Calls ring out during peak
When every household wants cooling at once, your team is on the tools and the phone goes to voicemail. Homeowners in a hurry just ring the next installer on the list.
Solar AI-Q for HVAC
An HVAC CRM built for the seasonal surge
When the first heatwave hits, the phone does not stop. Solar AI-Q answers every air conditioning enquiry in seconds, books the job, chases every quote and syncs it to your job management software - so a busy week never turns into a leaking pipeline.
Built for Australian trades - 98% client retention
The problem
The surge is when you win or lose the year
Air conditioning demand swings hard with the weather. The first hot spell or cold snap floods you with enquiries, and the same office that runs fine in the quiet months simply cannot keep up. That is exactly when leads slip away.
Quotes stall in the busy weeks
You quote a ducted job, then a dozen more come in and nobody follows up. Good quotes go quiet while the customer books whoever chased them first.
Off-season goes silent
The database that could book services and upgrades in the shoulder months sits untouched. Every quiet stretch is revenue you already earned the right to.
How it works
One system across the whole job, from enquiry to referral
The Solar AI-Q platform covers every stage of an HVAC job so nothing depends on someone remembering to follow up in a flat-out week. Each package covers the stages you need.
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Lead
Every enquiry captured and answered in seconds - from your website, Google, ads and referral calls.
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Appointment
Piper and Sarah qualify the job and book the site quote straight into your calendar, by voice and text, 24/7.
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Quote
Quotes go out with e-signature documents inside the CRM, and every one is tracked so nothing goes quiet.
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Sale
Follow-up runs automatically on every open quote until you get a clear yes or no. No job left behind.
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Install
Won jobs flow into Simpro, AroFlo or ServiceM8 automatically - no re-typing between systems.
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Support
Liv answers customer questions across channels while your techs stay on site.
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Review and referral
Happy customers are asked for a review and a referral at the right moment, automatically.
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Reactivation
Maria works your past customers for services, filter changes and upgrades in the quiet months.
Built for air conditioning businesses
Handle the surge without doubling your staff
The whole point of an HVAC CRM is to make the peak feel like a normal week. Here is what that looks like day to day.
Answer every enquiry, day or night
Heat and cold do not keep business hours. Leads are answered in seconds and booked around the clock, so a 9pm enquiry is a job on the board by morning instead of a missed call.
Chase quotes without lifting a finger
Every quote gets a structured follow-up sequence by SMS and email. Split systems, ducted upgrades and maintenance plans all stay in front of the customer until they decide.
Keep the field and office in sync
One entry, everywhere updated. A booked job appears in your job management tool, your calendar and your invoicing without anyone re-keying details between apps.
Turn one hot spell into repeat work
A new install is the start of a relationship, not the end. Automated review requests and service reminders bring customers back for maintenance and upgrades season after season.
Wake up your past customers
Maria re-engages old quote lists and dormant contacts for services and system upgrades - so the quiet months still fill the calendar.
Know where the money is
Ask Sol which lead sources and which services are actually converting, in plain English, and back your marketing spend with real numbers instead of a hunch.
Not a generic CRM you have to run yourself. We build, connect and manage it for you - see the full platform.
AI agents
An AI team you hire, not another app you manage
Specialised AI agents, each with one job, trained on your services, your pricing and the way you talk to customers.
Piper
AI appointment setterAnswers every new enquiry by voice and text, 24/7, qualifies the job and books the site quote.
Core and Complete
Sarah
Outbound AI voice setterCalls new leads within moments of enquiry and books them over the phone. Included at no monthly fee, valued $1,490.
Core and Complete
Emma
AI voice receptionistAnswers your phones through the surge so no call rings out, then qualifies, routes or books the caller.
Add-on from $990
Andy
AI proposal follow-upChases open quotes that came through a connected proposal integration until they get an answer.
Complete or add-on
Liv
AI customer supportHandles customer questions across channels and hands over to your team when it matters.
Complete or add-on
Sol
Ask AI assistantAnswers your pipeline and performance questions on demand. Deeper scheduled reporting in Complete.
Core and Complete
Maria
Database reactivationRe-engages past customers and old quote lists for services and system upgrades in the off-season.
Add-on $1,490AI Note Taker
Included in every packageCaptures and summarises every call into the CRM, so nothing said on the phone gets lost.
