Heat Pump Ready Scheme requirements + Toolfy workflows
Map survey, install, and evidence phases with Toolfy job types so you stay compliant and eligible for 2026 Heat Pump Ready scheme funding.
Operations disclaimer
Always follow manufacturer guidance and local regulations when stocking chemicals, pressurised cylinders, or regulated waste.
Heat Pump Ready Scheme requirements + Toolfy workflows
Heat Pump Ready (phase 3) opens wider in 2026 with more funding for installers who prove airtight processes. Toolfy already handles the paperwork—here’s how to structure jobs so grant auditors stay happy.
1. Split projects into three job types
- Survey – capture property data, EPC rating, and customer consent.
- Install – schedule multi-day crews, track MCS-certified techs.
- Aftercare – run commissioning checks and upload performance data.
Use parent/child jobs so invoices roll up to one customer but each phase has its own checklist.
2. Evidence pack requirements
- Photos of existing system and new unit
- Commissioning sheet signed by an MCS engineer
- Proof of customer contribution (deposit invoice)
- SAP/EPC documents uploaded pre- and post-install
Store everything in Documents /Heat Pumps/{job_id} and link to the job timeline.
3. Funding milestones
| Milestone | % released | Toolfy action | | --- | --- | --- | | Survey approved | 20% | Mark survey job as complete; trigger invoice. | | Install completed | 60% | Upload photos + commissioning report; send grant claim. | | Performance data submitted | 20% | Close aftercare job; export data log. |
4. Compliance tips
- Tag qualified techs in Toolfy so schedulers only assign MCS-approved staff.
- Track refrigerant handling certificates and reminders inside the technician profile.
- Use idempotency keys on API submissions to DESNZ portals so retries don’t duplicate claims.
Need the templates (checklists, invoice schedule, document tree)? Email support@toolfy.io and we’ll share the ready-to-import package.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
What evidence is required for Heat Pump Ready funding?
How should I structure heat pump jobs for grant compliance?
How is Heat Pump Ready funding released?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
Related Articles
Consumer Duty deposit rules 2026
FCA's 2026 update tightens how small service firms take and refund deposits. Here's the Toolfy-ready compliance checklist.
DVSA 'safe van' spot checks 2026
Roadside inspections ramp up next spring. Make sure your micro fleet has digital checklists, insurance proofs, and Toolfy logs ready.
ECO4 grant paperwork workflow inside Toolfy
Stay audit-ready for ECO4 grant installs with structured job types, document folders, and submission checklists built into Toolfy.