
Additional work carried out on site goes unrecorded and unbilled.
Run your HVAC business from HVAC job management software
From planned maintenance to emergency callouts, job management for HVAC keeps your office and engineers connected. Schedule jobs, complete digital paperwork, generate quotes and invoices, and manage every customer from one platform.Klipboard Job Management 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. Klipboard's scheduling tools give you that visibility without making five phone calls to find out.
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
PPM scheduling and planned maintenance management
Planned preventive maintenance contracts are the backbone of most HVAC businesses. But managing dozens of quarterly, biannual, and annual visits across multiple sites manually is where things start to fall apart.
Klipboard job management lets you set up recurring maintenance schedules once per site, then generates jobs automatically when visits are due. No manual reminders, no spreadsheet monitoring, no missed services.
What you can manage:
- PPM visits scheduled by frequency, site, and asset. Set once and have it automated from there
- Automatic alerts sent to the right engineer before each planned visit is due
- Full service history stored against every asset at every customer site
- Compliance reports generated per site, ready to share with facilities managers on request
Digital job sheets and F-Gas records
Paper job sheets are one of the biggest sources of lost revenue and compliance risk in HVAC. Work gets done, sheets get filled in later, details go missing, and invoices come out wrong.
Klipboard's digital job sheets let engineers capture everything on their phone while they're still on site. HVAC-specific templates cover the fields your engineers actually need; equipment details, refrigerant quantities, test results, and customer sign-off, without the blank-page guesswork of a generic form.
Capture on site, every time:
- F-Gas logs and refrigerant handling records completed on the mobile app during the visit
- Before-and-after photos of equipment condition attached directly to the job record
- Customer signatures collected on screen before the engineer leaves the site
- All records stored securely in the cloud, searchable by site, asset, or engineer
The F-Gas Regulation requires businesses handling fluorinated gases to keep records of quantities used, equipment serviced, and the certified engineers who carried out the work. Klipboard makes that documentation a natural part of every job rather than a separate admin task.
Quoting and invoicing for HVAC work
One of the fastest ways to improve cash flow in a HVAC business is to close the gap between job completion and invoice sent. For most businesses, that gap is measured in days; with Klipboard, it's measured in minutes.
Engineers can raise quotes on site while carrying out a survey, and convert them to jobs with one click once approved. When work is finished, invoices are generated directly from the completed job record. No double entry, no delay.
Get paid faster with:
- On-site quoting from the mobile app, with professional branded quotes sent to customers immediately
- Same-day invoicing triggered the moment a job is marked complete in the field
- Integration with QuickBooks and Xero so job data flows straight into your accounts without manual input
- Card payments accepted on site via Stripe, Apple Pay, or Google Pay
What HVAC 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.
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.
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.
Real companies, real results
Why HVAC companies choose Klipboard
Support that understands HVAC
Industry-specific templates
Part of the RAM ecosystem
Around-the-clock customer support
Transparent pricing, no hidden fees
Seamless integration
Over 500 HVAC and engineering businesses use RAM to manage their jobs, contracts, and compliance documentation.
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 500 HVAC and engineering businesses using Klipboard to schedule jobs, manage PPM contracts, and get invoices out on the day, not days after.