Plumbing software for Australian plumbers

The work a plumbing business actually runs

A typical week mixes three kinds of job, and each moves at a different speed. A burst flexi hose or a blocked sewer has to be on the road within the hour. A hot water replacement or a bathroom rough-in needs a quote, a decision and sometimes a deposit before parts are ordered. Backflow tests, thermostatic mixing valve services and strata maintenance come back on a schedule and just need to happen without anyone chasing them.

In Karya Falak all three sit on one Jobs board. A new trades business starts with New enquiry, Quoted, Booked, In progress, Invoiced and Paid, and you can rename or add columns at any time.

• Every job card has a Job type field: Repair, Installation, Maintenance, Inspection or Emergency. Mark callouts urgent and the board’s Urgent filter shows them on their own.
• Each card keeps the customer, the site address, the messages, the quote, the visits, the photos and the invoice together.

Emergency callouts, from first message to a plumber on the way

When a customer fills in your web form or emails about water through the ceiling, the conversation becomes a card on your Incoming board straight away. Many customers would rather send a photo of the leak. WhatsApp and SMS land in the same shared inbox, and photos sent that way stay on the card too.

Automations can mark a message urgent, add a label and assign it to the plumber you choose. Response targets count business hours only, so an after-hours enquiry doesn’t show as overdue before you open on Monday. When you book the visit, the Calendar warns you if that plumber is on leave, already booked or it’s a public holiday in your state.

When your plumber taps On my way, the customer gets a message from your business with an arrival time and Running late sends a new one. Keep your call-out fee in the price book as its own item so it is never left off the invoice.

Quoting hot water systems and bigger jobs

Hot water customers want to compare a like-for-like electric replacement with gas continuous flow or a heat pump, and they want the answer today. Build the quote from your price book, where items and kits carry your cost and margin. Set up a standard storage replacement kit once, with the unit, valves, tempering valve, fittings, labour and disposal, then add it in a few keystrokes.

The quote goes as a link. The customer ticks optional extras, such as a heat pump upgrade, signs with a finger and accepts online, or asks for changes so you send a revision. Once set up, they can pay a deposit on acceptance, so you are not ordering a unit for someone who goes quiet.

Quote templates keep repeat jobs consistent, a reminder goes out before a quote expires, and materials can be priced at cost plus markup. See the plumber quote template and quote vs estimate.

Yearly backflow tests and other repeat work

Repeat compliance work is steady income that is easy to forget. Sydney Water, for example, tells plumbers that customers must have testable backflow devices tested every year (checked 30 October 2026). Health and aged care clients often want mixing valves serviced on a set cycle too.

A visit can repeat every set number of weeks or months, up to every 12 months, so an annual backflow test or a six-monthly valve service sits on the Calendar, made 12 weeks ahead. Invoice each visit on its own, or give a commercial client one monthly invoice.

Set a job form with number, yes/no and photo questions to attach itself to every visit of an Inspection job. Mark the readings as required and the plumber can’t finish the visit until they are filled in. Karya Falak doesn’t lodge the report with your water authority, but the readings and photos are on the job when you do.

On site with the Field app

The Field app shows each plumber today’s visits in order, with gate codes and notes about the dog. It keeps working with no signal in a basement plant room. They take before and after photos, tick the job form and get the customer’s signature to finish.

Arrival and departure times can become labour lines on the invoice. Field members are A$9 a month each and see only their own jobs. The Field app runs on iPhone and Android. Field members work in the app only; people in the office can also use Karya Falak in a phone browser.

Tax invoices, GST and getting paid

Invoices follow ATO tax invoice rules: "Tax invoice" if you are registered for GST, your ABN checked and printed, and the customer’s details asked for once a sale reaches the ATO’s amount. Your PayID and BSB print with a payment slip and QR code, and you mark those payments paid yourself.

Customers can also pay by card, PayTo or direct debit through your own Stripe account. Overdue reminders go out on the days you choose. Invoices and payments sync to Xero or QuickBooks, and the GST on sales report gives you G1 and 1A for your BAS. See tax invoice requirements in Australia.

Knowing which jobs make money

Margins disappear in a second trip for a part or fittings that never made the invoice. With job costing you record expenses with a receipt photo, set each person’s hourly cost, and see the profit on every job and repeating visit. The quotes won and lost report shows your win rate and why customers said no, a fair test of your hot water pricing.

What Karya Falak doesn’t do for plumbers

It doesn’t track the stock on your van, plan the order of your drive, or lodge compliance certificates with your state regulator. Pay runs stay in Xero or QuickBooks. If you are moving from ServiceM8, Tradify, Fergus, Jobber or simPRO, import your customers, materials and jobs from their export files. Every row is previewed before anything changes, and an import can be undone for seven days.