Heating & Cooling Support for Property Managers
A practical work-order workflow for rental heating and cooling service, repairs and replacement quotes, with tenant access coordination, approval limits, reports and multiple-property support.
Prefer to email it from your own inbox? Send work orders to services@coolcare.com.au.
Minimum work-order details
- Agency / property manager name
- Property address
- Tenant name and phone number
- Issue description
- Work-order / reference number
- Spending approval limit, if applicable
Written authority first, then Coolcare coordinates the job.
Send written work order
Coolcare does not attend a property-managed job without formal written work-order or email authorisation.
Tenant access coordination
Coolcare contacts the tenant directly for appointment/access coordination. The work-order sender remains the primary job contact.
Approval-controlled work
Work can proceed within the nominated approval limit. Chargeable work above that limit is referred back to the property manager or agency.
Report & invoice
The property manager receives the service outcome, recommendations, photos where relevant and any further quote required.
One heating and cooling workflow across multiple properties.
Keep the agency in control of chargeable decisions.
Tenants are used for access and appointment coordination only unless the property manager instructs otherwise. Tenants do not approve additional chargeable work or scope changes.
A typical rental job report can include work completed, faults found, technician recommendations, photos where relevant, whether further quotation is required and whether the system is operational.
30-day agency terms
Real-estate agency and property-manager accounts operate on 30-day terms. Individual landlords remain on normal residential payment terms.
Vacant-property access
Agency-held keys, lockbox or another authorised access method can be used where supplied by the property manager. Authorised access is recorded.
No-access approach
Technicians normally contact the tenant before arrival. If access cannot be provided, Coolcare will generally reschedule without charging the agency, subject to unusual or repeated no-access situations.
Victorian rental requirements
Assessment and upgrade options without legal-advice claims.
Coolcare can assess existing heating and cooling systems and provide upgrade options to help property managers and landlords meet applicable Victorian rental requirements. Coolcare does not present itself as a legal adviser or guarantee compliance.
Landlord InformationUpload the written work order directly to Coolcare.
Enter the agency contact details and attach the written work order. The work order should contain the property, tenant, issue, reference and any approval-limit details Coolcare needs to action the request.