Perth HVAC Contractor
Achieves 75% Faster Quotes and $180k Revenue Growth

This Perth-based HVAC contractor specialising in residential and commercial air conditioning installations was struggling with labour-intensive manual processes that were hampering growth during peak summer demand periods.

The existing quoting process required site visits for every enquiry, with technicians spending 2-3 hours per quote gathering property details, measuring spaces, and calculating system requirements. During Perth's scorching summer months, this bottleneck led to delayed responses, lost opportunities, and overwhelmed scheduling systems.

Manual data entry across multiple systems created inconsistencies, whilst seasonal demand peaks exposed the limitations of paper-based processes. The business needed an automated solution to handle increased enquiry volumes whilst maintaining service quality and competitive pricing.

We developed a comprehensive automation system that transforms initial enquiries into accurate, professional quotes within minutes. The solution integrates property data APIs to automatically gather building specifications, optimising the quoting process whilst maintaining accuracy.

Technology Stack

• ServiceM8: Core field service management platform for job scheduling, customer communication, and mobile workforce coordination
• Real Estate APIs: Automated property data retrieval including floor plans, building specifications, and historical energy usage patterns
• HUM Finance: Integrated financing options and payment processing for larger commercial installations
• Xero: Automated invoicing, job costing, and financial reporting integration
• Google Workspace: Document templates, customer communication, and team collaboration tools

Implementation Process

The 6-week implementation was strategically timed ahead of Perth's summer season, ensuring the system was fully operational for peak demand. We began with API integrations and data mapping, followed by workflow automation setup and comprehensive team training.

Initial testing focused on existing customer enquiries to validate quote accuracy and system reliability. The gradual rollout allowed for refinements based on real-world usage, ensuring seamless adoption across all team members.

The automated system revolutionised the business operations, enabling rapid quote generation and significantly improved customer response times. The integration of property data APIs eliminated the need for preliminary site visits in 80% of residential enquiries.

During the first summer season post-implementation, the business processed 40% more enquiries whilst reducing operational overhead. The streamlined processes enabled expansion into new service areas and improved profit margins through more accurate costing.