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HVAC
HVAC business software
HVAC businesses live with seasonal pressure, urgent calls, install pipelines, maintenance customers, and billing follow-up. Sophiie gives the front office one workflow to keep that work moving.
Learn more about Sophiie's AI office manager.
A connected AI office for HVAC contractors
Sophiie handles customer communication and admin from first call to invoice.
01
Answer and qualify HVAC enquiries
Sophiie answers calls, chats, emails, texts, and forms, then captures system type, symptom, urgency, address, and customer needs.
02
Book and schedule work
Use connected calendars and assignment rules for service calls, maintenance appointments, quote visits, installs, and callbacks.
03
CRM and field job history
Customer records can hold past work, upcoming jobs, notes, photos, call summaries, invoices, and follow-up reminders.
04
Quotes, proposals, and invoices
Create branded quotes and invoices, track quote status, sync invoices to Xero, and follow up overdue payments.
05
Smart transfers and escalation
Urgent calls can route to on-call staff with context, while routine work goes to booking or callback workflows.
How it works
Set up Sophiie once, then let the work flow
Train the HVAC office workflow
Add services, service areas, emergency rules, maintenance plans, quote terms, invoice settings, and FAQs.
Connect channels and calendars
Bring phone, SMS, email, web chat, webform, Google Calendar, Outlook, and relevant integrations into Sophiie.
Operate from one timeline
Each customer and job can carry calls, bookings, notes, quotes, invoices, reminders, and status changes.
Review and refine
Adjust scripts, tags, booking rules, transfer paths, and follow-up timing as the business changes.
HVAC business software needs to handle urgency and routine
HVAC companies handle two very different rhythms: urgent breakdowns and planned work. The same office might be answering no-cooling calls, booking maintenance, scheduling an install quote, and chasing an overdue invoice.
Sophiie connects those workflows so the front office is not switching between voicemail, calendars, spreadsheets, quote documents, and accounting reminders.
One customer record across the lifecycle
A customer might start as a breakdown call, become a repair job, later request a replacement quote, then move into recurring maintenance. Sophiie keeps that relationship visible.
Calls, notes, bookings, quotes, job status, invoices, and reminders stay in the same timeline, giving the office and technicians more context.
What it helps HVAC owners control
- Missed calls and after-hours leads.
- Technician schedules and booking rules.
- Quote follow-up for installs and replacements.
- Invoices, Xero sync, and overdue reminders.
Services & features
Related Sophiie services for HVAC
6 services
HVAC CRM
Keep HVAC customer details, system notes, job history, calls, messages, quotes, invoices, reminders, and maintenance follow-ups in one CRM.
Learn more about HVAC CRMAI Invoicing for HVAC
Create branded HVAC invoices, add GST and line items, sync to Xero, track payment status, and send overdue reminders with Sophiie.
Learn more about AI Invoicing for HVACJobs Manager for HVAC
Track HVAC jobs, status, schedules, staff assignments, notes, photos, reminders, and customer updates in Sophiie.
Learn more about Jobs Manager for HVACSmart Scheduling for HVAC
Sophiie checks calendars, applies booking rules, assigns the right technician, and manages HVAC appointments, reschedules, and reminders.
Learn more about Smart Scheduling for HVACAI Quoting for HVAC
Create branded HVAC quotes from your service list, captured scope, pricing, GST, and terms, then follow up and convert accepted work.
Learn more about AI Quoting for HVACHVAC Inventory Management Software
Organise HVAC parts requests, job material notes, photos, supplier follow-ups, quote handoffs, and customer updates around your existing stock process.
Learn more about HVAC Inventory Management Software
Other businesses we serve
Whichever trade you're in, learn more about Sophiie's software for tradies.
Electricians
Calls, quotes and scheduling on autopilot.
Plumbers
Emergency and routine calls, handled 24/7.
Landscapers
Quotes and site visits locked in fast.
Carpenters
Inquiries and jobs booked while you build.
Cleaners
Recurring and one-off bookings, all handled.
Fire services
Compliance visits and callouts, booked for you.
Flooring
Quotes and installs booked while you lay.
Painters
Quotes and bookings sorted while you paint.
Handymen
Every small job captured and scheduled.
Plasterers
Inquiries answered while you're on the trowel.
Pool care
Regular services and callouts, scheduled.
Fencing
Site visits and quotes locked in fast.
Concreters
Pour dates and quotes, no phone tag.
Roofers
Urgent leak calls answered around the clock.
Bricklayers
Quotes and schedules handled between lays.
Arborists
Tree work quoted and booked while you climb.
Builders
Calls and job admin handled at every stage.
Frequently asked questions
Yes. Sophiie can answer concurrent calls, capture details, book appointments, and route urgent requests.
Yes. You can configure different paths for maintenance, repair, install quotes, projects, callbacks, and invoices.
Yes. Sophiie's invoicing feature supports Xero invoice sync and payment status visibility.
No. Sophiie manages front-office communication and job workflow around the work; technicians and specialist tools still handle technical calculations and compliance.
Run the HVAC office from one workflow
Use Sophiie to answer, qualify, book, route, quote, invoice, and follow up across service and install work.