HPH Systems
Job management software for UK trades

Your whole trade business. One app.

The all-in-one app for plumbers, heating engineers, electricians and trades businesses. Emails, WhatsApps, quotes, scheduling, reminders and invoices in one place, with AI agents doing the admin and everything synced with Xero. Less time in the office, more time on the tools.

Start your free week Follow a job through it

Free for 7 days, then your plan's price unless you cancel before the week ends. From £15 a month, excluding VAT.

The HPH Systems dashboard: money owed, quotes awaiting reply, active jobs, the six AI agents and today's appointments

Stop running your business across six different apps.

Email inbox WhatsApp on your own phone Quote templates in Word Paper diary Sticky-note reminders Invoice spreadsheet HPH Systems
One job, start to finish

Follow Sarah's boiler job from a WhatsApp at 8am to a paid invoice in Xero.

Every screen below is the real app. Scroll down and watch one job move through it, without ever leaving HPH Systems.

01 Communications · 08:12

The enquiry lands in one inbox.

Sarah's WhatsApp arrives next to your emails, already matched to her customer record. Your Communications Agent has drafted a reply and suggests the next step: create a quote.

  • Email and WhatsApp Business side by side
  • AI drafts the reply; nothing sends until you approve
  • Flag, pin and file conversations into folders
WhatsApp inbox in HPH Systems with Sarah's message and the Communications Agent's suggested reply
Quote QT00096 for a combi boiler replacement, priced line by line
02 Quoting · 08:20

A professional quote, priced from your own rates.

One tap turns the message into a job and a quote. Lines come from your price list and labour rates, with supplier prices kept up to date. Check it, then send it by email in your own branding.

  • Price list, kits and labour rates built in
  • Your logo, colours and terms on every document
03 Customer · 12:47

Sarah accepts on her phone. One tap.

She opens the link, reads the scope of work and taps Accept. You get a notification and a prompt to book the job. If she goes quiet, polite follow-ups go out on their own.

  • Accept or decline online, with reasons if she declines
  • Automatic quote reminders after 3, 7 and 14 days
The customer's view of the quote on a phone, with Accept quote and Decline buttons
The team schedule for the week, with jobs not booked yet ready to drag onto the calendar
04 Scheduling · 12:50

Drag it into the diary.

Accepted jobs wait in the Not booked yet strip. Drag one onto a day and engineer, confirm the time, and Sarah gets a booking email with your terms attached.

  • Whole-team day, week and month views
  • Confirmed or unconfirmed slots, repeat jobs, your own calendar alongside
05 On the day · reminders

Your engineer has everything on their phone.

The day's diary, the job notes, one tap to navigate, call or text "on my way", and a timer that turns time on site into the invoice. Photos, notes and certificates are saved to the job as the work happens.

  • Navigate, call and text templates with arrival times
  • Job timer, materials and gas, water and electrical certificates
An engineer's day view of the schedule on a phone
A job on a phone with Navigate to job, Call, Text and Start timer
Sarah's invoice INV-0207 on the customer page, with Pay by card, a five-star rating prompt and the works carried out
06 Invoicing · job done

Invoice before you leave the drive.

The quote lines carry straight over, with what you found and what you did written up for the customer. Sarah pays by card in a couple of taps and rates you out of five. If she forgets, polite chasers go out for you.

  • Invoice from the quote, a percentage, or time and materials
  • Card payments with Stripe, automatic chasers and a Google review request
07 Accounts · automatic

Straight into Xero. No typing twice.

Sarah's invoice is already in Xero, with her contact details and every line. When her payment is recorded in Xero it comes back into HPH Systems on its own, and the reminders stop.

Xero WhatsApp Business Outlook & Microsoft 365 Gmail Stripe card payments Your own calendar
The invoices list with Sarah's invoice INV-0207 and every other invoice sent to Xero
Xero connected card in HPH Systems settings
Behind every job

Stay on top of the whole business, end to end.

The vans, the stock on them, the tools that need calibrating, and one feed telling you what needs you today. Amber when something is coming up, red when it is overdue, so nothing slips.

Vans

MOT, road tax, insurance and service dates for every van, with what each one costs. Type the registration and the van details can be filled in from the DVLA.

Three vans with MOT, road tax, insurance and service dates, one service shown as 7 days overdue

Notifications

Quotes accepted or declined, customers saying they have paid, five-star ratings and requisitions from the team, all in one feed with the bell on your phone. Vans and tools coming due light up in the menu too.

