Why HVAC Contractors Lose Margin on Site
Running a sole trader HVAC or heating business involves expensive parts and high travel overhead. Between boiler installations, system flushes, and emergency diagnostic calls, it's easy to leak profits:
- 1.High-Value Parts & Controller OverrunsSmart controls like Nest or Hive, zone valves, pump brands, and copper fittings are expensive. If you don't charge the client for every part used, or forget to write down the spare parts you drew from van stock, you end up paying for the client's job out of your own pocket.
- 2.Emergency Merchant RunsForgetting you don't have a specific motorised valve or compression size means driving to Wolseley, City Plumbing, or local parts centers mid-job. You lose an hour of labor, and you rarely log the fuel, mileage, and parts cost against the job, killing your profit margins.
- 3.Faded, Damaged, and Lost ReceiptsPaper receipts from merchants get faded, wet, or lost in the van. At tax time, your accountant can only claim what you have receipts for. Every lost receipt is cash directly lost to the taxman.
Features Purpose-Built for HVAC Engineers
AI Invoice Scanning
Take a quick photo of your Wolseley, City Plumbing, Screwfix, or Parts Center invoice. Our AI scans the invoice, extracts every item (boilers, valves, controllers, fittings), and links them directly to your job budget.
Smart Parts & Fittings Library
Log pumps, zone valves, controls, and copper pipework easily. VanLog autocompletes past items and remembers pricing, making on-site tracking take less than 15 seconds.
Mileage Logging for Parts Runs
Record your runs to local merchants or site surveys. VanLog automatically calculates your tax-deductible mileage value based on HMRC (45p/mile) or ATO (88c/km) approved rates.
Offline-Capable Interface
Works in boiler rooms, plant rooms, and basements with zero cell reception. The app caches all materials and mileage inputs locally and syncs automatically when you're back in range.
Frequently Asked Questions
Does the AI scanner support Wolseley and Parts Center invoices?
Yes. Our AI receipt scanner recognizes layouts and invoice terminology from all major national plumbing and heating merchants like Wolseley, City Plumbing, Plumbase, Screwfix, and specialized parts distributors.
Can I track my Gas Safe, F-Gas, or registration costs?
Yes. You can log professional registration fees, annual assessment costs, calibration charges, and public liability insurance under the Job Expenses or Overhead tracker to make sure your tax returns reflect these business costs.
How does VanLog handle copper coils and refrigerant canisters?
You can add copper coils or canisters to your materials log and choose to allocate a percentage of the total cost to a specific job, or log it fully to a job and let VanLog track the rest as van stock for future allocation.
Ready to stop losing profit on your HVAC jobs?
Join self-employed HVAC technicians who use VanLog to track material costs, capture tax-deductible mileage, and manage their business efficiently.
⚠️ Important: VanLog is a record-keeping tool. Verify all calculations with your local tax authority and consult an accountant before submitting tax returns. You are solely responsible for your tax compliance.