Know what each grant job still needs before the grant expires.
HVACfile is the SEAI paperwork list for heat pump installers in Ireland. Each job lists the documents SEAI asks for, under SEAI’s own names. Your firm gets an email 30 days and 7 days before the grant expiry date, and you print a one-page handover sheet for the homeowner.
Your first three jobs are free. No card needed.
- Declaration of Works
- Designer/Installer Sign Off Sheet
- Commissioning certificate
What rides on the paperwork, from SEAI’s own pages
- Up to €14,500
That is the SEAI grant for a heat pump system in a house, including the €2,000 boiler scrappage grant, from 6 October 2026.
Source: SEAI Homeowner Application Guide - 8 months
That is how long a grant offer stays valid, with the work and the documents due before it expires.
Source: SEAI terms and conditions - 4 to 6 weeks
That is how long SEAI currently says to allow for the grant payment, once all documentation is correctly completed and submitted.
Source: SEAI, support for individual grants - First on the list
SEAI’s heat pump resource list names this first among the common inspection reworks: “Commissioning documents and RECI unavailable for inspection”.
Source: SEAI heat pump resource list
Three steps per job, from the letter of offer to the handover.
Add the job
Type the homeowner’s name, the town and the grant expiry date from the letter of offer.
- The SEAI list comes with it
- A job number for each job
- Everyone in your firm sees it
Mark each document
Mark each document as it comes in, and note where it is.
- SEAI’s own document names
- With the claim, or in the safety file
- A timeline from enquiry to grant paid
Hand it over
When the pack is ready, print the handover sheet for the homeowner.
- One A4 page
- What the homeowner signs and sends
- Your firm’s name and contact on it
See what each grant job still needs.
Each job lists the documents SEAI asks for, under SEAI’s own names: what goes to SEAI with the claim, and what stays in the homeowner’s safety file for an inspection. Each one has a status, such as Missing, To sign or In, and a note of where it is.
- Section 2 of the Declaration of Works listed as yours to sign
- SEAI’s own words on each document, with a link to the source
- HVACfile does not send anything to SEAI for you
Hear about the grant expiry date before it passes.
SEAI’s terms give eight months from the grant offer for the work and the documents. HVACfile emails everyone in your firm 30 days and again 7 days before each job’s grant expiry date, with the documents still open.
- The days left shown on every job
- The jobs list counts the grant expiry dates within 60 days or passed
- The firm’s owner can switch reminders off in Settings
One page for the homeowner, ready to print.
When the pack is ready, print the handover sheet: what the homeowner signs, what goes to SEAI with the claim, and what the homeowner keeps in case SEAI inspects, with your firm’s name and contact on it.
- Prints on one A4 page
- Save it as a PDF from the print window
- Your phone and email printed on it
One list for the office and the vans.
Add your colleagues by their work email, up to 20 people. Everyone sees the same jobs, and everyone gets the reminders.
- Sign in with a link by email, no password
- The owner decides who is in the firm
- A colleague can ask the owner to subscribe when the free jobs are used
Two ways to work with HVACfile.
Prices are per firm, before VAT, with up to 20 people in each firm.
HVACfile Start
The SEAI paperwork list for your whole firm.
€49 a month per firm
- Your first three jobs are free, with no card
- The SEAI list and a timeline for every job
- Reminders 30 and 7 days before the grant expiry date
- The handover sheet for the homeowner
- Up to 20 people in your firm
- Stop when you like, and your job lists stay readable
HVACfile Pro
Everything in Start, and the chat on your own website.
From €299 a month per firm, plus €500 to set up
- A chat on your website, under your name, that answers homeowners’ questions
- Each enquiry sent to you by email, with what the homeowner told the chat
- Set up with you, with your area and the way you work
- A named contact at HVACfile
Your next three grant jobs are free.
No card and no set-up call. Add a job, mark each document as it comes in, and print the handover sheet when the pack is ready. Each installer who adds a first job through your firm’s link gives you one more free job, up to three more.
Start freeNot ready yet? Get news about HVACfile by email.
Questions about HVACfile
Does HVACfile apply for the SEAI grant?
No. The homeowner applies to SEAI. HVACfile lists the documents you supply for each job and shows what is still missing. You review the paperwork and hand it to the homeowner yourself.
What does it cost?
Your first three jobs are free and need no card. After that, HVACfile Start is €49 a month per firm, before VAT, for up to 20 people. You can stop when you like, and your job lists stay readable.
Can my firm earn more free jobs?
Yes. Each installer who adds a first job through your firm’s own link gives your firm one more free job, up to three more.
Who gets the reminders?
Everyone in your firm, 30 days and 7 days before each job’s grant expiry date. The firm’s owner can switch them off in Settings.
Where do my documents stay?
In your own email and folders. HVACfile lists each job’s documents, their status and a note of where each one is. It does not store the files.
Does it replace the software I use for quotes and invoices?
No. HVACfile works beside it. It lists the documents SEAI asks for on each grant job and shows what is still missing.
Who is it for?
Domestic heat pump installers in Ireland, and SEAI registered contractors in particular.