Can Sophiie track labour and parts on invoices?

Yes. Sophiie invoices can include itemised line items, tax rates, totals, and terms.

Can quote details carry into the job?

Yes. Approved quotes can convert into scheduled jobs with quote details attached.

Can Sophiie help identify unpaid work?

Yes. Invoice status and overdue reminders help show which completed work still needs payment follow-up.

HVAC

HVAC job costing software

Job costing is only useful when the job record is complete. Sophiie helps capture the call, quote, notes, line items, invoice, and payment status so HVAC teams have cleaner information to review.

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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

Job details captured from intake

Calls, forms, photos, symptoms, access notes, and urgency details are stored with the job from the start.

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

Quote and scope visibility

Saved services, quantities, rates, terms, and accepted quote details stay attached to the scheduled job.

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Invoice line items and status

Invoices can include labour, parts, tax, terms, and payment details, then sync to Xero where connected.

Australian tradesperson sitting in a ute taking a phone call

Notes for variations and extras

Technicians and office staff can record extras, photos, callbacks, and changes that affect the final invoice.

Australian tradesperson leaning against a ute answering a phone call on site

Customer and payment history

The CRM timeline keeps job communication, invoice status, reminders, and past work visible for review.

Australian tradesperson crouching in a doorway on site using a smartphone

How it works

Set up Sophiie once, then let the work flow

Define what to capture
Train Sophiie to ask for job type, symptom, parts clues, photos, quote requirements, and completion notes.
Build quote and job records
Use saved services and quote details so the accepted scope is visible before the job starts.
Invoice from the completed job
Create invoices with the line items, labour, materials, and terms that reflect the work completed.
Review the history
Use the job record, quote, invoice, and notes as cleaner inputs for your own costing review.

Costing starts with the job story

HVAC job costing is hard when the original quote, technician notes, materials, extras, and invoice are disconnected. The review starts with detective work instead of numbers.

Sophiie helps keep the job story together. It captures the enquiry, keeps quote scope visible, records notes and changes, and supports invoices with clear line items.

A practical role for Sophiie

Sophiie should not be positioned as a complete accounting or cost-control suite. The accurate value is workflow quality: cleaner records going into invoices and better visibility around status and follow-up.

That gives owners and managers a more reliable basis for reviewing whether jobs were quoted, executed, and billed properly.