The notifications feed on a phone: Sarah accepting her quote, a five-star rating and a customer saying they have paid

Inventory

See what is in the store and on every engineer's van. Materials used on a job come straight off that van's stock, low items turn amber then red, and one button tops every engineer back up.

Inventory table showing stock in the store and on each engineer's van, with low and very low warnings

Tools and calibration

Flue gas analysers, press guns, gas detectors: who has each one, when it is due for calibration, what it costs, and every certificate kept in one place.

Tools with calibration due dates, one press fitting tool 6 days overdue
Working alongside you all day · Pro plan

Six AI agents, one for each part of the business.

They reply to messages, spot jobs that are not booked, chase what you are owed and flag missing timesheets. Out of the box they draft, and nothing goes out until you check it. Or just tell the AI Command Post what you want done.

See the Pro plan
The Marketing, Communications, Work, Accounts and Team agents in HPH Systems
Your business, your rules

AI that works the way you do.

Dial it up or dial it down, agent by agent. Hand it the admin, keep it on a short lead, or switch it off entirely. Whatever you decide, HPH Systems runs your whole business exactly how you choose.

Off Rather do it yourself? Turn any agent off in one tap. Every feature keeps working, just without the AI.
Suggestions only A sharp second pair of eyes. It spots the unbooked job, the unpaid invoice and the quote gone quiet, then leaves the call to you.
Drafts for you to check Standard Replies, quotes and chasers written for you and ready to go. Nothing leaves until you have read it and hit send.
Works on its own Hand over the jobs you trust it with, like payment reminders, and it gets on with them. You choose each one and confirm before it starts.
  • Hard limits. Cap how many actions each agent can take in a day.
  • Clear boundaries. Tick exactly what each agent may touch. Everything else stays with you.
  • Briefed your way. Give it your rules in plain words: your tone, how you work, what it must never promise.
  • Nothing hidden. Every action is logged, so you can see exactly what it did and when.

Free for a week. Set up as you try it.

Bring your customers across, connect your email and book your first jobs during the week, so it is already working for you when the week ends.

Free for 7 days. You add a card when you sign up and nothing is taken during the week. When it ends, the plan you chose starts and is charged monthly (or yearly) unless you cancel before then. Prices exclude VAT.

Start your free week
Questions

Questions tradespeople ask us

How much does HPH Systems cost?

Starter is £15 a month for one user, Team is £39 a month for three users and Pro is £79 a month for eight users, all excluding VAT and priced per business rather than per person. Pay yearly and you get 2 months free. Staff who only need to appear on the schedule are free on every plan.

Is there a free trial?

Yes. You can try every Team feature free for 7 days, with 10 AI credits and 1 GB of storage. You add a card when you sign up and nothing is taken during the week. When it ends, the plan you chose starts and is charged monthly (or yearly) unless you cancel before then. Xero connects once your first payment goes through.

What is HPH Systems?

HPH Systems is an all-in-one job management app for trades businesses. It brings your emails, WhatsApp messages, quotes, scheduling, reminders, invoices, vans, stock and certificates into one place, and syncs your invoices and payments with Xero.

Who is HPH Systems for?

Plumbers, heating and gas engineers, electricians, air conditioning engineers and other trades. It works for a sole trader running everything from the van, and for growing firms with a team of engineers on the road.

Does HPH Systems work with Xero?

Yes. Xero sync is included on the Team and Pro plans and is a £5 a month add-on on Starter. Invoices, customers and payments go to Xero automatically, and payments you record in Xero come back into HPH Systems on their own, so you never type anything twice and payment reminders stop as soon as an invoice is paid.

Can customers message me on WhatsApp?

Yes. Connect WhatsApp Business and your customers' messages arrive in the same inbox as your emails, matched to the right customer and job, so nothing gets lost on your personal phone.

Do I have to use the AI?

No. You choose how much AI is involved. On the Pro plan each AI agent can be switched off, set to suggestions only, set to draft messages for you to check, or trusted with specific jobs on its own. Everything else in HPH Systems works without AI too.

Does it work on my phone?

Yes. HPH Systems runs in the web browser on any phone, tablet or computer, and you can add it to your home screen. Engineers get their day, job details, navigation, calling and a job timer on their phone.

Can I bring my customers and jobs across from another system?

Yes. You can import customers, sites, jobs, quotes and invoices from the spreadsheet exports most job management apps provide. Nothing already in HPH Systems is overwritten, and every import can be undone.

Does it handle gas and electrical certificates?

Yes. Gas safety and service records, warning notices, electrical installation certificates and condition reports, legionella risk assessments and air conditioning records are filled in step by step on site and sent to the customer as a PDF.

