Heating & HVAC

Heating and HVAC software that shows you the full picture.

Live GP on every job. 12-week cashflow forecast. Supplier invoices matched automatically. Everything a heating and HVAC contractor needs to run properly.

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14-day free trial · Full access · No credit card · Cancel any time

Job Tracker

Every job showing live gross profit — not just hours.

Green if you’re on track. Amber if the margin is tightening. Red if you need to act. You see it while the job is live — not after you’ve invoiced it and the damage is done.

Job Tracker — Live GP

Riverside House — Full heating system replacement

42.4%On track

Station Road — Air source heat pump & cylinder

38.6%On track

The Grange — Commercial HVAC fan coil installation

25.8%Parts over budget

Northfield School — Ventilation & extract system

6.1%Action needed

12-Week Cashflow Forecast

Know what’s coming in and going out — 12 weeks before it happens.

Your bank balance today doesn’t tell you if you can cover wages in three weeks. Grafter Lab does. Live balance, outstanding invoices, upcoming wages and scheduled payments all in one rolling forecast.

Cashflow Control — 12-week forecast

Balance now

£23,640

12-week low

£10,200

Wages due Friday£4,600

Outstanding invoices£17,400

Monthly service revenue£3,800

Safe runway9 weeks

Staff App & GPS Clock In

Your team clocks in on site. Labour costs hit the job automatically.

Your team opens the Grafter Lab app, selects the job and taps clock in. GPS confirms they’re on site. Labour costs start hitting the job immediately — no timesheets, no chasing, no manual entry.

Staff — Live today

T. Harrison

On site — Riverside House

07:42 · 4h 18m

P. Rowe

On site — Station Road

08:05 · 3h 55m

L. Casey

On site — The Grange

07:55 · 4h 05m

M. Turner

Not clocked in

Due: Northfield School

Supplier Invoice AI

Supplier invoices matched to jobs automatically.

Give your suppliers your unique Grafter Lab email address once. When their invoice arrives, the AI reads every line item and matches it to the right job automatically. No manual entry. No lost invoices. No surprises at month end.

Supplier Documents — Auto-matched

Wolseley

INV-4829 · £1,842.40 · Vaillant ecoTEC Plus 30kW, controls, programmer & flue kit

Riverside House

City Plumbing

INV-9241 · £2,641.20 · Samsung 8kW air source heat pump, hot water cylinder & buffer tank

Station Road

Edmundson Electrical

INV-6241 · £892.40 · Fan coil units, flexible ductwork, grilles & diffusers

The Grange

Screwfix Trade

INV-1872 · £284.60 · Pipe insulation, HVAC brackets, fixings & duct tape

Northfield School

Price Alerts

Know the moment a supplier increases their prices.

Material costs go up. Grafter Lab compares every new supplier invoice against the last one and flags any price increase automatically. You see it before it hits your margin.

Price Alerts — This month

↑

Vaillant ecoTEC Plus 30kW

Wolseley · Last invoiced 14 Jun 2026

+5.8%

↑

Samsung 8kW Air Source Heat Pump

City Plumbing · Last invoiced 22 Jun 2026

+7.2%

↑

100mm Pipe Insulation (per metre)

Screwfix · Last invoiced 1 Jul 2026

+9.4%

AI Business Assistant

Ask your business anything. Get a straight answer.

The AI knows your live jobs, cashflow, staff and overheads. Ask it whether you can take on more work, which jobs are dragging your GP down, or what your most profitable work type is — and get a real answer based on your actual numbers.

AI Assistant

You

What's my average margin on commercial HVAC vs residential boiler installs?

Grafter Lab AI

Commercial HVAC averages 29.4% GP but takes 3x longer to complete. Residential boiler installs average 34.8% GP with much faster turnover. Your best revenue-per-day work is residential installs — roughly £840/day vs £520/day on commercial.

You

Which jobs are dragging my GP down this month?

Grafter Lab AI

Northfield School is your biggest drag at 6.1% GP against a 35% target. Ductwork costs overran by £640 and there’s 18 hours of labour over on the commissioning. Every other live job is above target.

Retention Tracker

Know exactly what’s held in retention — and when you can invoice it.

On commercial contracts, retention ties up cash for months. Grafter Lab tracks every retention amount, DLP period and expected release date so it feeds into your cashflow forecast automatically.

Retention — Outstanding

Total held

£11,600

Riverside House — Heating

£3,200

DLP ends 14 Sep 2026

The Grange — HVAC

£4,800

DLP ends 22 Oct 2026

Northfield School — Ventilation

£3,600

DLP ends 3 Jan 2027

The difference

What changes when you run your
heating and HVAC business properly.

No more end-of-month surprises. No more guessing on a Thursday.

Without Grafter Lab

Checking the bank balance every Thursday hoping wages are covered

Finding out a heating job lost money when you invoice it

Manually matching Wolseley and City Plumbing invoices to jobs at month end

Chasing engineers by phone to find out if they're on site

Forgetting about retention until a client mentions it six months later

Not noticing a boiler or parts price increase for weeks

With Grafter Lab

12-week forecast tells you exactly when money comes in and goes out

Live GP on every job — you act while you can still fix it

Boiler and parts invoices match themselves to the right job automatically

Engineers clock in on site via GPS, labour hits the job in real time

Retention tracked per contract with DLP dates and release amounts

Price alerts flag boiler and parts increases the moment they arrive

Pricing

One price. Your whole team.

No per-user fees. Every engineer on your team included in one flat rate.

Starter

Up to 5 users · flat rate

£39

per month

Up to 5 users included

RAG Job Tracker with live GP
Quotes, estimates & invoices
Purchase Orders
Supplier Invoice AI
Price Alerts
Xero Integration

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Frequently asked questions

Is Grafter Lab suitable for a sole trader heating engineer?

Yes. The Starter plan at £39/month covers up to 5 users and gives you job tracking, quotes, invoices, supplier invoice AI and Xero integration. Many sole trader heating engineers use it to get proper visibility on their job margins.

Can I track parts and labour on every heating and HVAC job in real time?

Yes. Every job shows live gross profit that updates as labour hours are logged and supplier invoices arrive. You see the margin changing while the job is live — not after you’ve invoiced and the damage is done.

Which heating and HVAC suppliers work with the supplier invoice AI?

Any supplier that sends a PDF invoice. Wolseley, City Plumbing, Screwfix, Edmundson and Rexel all work out of the box. You give them your unique Grafter Lab email address once and their invoices are read and matched automatically.

How does GPS clock in work for heating engineers on site?

Your engineers download the Grafter Lab app on iOS or Android. When they arrive on site they open the app, select the job and tap clock in. GPS confirms they’re within the site boundary before the clock starts. Labour costs hit the job automatically.

Does it handle CIS for subcontract heating engineers?

Yes. Grafter Lab generates CIS-compliant subcontractor invoices automatically with the correct deduction rates, VAT treatment and payment statements all handled within the platform.

Does Grafter Lab integrate with Xero?

Yes. Invoices sync to Xero automatically when raised and payments sync back when marked as paid. Your accountant sees everything without you exporting spreadsheets or copying figures manually.

How much does heating and HVAC software from Grafter Lab cost?

Starter is £39/month for up to 5 users. Pro is £75/month for up to 10 users and adds the 12-week cashflow forecast and retention tracker. Scale is £149/month for unlimited users and adds the staff app, GPS clocking and AI assistant. All plans include a 14-day free trial with no credit card required.

Heating & HVAC Software

Run your heating and HVAC business with full visibility.

Start your free 14-day trial. Full access from day one. No credit card required.