HVAC

HVAC invoice software

HVAC invoicing should connect to the service call, install quote, maintenance visit, or project milestone it came from. Sophiie keeps invoice creation, Xero sync, and payment reminders tied to the job record.

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

Branded invoice generation

Create invoices with logo, accent colour, line items, tax rates, invoice numbers, payment terms, and footer messages.

Australian tradesperson with a tool belt standing in a doorway taking a phone call

Invoices from jobs and quotes

Use completed job details or approved quote scope to populate invoice line items with less re-entry.

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Xero sync

Sophiie can push invoices into Xero and pull payment status back into the dashboard.

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

Payment tracking and reminders

See invoice status and let Sophiie send friendly reminders when due dates pass.

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

Flexible billing scenarios

Support call-outs, repairs, maintenance, fixed-fee work, hourly rates, progress billing, and recurring arrangements based on your settings.

Australian tradesperson in hi-vis taking a phone call beside a brick wall

How it works

Set up Sophiie once, then let the work flow

Set invoice rules
Configure branding, tax, numbering, terms, reminders, and Xero connection.
Connect invoices to work
Use job records, service notes, and quote details as the starting point for each invoice.
Send and track
Send invoices by email or SMS, then track paid, pending, and overdue statuses.
Follow up automatically
Sophiie sends payment reminders according to your schedule.

Invoice software should connect to the HVAC job

A good invoice is not just a bill. It reflects the job: call-out, diagnosis, labour, part, maintenance item, quote approval, tax, and payment terms.

Sophiie keeps the invoice close to the job record so billing is faster and easier to explain if the customer asks questions.

From job completion to payment visibility

Once the invoice is sent, Sophiie can sync it to Xero and track whether it is paid, pending, or overdue. If payment slips, reminders can go out automatically.

That helps HVAC offices stay current during busy periods when invoicing often falls behind the work.