Job Management Software For Heat Pump Installers

Quote air and ground source installs from your saved rates, keep multi-day jobs on budget, and turn every install into annual servicing revenue. ProWorks helps UK heat pump installers quote, schedule, service and invoice from one place.

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Heat pump installer using ProWorks job management software on laptop and mobile

Common Admin Problems for Heat Pump Installers

Every air and ground source installer faces these challenges. ProWorks solves them all.

Writing up install quotes after the survey

You survey the property during the day, then lose the evening writing it up. Save your day rate and markup once and put a professional quote together in minutes, sent as a branded PDF the customer can accept online.

Losing track of annual services

Every unit you install should come back as an annual service, but a spreadsheet of install dates is easy to let slip. Set a service schedule for each unit and send the customer a reminder when the service is due - they accept in the portal and you are emailed to book the job in.

Multi-day installs drifting over budget

Between the unit, the cylinder, pipework and several days of labour, an install can quietly eat its margin. See the real cost of labour and materials against the quote as the job runs, so you spot overspend before handover.

MCS paperwork all over the place

Commissioning records, MCS certificates, warranty documents - customers and scheme audits expect them findable years later. Store the paperwork against the job and the installed unit, so it's all in one place when someone asks.

Essential Features for Heat Pump Job Management

From a single air source retrofit to a ground source install with a full servicing round behind it

Survey Quotes

The survey is a day of work before you have earned anything, and the price has to hold for months. Cost the install days from your saved rates, add unit, cylinder and emitters with your markup, and send the PDF.

Multi-Day Job Scheduling

See your week in a visual diary and assign the team across a multi-day install. Book servicing visits around install work without double-booking anyone.

Materials & Live Cost Tracking

A five day install collects invoices from three suppliers. Upload each one against the job and have the materials read off it, so you can see where you stand against the quoted price on day two rather than at the end.

Service Schedules & Reminders

Heat pump servicing is a pre-configured UK service type. Put every installed unit on an annual schedule and see at a glance what's due, overdue or coming up - so no service visit slips through.

Service Records & Certificates

Record a pass or fail against each unit at every service and attach the certificate. Keep MCS paperwork, commissioning records and warranty documents stored on the job.

Asset Tracking with Data-Plate Scanning

Track every unit you install as an asset - make, model, serial and install date. Photograph the data plate and the AI scan fills in the details for you.

How Heat Pump Installers Use ProWorks Job Management Software

Built for UK air and ground source installers - from a single retrofit to a growing book of annual services

Heat pump installation job tracking in ProWorks

Installs, Services and Fault Calls

An install is quoted months before you start, an annual service is a fixed price visit, and a fault call is a call-out. Set the type on the job and each one is billed the way it was agreed.

The Annual Service That Keeps the Warranty

Register each system you install and set its service interval. ProWorks shows you when one falls due so you can send the customer a reminder in a click. They accept in their portal, you are emailed to book the visit in, and the result is recorded as a pass or fail with the certificate attached.

Keep a Multi-Day Install on Budget

The team log their hours against the job and materials go on as they are used, so the cost sits next to the quoted price while the install is still running. Invoice at handover with both already worked out.

Solutions for Heat Pump Installers' Biggest Business Challenges

See how ProWorks helps air and ground source installers overcome common admin problems

Automate Quotes & Invoices

Turn the heat loss survey into a priced quote the same week, and invoice once the system is commissioned.

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Job Scheduling

Plan multi-day installs and fit servicing visits around them. Never double-book yourself or the team again.

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Materials Cost Tracking

Log the unit, cylinder and pipework against the install, and see the margin before the last supplier invoice lands.

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What UK Trade Businesses Say About ProWorks

Spencer Lane from SL Electricals
"I switched to ProWorks after trying Tradify and immediately found it far more user-friendly for me and my growing team. Scheduling work for employees and subcontractors is now much simpler, and the ability to sync with subbies without sharing sensitive information works brilliantly. I'd fully recommend ProWorks to any trade business."
Spencer Lane
Director at SL Electricals

Simple Pricing for Heat Pump Installers

No setup fees. No contracts. Cancel anytime.

Solo Installer

£25 /month
  • Unlimited jobs, quotes & invoices
  • Time tracking & scheduling
  • Materials & cost tracking
  • Job photos & document storage
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Adding Team Members?

£15-£25/month for each additional installer, apprentice or admin staff

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Questions Heat Pump Installers Ask About ProWorks

Straight answers for UK air and ground source installers weighing up job management software.

Can I store MCS certificates, commissioning records and warranty paperwork against the installed unit?

Yes. Register the heat pump as an asset against the customer's property with its make, model and serial, then upload the MCS certificate, commissioning sheet, warranty and handover pack against the install job. They stay linked to the customer, the property and the unit for a scheme audit years later.

How do I keep on top of annual services across every unit I have fitted?

Set a twelve-month interval on each unit and ProWorks shows which are due and overdue. Send the reminder and ProWorks emails the customer. When they accept it in the portal, you get an email to book the visit in. Each visit's pass or fail and certificate go on the service history.

Can I see whether a three-day install is still on budget before handover?

Yes. The team clock on and off the job, and the unit, cylinder, pipework and controls go on as materials with the supplier invoice and your markup. The job shows live labour and materials cost against the quoted price, so you see the margin while the install is running, not after the invoice has gone out.

Can I quote the unit, cylinder and labour as separate figures the customer can see?

Yes. A quote has three lines, labour, materials and other, each with its own notes. The labour comes off a time estimate against your saved rate, the unit and cylinder go in as materials with your markup, and you describe them in the notes beside the figure. The customer sees the three figures or a single total, whichever suits the job.

I subcontract installs to a bigger heating firm. Does ProWorks handle CIS reverse charge VAT?

Yes. Mark the invoice as reverse charge and it shows the VAT for the contractor to account for, with the correct wording on the PDF. Invoice the contractor for the install and put your own materials on it with markup. Your UTR sits in your company settings, and your accountant gets the figures from the invoices CSV.

Related guides and tools

CIS reverse charge VAT explained Servicing and maintenance scheduling Heat loss calculator Job profitability calculator

Start Using Heat Pump Job Management Software Today

UK heat pump installers use ProWorks to quote from a heat loss survey, watch a multi-day install against its price, and register every system for its annual service. Try it free for 30 days - no credit card required.

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