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HVAC
HVAC CRM
HVAC relationships are long-term: a breakdown today, maintenance next season, replacement later. Sophiie keeps the customer, system notes, job history, and follow-ups in one place.
Learn more about Sophiie's job management software.
CRM for HVAC customer history
A practical record for service customers, maintenance plans, install leads, landlords, and commercial contacts.
01
Customer and site profiles
Store contact details, addresses, preferred channels, site notes, equipment notes, access details, and communication preferences.
02
Full communication timeline
Calls, summaries, transcripts, SMS, emails, chat, webforms, notes, and reminders can stay in one record.
03
Job and maintenance history
See past service calls, upcoming appointments, assigned technicians, status updates, photos, invoices, and quote history.
04
Follow-up reminders
Set reminders for maintenance, quote follow-up, warranty check-ins, callback promises, and overdue invoice contact.
05
Contact from the dashboard
Call, text, or email customers from Sophiie and keep the conversation attached to the CRM timeline.
How it works
Set up Sophiie once, then let the work flow
Build customer records
Import existing contacts or let Sophiie create records as customers call, email, text, chat, or submit webforms.
Add site and system detail
Record equipment notes, service history, access instructions, property type, and preferred communication.
Connect jobs and invoices
Bookings, job notes, quote status, invoice status, and payment reminders stay visible from the same profile.
Use reminders for retention
Create follow-ups for seasonal maintenance, quote decisions, warranty checks, and customer updates.
HVAC CRM should remember more than the customer name
A useful HVAC CRM needs to remember the site: the unit type, the access problem, the last service, the customer who prefers SMS updates, the landlord contact, and the quote that needs follow-up.
Sophiie keeps that context visible so every new call does not start from scratch.
Better service from better history
When a customer calls about the same system six months later, your office can see the earlier call summary, job notes, invoice, and technician comments. That makes the conversation faster and more professional.
For maintenance plans, the CRM record also gives your team a place to set reminders and keep future work moving.
CRM details HVAC teams use
- System and site notes.
- Past jobs, upcoming bookings, and assigned technicians.
- Call summaries, messages, and customer preferences.
- Quote and invoice history with follow-up reminders.
Services & features
Related Sophiie services for HVAC
6 services
AI 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 SoftwareAI Email Responder for HVAC
Sophiie helps hvac manage email enquiries, draft replies from approved knowledge, ask for missing details, and keep threads organised.
Learn more about AI Email Responder for HVAC
Other businesses we serve
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. You can add notes about equipment, access, past work, customer preferences, and job history to the customer or job record.
Yes. Sophiie's CRM can show job history and upcoming appointments for each customer.
Yes. You can set reminders for maintenance, quote follow-up, callbacks, and invoice follow-up.
Yes. Calls, emails, texts, chats, notes, summaries, and history can be stored in the customer timeline.
Keep every HVAC customer history close
Use Sophiie CRM to see the customer, site, system notes, jobs, quotes, invoices, and next follow-up in one timeline.