HVAC software for UK heating & cooling engineers.

Why UK HVAC businesses choose HiveSuite

HVAC engineers juggle reactive breakdowns, planned servicing schedules, and multi-day installation projects - often all in the same week. HiveSuite gives you one platform to manage it all. Quote from the job site, schedule engineers across your team, track parts and refrigerant stock, send invoices with instant card payment, and keep a full service history per property.

HiveSuite is UK-built, priced in GBP including VAT, and designed for how UK trade businesses actually work. No per-user pricing, no feature locks, no long-term contracts.

Managing servicing contracts and reactive HVAC callouts

HVAC businesses run on a mix of planned maintenance and emergency repairs. A boiler breakdown or AC failure needs an engineer on-site fast, while annual servicing contracts and landlord gas checks need to run like clockwork in the background. HiveSuite handles both from one system - planned servicing schedules, reactive callouts, warranty repairs, and multi-day installation projects.

Every property has a full service history with job records, parts used, system details, and attached documents. When a customer calls about a problem with a system you installed three years ago, you can see exactly what was done, which components were fitted, and when it was last serviced.

Quoting for HVAC installations and repairs

Getting quotes out quickly wins you more work. With HiveSuite you can build a professional, itemised quote on your phone while still at the customer's property. Add line items for parts, labour, and callout charges, then send it by email before you have left site.

HiveAssist, the built-in AI assistant, drafts quote line items from a short description of the job. Describe the work - "replace combi boiler, flush system, new smart thermostat, magnetic filter" - and get a structured quote with parts and labour that you review, adjust, and send. You can also send multi-option quotes so the customer can choose between a repair and a full replacement, or between different equipment specifications.

Quotes are branded with your business name and logo and can be accepted online by the customer with a single click. Once accepted, convert to an invoice in one tap.

Scheduling HVAC engineers across planned and reactive work

HivePlanner is a visual drag-and-drop calendar that handles the unpredictable mix of HVAC work. Assign same-day emergency callouts alongside planned servicing visits, multi-day installations, and recurring maintenance contracts. When you assign a job, your engineer sees it instantly on the HiveCrew app with the full job details, customer address, system information, and one-tap directions to site.

If plans change - a callout runs over or a part is not in stock - drag the job to a new slot and your team is updated automatically. Conflict detection warns you before you double-book an engineer. For HVAC firms managing multiple engineers across commercial and domestic sites, HivePlanner gives you a clear view of who is where and where you have capacity.

Parts tracking and inventory management for HVAC

HVAC work relies on having the right parts available - filters, refrigerant, fittings, valves, thermostats, and consumables. HiveSuite lets you track stock levels, set low-stock alerts, and raise purchase orders for suppliers directly from the platform. Log parts used against each job so you always know your true costs.

Having parts tracked per job means you can see exactly what was spent on each installation or service when it comes to reviewing profitability. No more guessing how much refrigerant went into that commercial AC install or which engineer is burning through consumables fastest.

Compliance documents for HVAC work

Compliance paperwork is a daily reality for HVAC engineers. HiveSuite includes a compliance document builder with preloaded templates designed around UK standards so you can generate certificates, RAMS, checklists, and method statements directly from your jobs. Documents are numbered, track issue and next-check-due dates, and can be shared with customers through the customer portal.

Store everything against the job and the property - gas safety certificates, commissioning records, F-gas logs, and photos of completed installations. When a landlord or facility manager needs a copy of a certificate, you can find and resend it in seconds.

Invoicing and getting paid faster as an HVAC business

Chasing payments wastes time you could spend on billable work. HiveSuite helps you get paid faster by making invoicing instant. Convert any accepted quote to an invoice in one click. With Stripe connected, every invoice includes a payment link so the customer can pay by card immediately.

For HVAC businesses on maintenance contracts, set up recurring invoices that go out automatically on your chosen schedule. The invoice reminder board tracks every outstanding payment at a glance so you always know who to chase, and HiveAssist can draft follow-up reminders for you.

AI-powered reporting for your HVAC business

HiveIntel turns your job data into clear, actionable reports without spreadsheets. Ask questions in plain English: "who owes me money", "revenue from servicing vs installations this quarter", "which service jobs are booked next month", "which engineers are busiest". Each answer opens as a report with a one-line summary, a chart and the figures behind it, which you can save, share, download, pin to a dashboard or have emailed daily, weekly or monthly.

For HVAC firms tracking profitability across servicing, installations, and reactive work, HiveIntel makes it easy to see which job types deliver the best margins and where your repeat business comes from.

Built for UK HVAC businesses, not adapted from a US product

Many HVAC software platforms are built for the US market and adapted for the UK as an afterthought. HiveSuite is designed from the ground up for UK contractors - GBP pricing that includes VAT, compliance templates designed around UK standards, and workflows that match how UK HVAC businesses actually operate.

Plans start from just £34.99 per month with a 30-day free trial and no credit card required. Every plan includes every feature - HiveCRM, HivePlanner, HiveIntel, HiveCrew, Customer Portal, and Stripe payments. You choose your plan based on team size, not which features you need.