Summary

Coolair, a provider of high-quality refrigeration and air conditioning services, invested in WorkPal to streamline its business operations and improve efficiency.

Established in 1990 by Gary Rodger, Coolair has a specialist team of engineers and project managers working across both the public and private sectors. The business delivers tailored air conditioning solutions at competitive prices and operates nationwide.

With a large team of engineers working remotely, Coolair implemented WorkPal to improve job reporting, reduce downtime and speed up invoicing.

Challenge

With engineers working across the country, providing detailed job reports from remote locations was a key priority.

“Having to bring our engineers back to the office on a daily basis to complete job reports was leading to increased downtime.”

Requiring engineers to return to the office created:

  • Unnecessary travel time
  • Reduced time on-site completing jobs
  • Delays in processing job reports

As a result, this impacted productivity across the business.

In addition, invoicing created further challenges.

“If all the engineers come in at the same time then that’s a bulk of jobs for the accounts team to begin invoicing at once. An example would be if we complete a job and then didn’t see that engineer for a week, that’s one week before one job can be invoiced. So if that engineer completed 10 jobs in that week you can see how this mounts up. Multiply that by a team of 5 engineers and it soon adds up.”

This delay created:

  • A backlog of invoices
  • Increased pressure on accounts teams
  • Slower cash flow

Solution

Coolair implemented WorkPal to digitise reporting, streamline scheduling and improve invoicing.

Engineers can now complete job reports directly on-site, removing the need to return to the office.

WorkPal’s on-the-job reporting features allow engineers to:

  • Complete reports in real time
  • Upload images to show specific aspects of work
  • Provide a more detailed and accurate overview of completed jobs

As a result, reports are processed instantly and with greater accuracy.

WorkPal also improves invoicing by allowing invoices to be generated and sent directly to customers as soon as a job is completed. This removes delays and reduces duplication for the accounts team.

In addition, WorkPal provides:

  • Drag-and-drop scheduling for easy job allocation
  • A job numbering system for tracking and searching jobs
  • Real-time job visibility for both office staff and customers

“Being able to see live updates for customers on job status has really helped us with planning.”

All job data, including resources and customer sign-off, is stored securely and can be accessed instantly, making future quoting faster and more reliable.

Results

Since implementing WorkPal, Coolair has significantly improved efficiency across its operations.

Key outcomes include:

  • Engineers no longer need to return to the office to complete reports
  • Faster and more accurate job reporting
  • Improved scheduling and job tracking
  • Faster payments and improved cash flow

WorkPal has also improved stock and materials management. Engineers now have full visibility of:

  • Parts required for each job
  • Materials already ordered
  • Available stock

This helps streamline ordering and reduces excess stock being held unnecessarily.

In addition, WorkPal has improved overall operational performance.

“HVAC management software has enabled us to improve the time engineers spend on site and reduce their time spent in the office. This means we have been able to improve customer relations by completing jobs more efficiently and generating detailed reports including pictures, materials and specific works carried out. Being able to look up reports instantly on the WorkPal customer portal instead of going into the paper archive creates much more streamlined business operations.”

As a result, Coolair now operates with greater visibility, improved efficiency and stronger control across all jobs.

Client Testimonial

“We have a system in place that has worked for 29 years. WorkPal has simply enabled us to bring this system into a digital, easily accessible platform.”