HVAC contractor tool & equipment tracking software
Track tools, refrigerant handling equipment and vehicles across installation and service jobs. Compliance, calibration and maintenance in one platform, so you know who has what, what’s due and what’s job-ready.
Trusted by construction, mining and field service teams
32+ verified reviews on G2 & Capterra
What we track
Every asset type across your HVAC operation
MapTrack is built for the full mix of assets that move across your technician vans, depots, job sites and warehouses - from hand tools to specialist refrigerant handling equipment and fleet vehicles.
- Refrigerant recovery & charging equipment
- Vacuum pumps & manifold gauges
- Power tools (drills, saws, hole cutters)
- Ladders & access equipment
- Vans & light fleet
- Leak detectors & gas analysers
- Duct tools & sheet metal equipment
- Test and balance instruments
- Thermal imaging cameras
- Hand tools & tool kits
- Generators & site power
- Refrigerants & consumables
The challenge
The costs of poorly managed HVAC tools and equipment
HVAC tools and equipment don’t sit in one place. They move between technician vans, job sites and the depot every day. Specialist gear needs calibration, compliance must be documented, and missing tools cost money and delay jobs.
Specialist refrigerant equipment moves between jobs untracked
Recovery units, vacuum pumps and manifold gauges get loaded into whichever van is heading to the next job. Without a clear chain of custody you lose track of high-value specialist gear, and re-purchase when it can’t be found.
Compliance and refrigerant handling certifications aren’t attached to assets
Calibration certificates, refrigerant handling licences and inspection records live in filing cabinets or scattered folders. When a client or auditor asks for evidence, you’re scrambling to locate it instead of producing it instantly.
Tools go missing between vans and depots
Drills, saws, hole cutters and hand tools move between technician vans, job sites and the depot. Nobody signs them in or out. By the time you notice something's missing, there’s no trail to follow and the replacement bill stacks up.
No visibility on what’s with each technician or van
The office doesn’t know what tools and equipment each technician has on their van. When a specific piece of kit is needed for a job, you ring around or drive to the depot to check - wasting time every day.
Service due dates missed on recovery units and pumps
Vacuum pumps, recovery units and leak detectors need regular servicing and calibration. Calendar reminders get missed, and equipment that’s overdue for service goes out on jobs - risking inaccurate readings, failed work and non-compliance.
By the numbers
The real cost of untracked HVAC equipment
HVAC contractors face significant losses from untracked tools, compliance lapses, and time spent searching for equipment. The numbers make a clear case for digital tracking.
$5,200
average annual loss per HVAC technician in untracked tools, gauges, and refrigerant equipment
AU HVAC industry benchmarks
1 in 3
HVAC compliance failures involve assets with missing or overdue service records
AIRAH technical reports
4 hrs
per week per technician lost searching for manifold gauges, nitrogen kits, and recovery equipment
Field service productivity research
28%
reduction in tool replacement spend after HVAC contractors implemented QR asset tracking
MapTrack customer data
One platform
Tracking, compliance and maintenance in one system
Stop juggling spreadsheets, paper compliance folders and disconnected tools. MapTrack connects asset tracking, compliance and calibration records, and maintenance scheduling into a single platform built for HVAC teams in the field.
Tool & equipment accountability
Assign tools and specialist equipment to technicians, vans or jobs. Check-in and check-out on mobile. Run bulk QR scans and van audits so you know who has what without ringing around or checking the depot.
Explore tool & equipment accountabilityCompliance & certifications
Attach calibration certificates, refrigerant handling licences and inspection records directly to each asset. Set expiry reminders. Pre-start forms completed on mobile in the field. One place for all compliance evidence.
Explore compliance & certificationsMaintenance & servicing
Schedule servicing on recovery units, vacuum pumps, vans and all equipment. Trigger work orders from usage, inspections or calendar intervals. Keep everything serviced and ready for the next call-out.
Explore maintenance & servicingCompliance
Refrigerant compliance and calibration records, attached to every asset
Attach calibration certificates, refrigerant handling licences and inspection records directly to each piece of equipment. Set expiry reminders so nothing lapses. Pre-start forms completed on mobile in plant rooms and on rooftops - with photos - attach to the asset record with a timestamp.
- Calibration due dates with automated reminders
- Certificates and licences attached to each asset
- Pre-starts completed on mobile - works offline
- Failed items automatically trigger work orders
- Full compliance history searchable and exportable
Accountability
Know what’s in every van and on every job
QR code every tool and piece of specialist equipment. Assign assets to technicians, vans or jobs. Technicians scan to check gear in and out from the field. The office sees who has what in real time. No more ringing around to find a recovery unit or thermal camera.
