A VEEC is only as good as the paperwork behind it. When the Essential Services Commission (ESC) audits a claim, the question is whether you can show the work was eligible, done as claimed and authorised by the customer.
The core file for every claim
- Signed VEEC assignment form. The current template for the activity, completed correctly, signed by the person entitled to the discount. Using an outdated form is a common failure.
- Product evidence. Model, serial and the register entry showing it was eligible, where the activity requires it.
- Installation evidence. Dated photos of the product installed, nameplate or serial, and the location.
- Before evidence. For replacements, a photo of what was removed with its nameplate, and disposal records where required.
- Invoice and co-payment record. What the customer paid, including GST treatment, and any minimum co-payment.
Activity-specific extras
- Ceiling insulation: electrical safety assessment, owner consent and ESC notification, in the timeframes the activity sets.
- Lighting: survey of existing fittings, counts and wattages.
- Project-based work: baseline and post-upgrade measurement data.
- Appliances: the product on the register at the date of sale.
The activity guide is the authority. Download the current version each time, because guides are re-issued.
Why photos matter
Photos answer questions a form cannot: was it the right product, was it installed at that address, was the old unit actually there. Aim for clear, dated images with the key detail legible. A photo of a nameplate you cannot read has no value.
Retention
The ESC expects accredited persons to keep records for six years. That is longer than the cycle of most jobs, so store files in a system you can search by address and date, not on a phone.
What this means for installers
- Build the evidence list into the job card so the crew cannot close a job without it.
- Review a sample of files each month before the ESC does.
- If you work under someone else’s accreditation, agree who holds the records and how you get access during an audit.
- Learn from audits. What the ESC checks shows what examiners look at.
Selling the certificates
Clean files mean clean parcels, which settle faster. For the whole path see how VEECs work and the VEEC trading pillar. Our compliance desk pre-checks claims, the rate is on /pricing/, and you can start trading.
Always verify current requirements with the ESC before relying on this summary.