Is my business data secure?

Every login needs your password and a code from an authenticator app, the keys for your connected accounts are encrypted, and your data is hosted in the UK.

Pricing

Priced per business, not per person.

Your whole team on one simple plan. Staff who only need to appear on the schedule are always free. Prices exclude VAT.

Starter

For sole traders working from the van.

£15a month
£150a year
Excluding VAT, per business Works out at £12.50 a month, ex VAT
1 user with a login
  • Customers, jobs, schedule, quotes and invoices
  • Online quote acceptance, invoice links and card payments
  • Job timer, timesheets, text templates, ratings and enquiry form
  • 10 forms and certificates a month
  • Xero sync as a £5 a month add-on
  • 25 AI credits, 2 GB storage, 500 emails a month
  • Email support, reply within 2 working days
Start your free week
Most popular

Team

For small teams in the office and on the road.

£39a month
£390a year
Excluding VAT, per business Works out at £32.50 a month, ex VAT
3 users with a login, then £8 each Everything in Starter, plus:
  • Email and WhatsApp inbox
  • Unlimited forms and certificates
  • Xero sync included
  • Recurring jobs, purchases and suppliers
  • Vans and tools, reports, everyone’s timesheets and user roles
  • 150 AI credits, 20 GB storage, 2,500 emails a month
  • Email support, next working day
Start your free week

Pro

For growing firms that want AI doing the admin.

£79a month
£790a year
Excluding VAT, per business Works out at £65.83 a month, ex VAT
8 users with a login, then £7 each Everything in Team, plus:
  • AI agents and the AI Command Post
  • Website and Google page
  • Inventory and van stock
  • Supplier price feeds
  • 500 AI credits, 100 GB storage, 10,000 emails a month
  • Phone and email support, same working day
Start your free week

Try every Team feature free for 7 days, with 10 AI credits and 1 GB of storage. You add a card when you sign up and nothing is taken during the week. When it ends, the plan you chose starts unless you cancel before then. Xero connects once your first payment goes through.

Start your free week

What a team pays a month: HPH Systems and Tradify

Tradify charges for every person who logs in. HPH Systems charges per business, with users included in each plan.

People who log inHPH SystemsTradify Lite
1£15 Starter (£20 with Xero sync)£34
3£39 Team£102
5£55 Team, 3 users + 2 extra£170
8£79 Pro£272
10£93 Pro, 8 users + 2 extra£340

Tradify prices are from tradifyhq.com/uk/pricing, checked on 29 October 2026: Lite £34, Pro £37 and Plus £44 per user a month. We show Lite, their lowest price. HPH Systems prices exclude VAT; Tradify’s page does not say whether its prices include VAT. The two apps have different features, so compare what each plan includes before you choose. Tradify is a trade mark of its owner, and HPH Systems is not connected with Tradify.

Compare every feature
FeatureStarterTeamPro
Price a month (ex VAT)£15£39£79
Price a year (2 months free)£150£390£790
Users with a login138
Each extra userNot available£8 a month£7 a month
Staff without a login (on the schedule only)FreeFreeFree
Customers, jobs, schedule, quotes, invoices
Online quote acceptance, invoice links, card payments (your own Stripe)
Job timer, own timesheets, text templates, ratings, enquiry form, to-dos
Forms and certificates10 a monthUnlimitedUnlimited
Xero sync£5 a month add-onIncludedIncluded
Email and WhatsApp inbox–
Recurring jobs, purchases and suppliers–
Vans and tools, reports, everyone’s timesheets, user roles–
AI agents and AI Command Post––
Website and Google page––
Inventory and van stock, supplier price feeds––
AI credits a month (1 credit = 1 everyday AI task)25150500
File and photo storage2 GB20 GB100 GB
Emails sent through HPH Systems a month5002,50010,000
SupportEmail, reply in 2 working daysEmail, next working dayPhone and email, same working day
Support time included a month15 minutes30 minutes1 hour

Add-ons and top-ups

Need a little more? Add it when you need it, with no plan change. AI credits are bought ahead and never expire. Prices exclude VAT.

  • Extra user£8 a month on Team, £7 on Pro
  • Xero sync on Starter£5 a month
  • 100 more AI credits£4, prepaid, never expire
  • 25 GB more storage£2 a month
  • 1,000 more emails£1
  • 10 more certificates on Starter£3 a month
  • Extra support£25 per 30 minutes
  • Bring your data across from Tradify or a spreadsheet£99 one-off, up to 2 hours
  • Set-up and training call£49 one-off, 1 hour
  • A second business on the same login20% off its plan