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Job Management Software
for HVAC Contractors
Plan installs, F-Gas servicing and reactive callouts on one screen. Capture commissioning data, track refrigerant and bill every visit accurately.
Trusted by 1,500+ UK contractors
From two-person crews to 200-strong firms.
HVAC teams juggle commissioning-heavy installs, contracted PPM rounds and out-of-hours breakdowns — often across multiple sites in one week. PaperDrop pulls every visit, F-Gas record, refrigerant log and engineer hour into one place, so you can quote with confidence and bill every visit accurately.
The problem
The everyday problems we hear from HVAC Contractors.
Sound familiar? You're not alone — these are the four issues that come up most often on our discovery calls.
PPM rounds clash with breakdowns
Contracted servicing slips because a same-day breakdown swallows the engineer's day. Without live visibility, the office is firefighting.
F-Gas paperwork lives on the engineer's phone
Refrigerant logs, leak checks and commissioning sheets sit in photos for days before they reach the office.
Refrigerant and consumables go unbilled
Cylinders, filters and consumables get used on jobs without ever flowing through to the invoice.
Service contracts get re-priced on gut feel
Without per-visit time and parts data, contract renewals are guesswork — and quietly unprofitable.
How PaperDrop helps
Built around the way you actually work.
Each PaperDrop module maps directly onto a daily job — not abstract "modules" you'll never use.
Plan installs, PPM & breakdowns in one view
Drag-and-drop planner that handles multi-day installs, recurring PPM contracts and same-day callouts without the schedule unravelling.
See the plannerCustom F-Gas, commissioning & service templates
Build your own digital F-Gas records, leak checks, commissioning sheets and AC service reports — completed on the app with photos and signature.
Build your recordsTrack refrigerant & consumables per job
Capture refrigerant added/recovered, filters and parts on each visit — billed back automatically and feeding your contract profitability.
See stock controlPer-visit billing, synced to Xero
Approved jobs flow into Xero with the right contact, line items and tax codes — no re-keying, no missed extras.
Finance & XeroCompliance & certification
Audit-ready, every job.
The features that matter when a customer, insurer or regulator asks for proof.
F-Gas-friendly evidence pack
Each job carries the leak check, refrigerant log, engineer ID and signature — exactly what you want when you're audited or asked to evidence a visit.
RAMS for plant rooms & rooftops
Generate site-specific RAMS for working at height, plant rooms and confined spaces. Engineers acknowledge the latest version before work starts.
Site service history at a glance
Every site has a complete service history — past visits, parts fitted, refrigerant logs and photos — visible to the next engineer before they arrive.
“PaperDrop saves time, cuts hassle, keeps us organised.”
Ash Hare
Dave Cook Eng.
Explore the features
Built into the same one platform.
Plan installs, PPM & breakdowns in one view
Drag-and-drop planner that handles multi-day installs, recurring PPM contracts and same-day callouts without the schedule unravelling.
Read moreCustom F-Gas, commissioning & service templates
Build your own digital F-Gas records, leak checks, commissioning sheets and AC service reports — completed on the app with photos and signature.
Read moreTrack refrigerant & consumables per job
Capture refrigerant added/recovered, filters and parts on each visit — billed back automatically and feeding your contract profitability.
Read moreCommon questions
Honest answers, no fluff.
Run installs, PPM and breakdowns from one planner.
See pricing for your HVAC team — including F-Gas templates, RAMS and Xero invoicing.