HVAC

HVAC project management software

HVAC projects need more coordination than a one-off service call: quote visits, approvals, access, install stages, customer updates, and final invoicing. Sophiie keeps the communication and job workflow organised.

Learn more about Sophiie's AI office manager.

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HVAC technician servicing an outdoor condenser unit on site

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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

Project intake and qualification

Capture replacement, retrofit, ducted, split, commercial, or maintenance-project details with photos, plans, contacts, and timing needs.

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

Staged scheduling

Book quote visits, site assessments, install days, callbacks, and follow-up tasks using calendar and assignment rules.

Australian tradesperson crouching by a glass door using a phone on speaker

Project notes and files

Keep access notes, photos, customer messages, quote scope, assigned staff, and status updates in the job history.

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

Proposal and approval follow-up

Create branded quotes or proposals, track status, and send reminders while customers review options.

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

Invoice and closeout workflow

Generate invoices, sync to Xero where connected, track payment status, and schedule final follow-up.

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

Define project stages
Set stages for enquiry, assessment, proposal, approval, scheduling, install, invoice, and follow-up.
Capture complete project context
Sophiie records property details, photos, access, stakeholders, timing, and customer expectations.
Schedule and assign work
Use job manager and calendar rules for site visits, installation stages, callbacks, and reminders.
Close the project cleanly
Quotes, invoices, payment reminders, and customer communication stay tied to the project record.

HVAC projects need coordination, not just a calendar slot

An install or retrofit project can include assessment, proposal, approval, material checks, access coordination, staged work, final invoice, and maintenance follow-up.

Sophiie helps manage the communication and admin around those stages so the customer and team know what happens next.

Project context in one record

Instead of spreading project notes across emails, calls, texts, and quote documents, Sophiie keeps the timeline together. The office can see who called, what was promised, what was quoted, what is scheduled, and what still needs follow-up.

That is especially useful when multiple people touch the same HVAC project.