HVAC

AI invoicing software for HVAC specialists

Sophiie helps create professional invoices with call-out fees, diagnostic labour, replacement parts, refrigerant notes where relevant, GST, and payment terms, syncs with Xero, and follows up overdue bills without extra admin.

Learn more about Sophiie's job management software.

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Missed call from Sarah ChenNew booking confirmed for 1pmVoicemail transcribedWebsite form: bathroom downlightsInvoice #1042 marked paidDeposit received from Amy WuText reply sent to Toby Mercer

Quote request: switchboard upgradeText: are you free Thursday?After-hours call answeredFollow-up sent to Raj PatelCallback scheduled for 9amMissed call returned in 30sAppointment reminder sent

Emma Davies: power out in kitchenNew job card createdMarco Reyes: needs a quoteReminder sent to Tom BradleyPriya Sharma: hot water faultQuote approved: $2,400Review request sent to Dana Lee

Creates invoices from real job details

Turn the completed HVAC job record into a clean invoice with call-out fees, diagnostic labour, replacement parts, refrigerant notes where relevant, GST, and payment terms.

Australian tradesperson standing in a doorway reading a message on a phone

Voice invoicing from the field

Dictate the customer, line items, and amounts while the HVAC job is fresh, then review the invoice before it is sent.

Australian tradesperson crouching in a doorway on site using a smartphone

Handles GST, payment terms, numbering, and branding

Set invoice numbering, payment terms, footer notes, logo, accent colour, GST, and line-item defaults to match your HVAC team.

Australian tradesperson taking a phone call while crouched beside a glass door on site

Syncs invoices and status with Xero

When connected, Sophiie can push HVAC invoices to Xero and pull payment status back into the dashboard.

Australian tradesperson on a phone call while crouched at the entry of a house

Follow-up on overdue invoices

Automated reminders follow your timing rules so late HVAC payments get a professional nudge without awkward manual calls.

Smiling Australian tradesperson speaking on a phone while fitting a sliding window

How it works

Set up Sophiie once, then let the work flow

Set invoice defaults
Add logo, ABN details, GST settings, numbering, payment terms, footer notes, and Xero connection if you use it for HVAC work.
Create the invoice from the job
Add call-out fees, diagnostic labour, replacement parts, refrigerant notes where relevant, GST, and payment terms from the completed work while the details are still fresh.
Review, send, and sync
Check the HVAC line items, send the invoice, and let Sophiie keep Xero and payment status aligned where connected.
Let reminders handle follow-up
Set reminder timing so overdue HVAC invoices get consistent, polite follow-up.

HVAC invoicing gets harder the longer it waits

Call-out fees, diagnostic labour, replacement parts, refrigerant notes where relevant, GST, and payment terms are easier to record when the job has just finished. Waiting until night or the end of the week creates missed line items, vague notes, and slower payment for HVAC work.

Sophiie helps create branded HVAC invoices, use voice invoicing for first drafts, add GST and terms, sync to Xero, and follow up overdue bills.

Fast invoicing still needs a review step

The AI can speed up an HVAC invoice draft, but your team should still check line items, totals, customer notes, and special terms before sending anything that affects payment.

Services & features