- Check-in and check-out on mobile from the van or depot
- Bulk scanning for van audits and depot stocktakes
- Assign to technicians, vans or specific jobs
- GPS location for fleet vehicles where fitted
- Geofence alerts when vans leave a site boundary
Maintenance
Keep recovery units, pumps and vans serviced and ready
Schedule preventive maintenance on specialist equipment, power tools and fleet vehicles. Trigger work orders from calendar intervals, usage or failed inspections. Every service record lives alongside the asset's tracking and compliance history - so nothing falls through the cracks.
- Calendar and usage-based service triggers
- Odometer-based servicing for vans and fleet
- Work orders assigned to technicians on mobile
- Parts history and cost tracking per asset
- Overdue alerts so servicing stays current
“We finally have van-level visibility across every technician. Compliance certificates are attached to each asset, calibration due dates are tracked automatically, and we stopped losing specialist equipment between jobs. MapTrack replaced our spreadsheets and the filing cabinet.”
Service Coordinator
Australian HVAC contractor
180+
assets tracked across vans and depot
100%
compliance sorted and audit-ready
Van-level
visibility across every technician
Integrations
Fleet GPS data feeds straight into MapTrack
If your vans already have GPS tracking through Teletrac Navman or Geotab, MapTrack pulls in odometer readings and location data automatically, driving van service triggers and giving you fleet visibility without manual data entry.
- Odometer tracking for timely van and vehicle servicing
- Live GPS location and geofence alerts for your fleet
- Time-on-site data for job costing and utilisation
- Integrates alongside QR-tracked tools and equipment in one platform
Field-ready
Built for technicians, vans and customer sites
HVAC work happens at customer sites, not the office. MapTrack runs on any phone or tablet. No specialist hardware required. Scan equipment, complete maintenance forms, update service records and log refrigerant usage directly from the roof or plant room.
Offline mode means technicians can keep working in plant rooms, rooftops or basements with no signal. Data syncs automatically when back online. Unlimited users means every technician, apprentice and office staff member has access.
Offline sync
Works in plant rooms
QR scan
Any standard phone camera
Unlimited users
No per-seat charges
Track tools, vehicles and refrigerant gear across jobs
Compliance, calibration and fleet management for HVAC contractors. Keep every technician accountable without the paperwork.
- Used across Australia & New Zealand
- Per-asset pricing
- Unlimited users
Get started
How HVAC contractors get started
Most HVAC teams are tracking tools and equipment within days. Start with your existing tool register, label everything, and build accountability from the first job.
Register your tools and refrigerant equipment
Import your existing tool register or build from scratch. Add manifold gauges, recovery units, nitrogen kits, leak detectors, and service vehicles.
Label equipment and assign to technicians or vans
Print durable QR labels and link assets to individual technicians or service vehicles. Every item has a clear owner.
Schedule calibration, track service history, stay compliant
Set reminders for gauge calibration and equipment service. Log refrigerant handling records and produce inspection reports on demand.
Tool loss and missed compliance are the two biggest controllable costs for HVAC contractors
MapTrack gives your team the visibility, accountability and compliance tracking to cut both without adding admin overhead or replacing your existing fleet GPS.
Stop the loss
Tool loss and missed compliance are the two biggest controllable costs for HVAC contractors
MapTrack gives your team the visibility, accountability and compliance tracking to cut both without adding admin overhead or replacing your existing fleet GPS.
Resources for HVAC teams
Guides, calculators and pages relevant to HVAC equipment and asset management.
Calibration tracking
How to track calibration due dates, certificates and history for gauges, detectors and instruments.
Explore calibration trackingROI calculator
Calculate how much tool loss, missed compliance and downtime is costing your HVAC business each year.
Explore roi calculatorEquipment utilisation
See how often specialist equipment is being used, and where it’s sitting idle between jobs.
Explore equipment utilisationPre-start inspections
Build and run mobile pre-start forms, attached to each asset, with work orders for failed items.
Explore pre-start inspectionsCompare MapTrack
See how MapTrack compares to other asset management and CMMS platforms.
Explore compare maptrackElectrical contractors
See how MapTrack serves electrical contractors tracking test equipment and tools across jobs.
Explore electrical contractorsFree HVAC templates
Download free HVAC maintenance checklists and inspection forms for service teams.
Explore free hvac templatesOther industries we serve
- Construction
- Civil contractors
- Plumbing contractors
- Electrical contractors
- Landscaping
- Building services
- Mining and resources
- Oil and gas
- Industrial maintenance
- Facilities services
- Fleet and transport
- Government and councils
- Manufacturing
- Energy and utilities
- Infrastructure
- Healthcare
- Education
- IT assets
- Aviation
- Fire safety and protection
Purpose-built for HVAC field teams
Join HVAC contractors across Australia using MapTrack to track tools, manage compliance and keep equipment serviced, all in one platform.
Pre-start inspections · Maintenance · Asset tracking · Electrical · Compare