Trades & Field Services (Australia) Australia

Convert the summer rush into booked installs instead of missed calls

HelloGrowthCRM captures every air con enquiry, ranks the ducted jobs above the tune-ups, and chases each quote until you have an answer.

Outcome-first workflowAround A$18 per user per month pricingSMS reminders + Xero sync

Industry Use Cases

Ducted replacement quotes chased through the whole season

Split system install enquiries captured during heatwave peaks

Commercial maintenance contracts tracked from inspection to award

Service calls converted into system replacement quotes

Builder and shopfitter multi-unit enquiries kept in one thread

Off-season campaigns worked from last summer's unconverted quotes

Why this page exists

Air conditioning demand in Australia is not evenly spread. It arrives in a wall the first genuinely hot week of summer, then again with the first cold snap, and the phone does not stop. That is exactly when enquiries get lost, because everyone with an ARCtick licence is on a roof in Ipswich or in a ceiling space in Frankston. HelloGrowthCRM handles the sales side. Every call, web form and message lands in one pipeline with the full history attached, so a ducted replacement enquiry from November is still a live conversation in February. Quotes for split systems, ducted upgrades and commercial maintenance get chased automatically. Your job management software still schedules the crews and tracks the jobs. This makes sure the peak actually converts.

Worth stating plainly: HelloGrowthCRM is a sales and follow-up CRM, not a job management platform. There is no technician scheduling board, no timesheets, no materials or inventory costing and no job costing. ServiceM8, Tradify, Simpro and AroFlo cover that ground, and an HVAC business actively dispatching crews should keep the system it already runs. HelloGrowthCRM sits alongside it and owns the stage before the job exists: the enquiry, the callback, the quote and the follow-ups it takes to close a ducted install. Hand the won lead across with a native connector, Zapier or the API. Full native iOS and Android apps mean a technician can capture an upgrade opportunity from a roof and the office can act on it the same hour.

Common search intent

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Why teams evaluating CRM for HVAC Australia want a simpler system

The first heatwave brings three times the usual enquiries. Calls ring out, forms sit unread, and customers book whoever picked up while your installers were on a roof.

A ducted replacement quote goes out in November and nobody chases it. The customer buys in January from a competitor who sent a follow-up email at the right moment.

Off-season the phone goes quiet and there is no list of warm leads to work, because last summer's unconverted quotes were never recorded anywhere useful.

Commercial maintenance renewals and service agreements slip past their date because there is no reminder sitting against the customer, only a note in someone's diary.

Builders and shopfitters send enquiries by text and email at the same time, so the same job is quoted twice or answered inconsistently by two different people.

You spend on advertising through the hot months but cannot say which suburbs, campaigns or referral sources actually produced installed systems rather than tyre kickers.

Challenge → solution → result

Common HVAC & Air Conditioning problems — and how this CRM solves them

ChallengeCRM workflowBusiness result

Challenge: Peak week enquiries ring out unansweredSolution: Lead capture from phone, web forms and messagingResult: Every enquiry from the hot spell is recorded and callable, not lost

Challenge: Large install quotes go quiet and stay quietSolution: Automated email sequences with SMS and WhatsApp stepsResult: Quotes are chased through the season until the customer decides

Challenge: Small jobs crowd out ducted replacementsSolution: AI lead scoring across new enquiriesResult: The highest value installs get a call back first during the rush

Challenge: Nothing to work during the quiet monthsSolution: Pipeline history and reporting dashboardsResult: Last season's unconverted quotes become a warm list before the next peak

Challenge: Advertising spend cannot be tied to installsSolution: Reporting dashboards on lead source and win rateResult: Pre-summer budget goes to the campaigns that produced installed systems

Map your workflow to the CRM instead of rebuilding it in spreadsheets

Their workflowHelloGrowthCRM module

Heatwave week call about a dead ducted unitBuilt-in dialer with call recording and AI call summaries, so the detail survives a flat-out day

Website enquiry for a split system installLead capture from web forms, phone and messaging into one pipeline

