Built for UK HVAC Contractors Who Want Less Admin, Fewer Callbacks & Faster Cashflow
Stop running your HVAC business on spreadsheets, paper job sheets and disconnected systems. Collabit brings together planning, mobile job reporting, asset registers, contract renewals, compliance tracking and invoicing (including Xero integration) - all in one joined-up system.
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Running an HVAC business today is harder than ever.
Running an HVAC business today means juggling PPM contracts, reactive call-outs, asset registers, engineer scheduling, F-Gas compliance and SLA commitments across multiple sites - yet many contractors still rely on spreadsheets, paper job sheets and fragmented systems. The result? Missed remedials, poor engineer utilisation, compliance gaps and delayed invoicing. Collabit connects your entire HVAC workflow in one system: digital service reports completed onsite, assets and leak checks logged per location, remedials converted into quotes, and completed jobs flowing straight into billing - no duplicate data entry, no lost compliance records, no revenue leakage.
When engineers are scarce, utilisation is everything.
No more double booking. No more guessing where engineers are. No more wasted travel time. More jobs per engineer, per day. Collabit’s planning tools help you:
- Schedule PPM and reactive jobs from one calendar.
- Use map-based planning with drive-time visibility.
- Assign engineers by skills and certifications.
- Group jobs by site to reduce repeat visits.
- Ensure repair and re-test requirements are documented
One of the biggest hidden losses in HVAC is unquoted remedial work.
Engineers identify defects. Notes get scribbled. Follow-up never happens. Collabit turns site findings into measurable revenue by:
- Log non-conformances and defects onsite.
- Attach photos and detailed notes.
- Convert findings directly into quotes.
- Track remedials to completion.
Commercial HVAC isn’t just about fixing systems - it’s about proof.
UK regulations require detailed record keeping for refrigerants and inspections. F-Gas records must be retained for up to 5 years. Inspection reports must be stored and accessible. Collabit helps you:
- Maintain asset registers per site.
- Track leak checks and service history.
- Store inspection reports centrally.
- Log certifications and engineer skills.
- Keep complete job histories per asset.
Maintenance contracts are the backbone of HVAC profitability.
Renewals slip when they’re tracked manually. Recurring revenue should never depend on spreadsheets. Collabit enables you to:
- Track contracts and renewal dates.
- Schedule recurring PPM visits automatically.
- Manage SLAs and attendance targets.
- Store service agreements centrally.
- Prevent missed visits.
Accounting Tools
Capturing and translating financial data into accounting journal entries can be challenging, but with Collabit you can link your accounting software of choice to our system and eliminate the need to transfer data manually between multiple financial platforms. Seamlessly link your chosen accounting software to our platform, ensuring a cohesive financial ecosystem.
- Push customer information, supplier data, product lists and transaction data from your accounting software to Collabit and vice versa.
- Enhances the ability to monitor project finances, budgets, and expenditures with up-to-the-minute accuracy.
- Strengthens financial control by ensuring that accounting and project management data are synchronised.
- Seamlessly integrates invoicing and billing processes, accelerating the invoicing cycle and ensuring that financial transactions are accurately reflected in both systems.
- Currently compatible with Sage, Exchequer, QuickBooks and Xero.
This is a System that includes everything you need.
PPM & Reactive Scheduling
Asset & Site Registers
F-Gas & Compliance Tracking
Digital HVAC Job Sheets
Contract & SLA Management
Non-Conformance Management
Engineer Skills & Certification Tracking
Invoicing with Full Job Evidence
Check How Ready Your Operations Really Are
Not ready to book a demo yet? Start with a quick operations readiness check to understand where your current water hygiene and treatment processes may be creating risk, inefficiency or compliance gaps. This short assessment helps you benchmark your current setup and highlights where digital control can immediately improve visibility and consistency.
- Highlight potential compliance and operational gaps.
- Identify where manual processes increase risk or admin.
- Show how prepared your sites and assets are for audits.
- Surface opportunities to improve control and consistency.
- Give you a clear baseline of your current setup.
- Trigger a non-obligatory follow-up call from our team.
Don’t Wait for an Audit to Expose the Gaps.
The consultation is all about you and your business.
Chris Barnes, Director of Collabit.