ServiceM8 form
ServiceM8 air conditioner service report for split and ducted systems
This ServiceM8 Form is a service report for split and ducted air conditioners. It records filters, coils, drains, refrigerant pressures and supply and return air temperatures, plus the refrigerant added or recovered, the technician's refrigerant handling licence number and your business's refrigerant trading authorisation number, which ARC conditions require on invoices and quotes.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
Free form
Air conditioner service report form for hvac
A customer service report PDF in the job diary, with the refrigerant quantities and licence numbers your quarterly RTA records are built from.
The form: 30 questions
| Section | Question | Type | Req. | Notes |
|---|---|---|---|---|
| System | System type | Choice Wall split / Multi head split / Ducted / Cassette / Floor or ceiling console | Yes | Controls which inspection questions show. |
| System | Indoor unit make, model and serial | Text | Yes | |
| System | Outdoor unit make, model and serial | Text | Yes | |
| System | Rated cooling capacity in kW | Number | ||
| System | Refrigerant type | Choice R32 / R410A / R22 / Other | Yes | From the outdoor unit plate. |
| System | Photo of outdoor unit rating plate | Photo | Yes | |
| Indoor | Filters | Choice Cleaned / Replaced / Not required | Yes | |
| Indoor | Photo of filters before service | Photo | ||
| Indoor | Indoor coil | Choice Cleaned / Chemical cleaned / Inspected, clean / Needs deep clean, quoted | Yes | |
| Indoor | Condensate drain and pan | Choice Flushed and flowing / Blocked, cleared / Leaking, needs repair | Yes | |
| Indoor | Return air grille and duct connections | Choice OK / Needs attention / Not applicable, split system | Ducted only. Skipped for splits. | |
| Indoor | Zone dampers operating | Choice All zones OK / Fault found / Not applicable | Ducted only. | |
| Outdoor | Outdoor coil | Choice Cleaned / Inspected, clean / Damaged fins | Yes | |
| Outdoor | Electrical connections and isolator | Choice Checked, tight / Fault found | Yes | |
| Readings | Suction pressure in kPa | Number | ||
| Readings | Discharge pressure in kPa | Number | ||
| Readings | Return air temperature in degrees C | Number | Yes | |
| Readings | Supply air temperature in degrees C | Number | Yes | |
| Readings | Temperature difference in degrees C | Number | Yes | Return minus supply. Entered by hand; forms do not calculate. |
| Readings | Compressor running current in amps | Number | ||
| Refrigerant | Leak check method | Choice Electronic detector / Bubble test / Not performed | Yes | |
| Refrigerant | Refrigerant added in kg | Number | Yes | Enter 0 if none. Feeds your quarterly RTA records. |
| Refrigerant | Refrigerant recovered in kg | Number | Yes | Enter 0 if none. |
| Refrigerant | Recovery cylinder number | Text | ||
| Technician | Technician name | Text | Yes | |
| Technician | Refrigerant handling licence type | Choice RAC01 full / RSS03 split install and decommission / Trainee / Other | Yes | |
| Technician | Refrigerant handling licence number | Text | Yes | |
| Outcome | Further work recommended | Choice No / Yes | Yes | Yes triggers the follow up automation. |
| Outcome | Recommendations for the customer | Text (Multi-line) | ||
| Outcome | Customer signature | Signature |
Set it up in ServiceM8
- Create the form under Settings > Forms > Add Form and call it Air conditioner service report.
- Add the questions above in order; write units as words in question names, since ServiceM8 warns symbols can break the PDF.
- Add Skip Question If conditions so the return air grille and zone damper questions are skipped unless System type equals Ducted.
- Put your RTA number in the report template footer and on your invoice and quote templates, where ARC conditions require it.
- Turn on the Automation add-on and create a Form Inbox Follow Up for this form, triggered when Further work recommended equals Yes.
- If you service the same units every year, add them as assets and link the form, so the next technician sees last visit's pressures and temperatures.