All packagesEvery agent is set up, tuned and managed for you - the difference between SaaS and SWaS.
Integrations
Sits on top of the job management you already run
Integration first - automation second - AI on top
Keep your field service software. Solar AI-Q adds the sales engine in front of it, then syncs won jobs straight through so the office and the field always match.
- ServiceM8
- AroFlo
- Simpro
- Stripe
- Xero
ServiceM8 for smaller operators, AroFlo for growing Australian trades, Simpro for larger established operations - plus Stripe and Xero for payments and accounting. See all integrations
Proof
The same engine, proven in the field
G-Solar - Australian solar and battery installerOne client, G-Solar, cut admin work by 40-50% and grew sales 20-30% in about six months - through structured automation and integrated systems, not hype-driven tools.
40-50%
less admin work across the office
20-30%
sales growth over the same period
~6 mo
from kickoff to these results
98%
client retention across Pipereply
Results vary by business, but the pattern is consistent - answer faster, follow up harder, and the same lead flow produces more installs.
Packages
Simple packages, built and run for you
Not SaaS. SWaS - software with a service. We build it, connect it and keep improving it, so you never have to become a software company.
Core
Get live. Stop losing leads. For HVAC businesses that want response, booking and follow-up handled.
$2,500 setup
$497 per month
- Piper - AI appointment setter, voice and text, 24/7
- Sarah - outbound AI voice setter included, valued $1,490
- Sol - Ask AI on pipeline and performance
- Full CRM with two-way SMS, email, calling and e-signature quotes
- AI Note Taker on every call
- 14-day free trial, no lock-in
Complete
Sales and service automated end to end, from first enquiry to review.
$4,900 setup
$695 per month
- Everything in Core
- Andy - AI proposal follow-up on every open quote
- Liv - AI customer support across channels
- 1 job management integration (Simpro, AroFlo or ServiceM8)
- Sol - deeper scheduled reporting
- 30-day free trial, no lock-in
Enterprise
For high-volume and multi-branch operators with custom needs.
From $5,000
Custom scope and pricing - AUD ex GST
- Everything in Complete
- Custom build with data migration included
- Emma - AI voice receptionist included
- Dedicated onboarding and white-label options
All prices AUD ex GST. No lock-in contracts. Support is identical in every package - dedicated Slack channel, video and guide library, weekly group training. See full pricing and inclusions
FAQ
Questions HVAC businesses ask us
Can it really cope with a heatwave rush of enquiries?
Yes - that is exactly what it is for. Piper and Sarah answer and book every enquiry by voice and text at any hour, so a heatwave rush gets the same fast, consistent response as a quiet week. Add Emma if you want a voice receptionist answering the phones as well, so no call rings out through the surge.
Does it work with ServiceM8, AroFlo or Simpro?
Yes. Our integration hub connects ServiceM8, AroFlo and Simpro so won jobs flow from the CRM into your job management software with status sync and project updates - no re-typing. Stripe handles payments and Xero handles accounting. One entry, everywhere updated.
Why not just use the AI built into ServiceM8?
Those are single-tool assistants inside one system. Solar AI-Q is the layer that connects your lead sources, quotes, jobs and payments and works them as one pipeline. Integration first - ServiceM8 keeps doing what it does best on the job side, and the sales and follow-up engine sits across everything.
What happens in the off-season?
The quiet months are where Maria earns her keep. She re-engages past customers and old quote lists for services, filter changes and system upgrades, and the platform runs review and referral requests automatically. Work you already earned keeps the calendar moving between the peaks.
Is there a lock-in contract?
No. Every package is a one-time setup fee plus a month-to-month subscription, AUD ex GST, with a free trial to start. We would rather keep you with results than with a contract - which is how we hold a 98% client retention rate.
We also do electrical and refrigeration work - does it still fit?
It fits well. The same lead-to-sale system runs across HVAC, electrical and general trades. If you also do electrical work, take a look at our electrical contractors page, and either way we will map it to your exact workflow on a Strategy Call.
Make the surge feel like a normal week
Book a free Strategy Call. We will map how enquiries and quotes move through your business, show you where jobs are leaking, and tell you honestly whether Solar AI-Q fits your HVAC operation.
Book a Strategy CallNo pressure. No obligation. Just a straight conversation about your business.