Triaging fifty enquiries in a single hot weekAI lead scoring so ducted replacements outrank filter cleans

Quoting a multi-head or ducted upgradeQuote builder with saved line items, sent the same day as the site visit

Chasing a large install quote across the seasonAutomated email sequences that stop the moment the customer replies

Reaching a shopfitter or builder mid-projectSMS and WhatsApp follow-up in the same thread as calls and emails

Tracking a commercial maintenance tenderPipeline with your own stages from site inspection to contract awarded

Billing a service call before leaving siteInvoicing with GST handled, sent from the mobile app

Working out which campaigns produced installsReporting dashboards on lead source, response time and win rate

Handing a signed install to the scheduling teamNative connectors, Zapier and API into your job management software

Xero + SMS follow-up

Every air con enquiry in one place, even in peak week

During a hot spell the enquiries come from everywhere at once. A quote request form at 10pm, a missed call from a property manager in Chermside, a WhatsApp photo of a rusted condenser, an email from a builder about six units in a townhouse development. HelloGrowthCRM pulls web forms, phone calls and messaging into one record per contact, so the second conversation builds on the first instead of starting again. The dialer records the call and writes an AI summary, which matters when a customer describes their ceiling space over the phone and you quote three days later. Follow-up runs by email, SMS or WhatsApp on whichever channel that customer actually responds to.

Why Australia teams choose this

See how Xero sync, SMS reminders, ABN-aware records, and follow-up automation fit your workflow in one demo.

Built for Xero-connected SMS follow-up

How it works

Connect every enquiry source

Point your website quote form, your business number and your messaging channels at HelloGrowthCRM. It takes about fifteen minutes. Every enquiry after that is captured with its source, including the overnight ones during a heatwave.

Set stages that match HVAC sales

Build a pipeline the way air con work is really won: new enquiry, site inspection booked, quote sent, chasing, won or lost. Move jobs from the iOS or Android app between site visits rather than at the end of the week.

Let follow-up run through the season

Write the chase once as an email sequence with SMS or WhatsApp steps. It runs on your schedule for every open quote and stops as soon as the customer replies, so a November enquiry is still warm when they finally decide.

Push won installs to your job software

When a quote is accepted, send the customer and job detail into ServiceM8, Tradify, Simpro or AroFlo through a native connector, Zapier or the API, so the scheduling team gets it without anyone retyping the address.

Pricing

Around A$18 per user per month

HelloGrowthCRM is around A$18 per user per month (US$12), or US$10 per user per month on annual billing, with a free forever plan to start on. For a seasonal business that matters: you can run the free plan through the quiet months and add users before the summer peak. Setup is about fifteen minutes. The optional managed RevOps service, Growth Engine, can configure the pipeline and seasonal sequences for you if you would rather not build it between site visits.

HelloGrowthCRM against a generic CRM for an HVAC business

RequirementHelloGrowthCRMGeneric CRM

Absorb a heatwave spike in enquiriesPhone, web form and messaging all captured with source recorded and scoredWeb forms only, so peak phone volume never makes it into the system

Keep a November quote alive until FebruaryAutomated sequences across email, SMS and WhatsApp that stop on replyA manual reminder that gets snoozed and eventually ignored

Quote from the site inspectionQuote builder with saved line items, sent from native iOS or Android appsQuoting handled outside the CRM and pasted back in later

Rank ducted jobs above filter cleansAI lead scoring on every new enquiry as it arrivesFirst in, first served, regardless of job value

Run beside Simpro, ServiceM8, Tradify or AroFloNative connectors, Zapier and API to hand won installs acrossBuilt to be the single system and duplicates your job software

Suit a seasonal cost baseFree forever plan, then around A$18 per user per month, per-seat so you can flexAnnual contracts with minimum seat counts and paid onboarding

Useful next steps

CRM for tradies in Australia

Sales follow-up across Australian trades, including air conditioning and refrigeration.

Explore

HVAC CRM overview

The global version of this page, covering HVAC lead capture and quote follow-up.

Explore

HelloGrowthCRM vs Simpro

Where a sales CRM stops and a job management platform starts.