- Run it on one split and one ducted job, and check that the refrigerant quantities are easy to pull out for your quarterly records.
The refrigerant fields are the ones that matter to a regulator
Most of an air conditioner service is about comfort and running cost: clean filters, clear drains, coils that move heat. The part a regulator cares about is the refrigerant. Handling refrigerant in Australia needs a refrigerant handling licence issued by the Australian Refrigeration Council (ARC), and a business that buys or holds refrigerant needs a refrigerant trading authorisation (RTA). The RTA's conditions, set by regulation 141 of the Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995, are what shape this form.
Those conditions require the holder to keep up to date records of refrigerant bought, recovered, sold and otherwise disposed of each quarter; to keep, each quarter, the name and licence number of every licensee who handles the business's refrigerant; and to send copies of records within 14 days of a written request. They also require the RTA number on invoices, receipts and quotes for work done under it. A service report that captures kilograms added and recovered, the refrigerant type and the technician's licence number on every job gives you the raw material for those quarterly records.
Check the licence covers the work
Not every licence covers servicing. ARC's full refrigeration and air conditioning licence (RAC01) covers work on air conditioning and refrigeration equipment generally. The restricted split system licence (RSS03) lists installing and decommissioning single head split systems, 2 part hot water heat pumps and 2 part pool heat pumps under 18 kW. It does not list servicing. The form asks for the licence type as well as the number, so the office can spot a job booked to a technician whose licence does not fit it.
Split or ducted changes what gets inspected
The first question is the system type, and the form skips what does not apply. A wall split has a washable filter in the head and a short condensate line; a ducted system has a return air filter grille, a ceiling unit, a drain pan and zone dampers. Both get the same pressure and temperature readings, taken as numbers so the next visit can compare. The difference between return and supply air temperature is entered by the technician, because ServiceM8 forms do not calculate one answer from another.
Turning the report into the next job
A service report often ends with a recommendation: a drain pump on its way out, a slow leak, a compressor drawing high current. ServiceM8's Form Follow Up Automation can watch a question such as Further work recommended and drop a message into your Inbox, ready to convert into a quote. Set that up and nothing a technician writes on site gets lost between the van and the office.
What this form will not do
- The form holds per job refrigerant quantities. Adding them up for each quarter is a separate report or export; ServiceM8's forms help does not describe totalling answers across jobs.
- Refrigerant purchases and cylinder leak checks are business level RTA records, not job records, so they are kept outside this form.
- Pressure and temperature targets depend on the unit and conditions. Use the manufacturer's service data.
- Refrigerant and electrical work each need the right licence. The form records licences; it does not check them.
Sources
- The conditions of a Refrigerant Trading Authorisation are set by regulation 141 of the Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995, including keeping up to date records of refrigerant bought, recovered, sold and otherwise disposed of each quarter, and sending copies within 14 days of a written request. Australian Refrigeration Council, Conditions of Authorisation, checked 25 Sep 2026.
- RTA holders must keep quarterly records of each licensee who handles refrigerant in their possession, with the licensee's name and licence number, and include the authorisation number on advertising and on invoices, receipts and quotes for work carried out under the authorisation. Australian Refrigeration Council, Conditions of Authorisation, checked 25 Sep 2026.
- RAC01 is the full refrigeration and air conditioning licence; RSS03, the restricted heat pump split system licence, covers handling refrigerant to install and decommission single head split systems, 2 part hot water heat pumps and 2 part swimming pool heat pumps under 18 kW. Australian Refrigeration Council, Licence Types, checked 25 Sep 2026.
- ServiceM8 Form Follow Up Automation creates an Inbox message, ready to convert to a job, when form answers meet up to three conditions; it needs the Automation and Forms add-ons. ServiceM8 Help Center, checked 25 Sep 2026.
- ServiceM8 Forms support Skip Question If conditions that skip a question based on an earlier answer, and a Number question type for digits. ServiceM8 Help Center, checked 25 Sep 2026.