HVAC Software UK: Best Options for 2025
HVAC software for UK teams in 2025: maintenance contracts, callouts, job logs, and payment automation.
HVAC businesses live or die by maintenance contracts and emergency callouts. The right software keeps recurring work on schedule and invoices paid on time.
For setup guidance, see How to Start an HVAC Business in 2026.
HVAC-specific requirements
- Recurring maintenance scheduling with automatic reminders
- Asset history tied to each customer and job
- Service templates for common callouts
- Invoice automation for contract work
If you sell contracts, read Maintenance Contract Templates for Field Service.
A simple HVAC workflow
- Quote or service agreement accepted
- Maintenance visits scheduled in batches
- Job notes and photos logged on mobile
- Invoice triggered automatically or at completion
If routing is a bottleneck, see Field Service Route Optimization Guide 2026.
What to look for
- Recurring job schedules by customer or asset
- Job templates with parts and labor
- Mobile job log with photos and notes
- Payment links and reminders
If you rely on payout timing, review Instant Payout Cost Calculator.
Pricing expectations
- Starter tools: GBP 40-70 per user per month
- Full workflow tools: GBP 80-150 per user per month
Where Toolfy fits
Toolfy supports maintenance workflows, job logs, and payment links with minimal setup. Start a free trial to test it on a real job.
FAQ
Can I manage maintenance contracts in one system? Yes. Use a system that supports recurring schedules and contract tags.
Will it help with emergency callouts? Templates and mobile job notes make same-day work faster and more consistent.
Do I need asset tracking? If you service the same equipment each year, asset history saves time and reduces mistakes.
⚠️ 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 should HVAC software include?
Is HVAC software different from general job management?
How do I reduce missed maintenance visits?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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