Set up the first HVAC client and job in AxiomBlue
- Confirm the relevant handling, trading and local permissions outside AxiomBlue, then create the customer and an installation quote with equipment, location and agreed commissioning scope.
- Convert the accepted installation to a job and put the unit reference, access and unresolved checks in Description and Tasks. On Basic or Professional, use an asset record for its equipment identity where appropriate.
- Review actual time, parts and the correct invoice/claim basis. Create a Professional Job Series only for an agreed maintenance pattern; keep each service outcome tied to the unit’s job reference.
Decide which systems and customers you will support
List the equipment types and services you can deliver, including what you will refer to a specialist. Allow for access, electrical interfaces, commissioning and follow-up when estimating an installation. Maintenance work also needs a reliable way to identify the same unit at the next visit.
Separate the person’s refrigerant permission from the business’s
Check ARC’s refrigerant handling licence types for the activities the technician will perform and its trading authorisation requirements for acquiring, possessing or disposing of regulated refrigerant. Also check the trade and contracting permissions in your jurisdiction. Do not treat one licence as permission for every HVAC task.
Sources: ARC refrigerant handling licences · ARC refrigerant trading authorisations · Find licences by activity and location
Make the business setup match the work you will sell
Use the Australian Government startup guide to work through structure, registrations, tax and insurance with the advisers you need. Check licences by activity and location through ABLIS and the relevant regulator. A business registration does not itself authorise regulated trade work.
Sources: Australian Government business startup guide · Find licences by activity and location
Build the budget around an actual installation or service
Obtain current quotes for instruments, recovery equipment where relevant, transport, consumables, stock and insurance. Include supplier lead times and the period before the customer pays. Estimate quoting, travel and return visits alongside delivery time; avoid borrowing a universal startup-cost figure.
Rehearse a handover with an equipment identity
Illustrative case: quote a split-system replacement, record the agreed model and installation scope, retain commissioning and required records, then hand the customer the next service recommendation. A later service should refer to that equipment, not an ambiguous “air conditioner” at the property.
Keep maintenance and billing separate but connected
Record the visit result and follow-up action before preparing the invoice. In AxiomBlue, Basic and Professional include the asset register. Professional adds recurring job series, crew management and specialist records; Free is for limited core jobs and individual scheduling. Inspect the specific equipment and record workflow you need in the demo rather than assuming software establishes compliance.
Common questions
Questions about this process
Does a refrigerant handling licence cover the business too?
ARC publishes separate handling licence and trading authorisation requirements. Check which apply to the individual’s activities and the business, alongside local trade requirements.
Put it to work
Your practical checklist
- Define the equipment and services you will support.
- Confirm technician, business and local permissions.
- Budget the relevant tools, stock and supplier timing.
- Identify equipment consistently from install to service.
- Review the completed work and billing separately.
See the records in Axiom Blue
Try the workflow with a familiar job.
Features and usage limits vary by plan. Review the tools relevant to your process before choosing your setup.