HVAC

HVAC management software

HVAC management is a constant balance of urgent work, planned maintenance, install sales, technician schedules, and payment follow-up. Sophiie keeps the office workflow connected around every customer and job.

Learn more about Sophiie's AI office manager.

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Speak to Sophiie

A live demo call from Sophiie. Two minutes, no sales pitch.

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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

Intake and triage

Sophiie answers calls and messages, captures system issues, urgency, site details, photos, and customer availability.

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

Scheduling and dispatch

Book appointments, assign technicians, route urgent calls, create callbacks, and update schedules based on your rules.

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Job manager

Track each job with status, notes, photos, assigned staff, scheduled date, history, and customer updates.

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

CRM and retention

Keep equipment notes, service history, maintenance reminders, quote follow-up, and communication history in one timeline.

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

Quotes and invoicing

Create quotes and invoices, sync invoices to Xero, track payment status, and automate overdue reminders.

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

How it works

Set up Sophiie once, then let the work flow

Configure HVAC operations
Set services, booking types, technician rules, emergency paths, customer questions, invoice settings, and follow-up timing.
Centralise communication
Calls, texts, emails, chat, and forms become structured records in Sophiie.
Manage jobs through status
Track each HVAC request from lead to booking, assignment, work completed, invoice, and follow-up.
Use reminders to protect revenue
Sophiie keeps maintenance follow-ups, quote reminders, customer updates, and invoice reminders visible.

HVAC management means connecting front office and field work

A call becomes a job. A job becomes a quote or invoice. A maintenance visit becomes a reminder for next season. If those pieces sit in separate systems, the business loses visibility.

Sophiie keeps the operational flow connected so managers can see what was captured, booked, assigned, quoted, invoiced, and followed up.

Control the exceptions

HVAC work is full of exceptions: urgent breakdowns, missed parts, reschedules, unclear symptoms, install delays, and customers waiting on quotes. Sophiie helps turn those exceptions into recorded tasks instead of loose messages.

That gives the team a more reliable way to keep customers informed and jobs moving.