Explore

WhatsApp follow-up

Reaching builders and shopfitters on the channel they actually answer.

Explore

Best CRM in Australia

How HelloGrowthCRM compares to other options for Australian businesses.

Explore

Australian pricing

Plans in Australian dollars, including the free forever tier.

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Frequently asked questions

No. HelloGrowthCRM is a sales and follow-up CRM with no technician scheduling board, no timesheets, no materials or inventory costing and no job costing. Simpro, ServiceM8, Tradify and AroFlo handle all of that, and an HVAC business actively dispatching installers should keep the platform it already runs. HelloGrowthCRM sits alongside it and covers the stage before the job exists, then passes the won install across using a native connector, Zapier or the API.

No. Refrigerant handling licences are issued by the Australian Refrigeration Council under the ARCtick scheme, and businesses that buy or sell refrigerant hold a refrigerant trading authorisation. Licence records, logbooks and refrigerant reporting belong in your compliance and job management systems, not in a sales CRM. HelloGrowthCRM does not touch licensing, certification or refrigerant records. It handles enquiries, quotes and follow-up so the licensed work actually gets won in the first place.

Two ways. First, capture: web form, phone and messaging enquiries all land in one pipeline, so nothing rings out unrecorded during the week everyone calls at once. Second, ranking: AI lead scoring pushes a ducted replacement above a filter clean, so the biggest jobs get called back while the customer is still shopping. Automated sequences then keep chasing the quotes you cannot get to personally in a flat-out fortnight.

That is where the pipeline earns its keep. Every unconverted quote from the peak is still recorded with its history, so in the quiet months you have a real list to work rather than a cold start. Email sequences, SMS and WhatsApp can revisit last summer's ducted quotes before the next hot spell, and reporting dashboards show which of those sources converted, so your advertising spend before the peak is better aimed.

HelloGrowthCRM connects via native connectors, Zapier and a public API, so customer and quote information can pass to the systems Australian HVAC businesses already use, including Xero and MYOB. Your accounting system of record and your GST and BAS process do not need to change. HelloGrowthCRM invoicing is available for straightforward service call billing if that suits, but most businesses keep their books exactly where they are today.

Yes, within reason. There are full native iOS and Android apps rather than a shrunken web page. A technician can log an upgrade opportunity spotted on site, add a note or a photo to the contact, and the office can act on it the same hour. Owners can ring back through the built-in dialer, read the AI summary of the last conversation, send a quote and move the job to the next pipeline stage from the ute.

Yes. An owner, an estimator and an office coordinator can all work the same pipeline with shared history. Call recordings, AI call summaries, sent quotes and message threads sit on the contact record, not on one person's mobile. In a seasonal trade that matters, because the person who took the enquiry in December may not be the person who closes it in February, and the context needs to survive the handover.

Be ready before the next hot week, not during it

Set HelloGrowthCRM up in about fifteen minutes, point your air con enquiries at it, and let the follow-up run through the season. Keep Simpro, ServiceM8, Tradify or AroFlo for scheduling and job management. Start on the free forever plan.

AI & Intelligence

AI Features Built for HVAC & Air Conditioning

HelloGrowthCRM ships 12 AI agents across 3 autonomy levels — from fully autonomous voice calling to assistive smart compose. Every AI action is logged and reversible.

Voice Agent for Quote Follow-Up

AI calls HVAC & Air Conditioning prospects a day after the quote goes out, answers the obvious questions, and books the next step so nobody has to chase manually.

Smart Compose for Client Messages

AI writing assist for enquiry replies, quote covering notes, and follow-up messages — consistent wording, sent faster.

Automated Follow-Up Sequences

Trigger SMS, WhatsApp, and email reminders on a schedule you set once, so every open quote gets chased until it is won or closed out.

AI Lead Scoring

Rank incoming hvac & air conditioning enquiries by value, location, and response speed so the team works the best ones first.

Explore AI Agents

All AI features included on every paid plan. No add-ons.

Why teams evaluating CRM for HVAC Australia want a simpler system