How Smart Service Stickers Make Managing Heat Pumps Easier for Everyone

What Are Smart Service Stickers?

At their core, Smart Service Stickers are a physical label with a smart QR code that's placed on the serviced or installed appliance. But they're more than just a sticker.

Each Smart Service Sticker is connected to a digital record, powered by the Workbelt platform. When scanned by a tradesperson or a customer, the QR code brings up a secure, browser-based service portal with all key service information. There's no app required. Anyone with a phone can access it.

"For installers, this means you can log service visits, upload essential documents, and set reminders. For customers, it means quick access to their system's service history and a clear line back to the professional who installed it."

And now, with heat pumps becoming a major part of the UK energy transition, the Smart Service Sticker is becoming even more relevant.

The Importance of Aftercare in Heat Pump Installations

Heat pumps aren't like traditional boilers. While they're often promoted as low-maintenance systems, they still require regular checks and servicing to run efficiently and meet warranty conditions.

Whether you\'re installing Mitsubishi Ecodan, Vaillant aroTHERM, Samsung, Daikin or other systems, every manufacturer outlines annual service needs and expects detailed documentation to uphold warranties.

The problem is, that documentation often gets lost. Reminders get missed. And customers forget who installed the system two years down the line.

"This is exactly the problem Smart Service Stickers are designed to solve."

Why Smart Service Stickers Are a Perfect Fit for Heat Pumps

1. Permanent and Visible Location

Heat pumps are often installed outdoors or in plant rooms. That makes traditional paperwork hard to keep track of, and digital records easy to forget. By placing a Smart Service Sticker directly on or near the unit, you\'re creating a clear, visible point of access that doesn't get buried in email chains or filing cabinets.

The sticker acts as a permanent link between the unit and its service records. For the customer, it's a way to stay informed. For the installer, it's a way to stay top of mind when the next service is due.

2. Instant Access to Handover Documents

One of the standout features of the Smart Service Sticker platform is the ability to upload and attach key documents, including handover certificates.

Once the install is complete, you can upload your digital handover doc directly to the unit's record. This could include:

Now, if the customer ever needs to check details for compliance, insurance, or just personal peace of mind, all they have to do is scan the sticker. No more chasing installers or digging through old folders.

3. Automatic Service Reminders

Each Smart Service Sticker comes with built-in reminder functionality. You can set a service date, and the system will automatically send out:

So, if you\'re doing heat pump maintenance that needs revisiting every year, or even bi-annually for systems like heat interface units (HIUs), the Smart Service Sticker helps you make sure it's not forgotten. You stay in control of follow-ups, and the customer stays informed --- without needing to manage it themselves.

4. Better Customer Experience and ROI

Heat pump systems are often a significant investment. Customers want to know their system is being properly looked after and that they're working with a trusted professional.

With Smart Service Stickers:

This transparency builds trust and increases the chance of repeat work. And from your side, it strengthens brand loyalty and keeps your business front-of-mind.

A Smarter Way to Build Repeat Business

As a self-employed engineer or small business, your most valuable asset is your existing customer base. Servicing systems like heat pumps opens the door to long-term recurring income. But only if you make it easy for the customer to come back to you.

"Smart Service Stickers are a powerful way to do exactly that."

Unlike a digital-only reminder service that lives in an app or email, this solution is tied to the physical product. That makes it hard to ignore and always accessible. It doesn't rely on customers downloading anything, remembering logins, or storing your number. You're always just one scan away.

It's also a professional touch. It shows your customer that you're not just doing a job. You're planning ahead and supporting the full lifespan of the system you've installed.

Compatible with Any Device, No App Needed

The platform that powers Smart Service Stickers is built to be simple. It works via a secure web app, so there's nothing to install. You can access your account and records from a mobile, tablet, or computer.

And if you\'re using the Workbelt portal, you get the ability to:

This turns your sticker into more than just a tool for aftercare. It becomes part of a wider system for managing your work more efficiently.

For heat pump specialists, that's invaluable.

A Use Case: Heat Pump Servicing with Smart Stickers

Let's say you've just completed a ground source heat pump install for a client. Alongside your paperwork, you place a Smart Service Sticker on the heat pump casing and scan it to activate.

You upload the MCS handover document and set the service reminder for 12 months.

12 months later, the system automatically sends the customer an SMS reminder and an email, prompting them to book in a service. They scan the sticker and instantly see who did the install, when it was last checked, and what to do next.

You return to site, scan the sticker, and log the service directly against the record. The customer receives an updated digital record, and you get the benefit of retained work without chasing.

It's streamlined, it's professional, and it saves time for everyone.

Discover Smart Service Stickers for Yourself

Smart Service Stickers are available now for trades across the UK and beyond. You can purchase directly online and get started in just a few minutes.

If you saw us at the Installer Show, you'll know how simple the system is to use and the kind of value it brings to modern service work. We were proud to be featured in the New Product Innovation Zone and have received great feedback from installers who want to keep their customer connections strong.

Want to learn more about the platform behind the stickers?

And if you're still deciding, think of it this way --- with heat pumps becoming a major part of the UK energy future, now's the time to build lasting customer relationships and retain your service base. Smart Service Stickers are the low-effort, high-impact tool that helps you do exactly that.

Final Thoughts

The future of heating isn't just about cleaner systems. It's also about smarter service. With Smart Service Stickers, heat pump installers now have a way to offer aftercare that's simple, trackable, and customer-friendly --- without adding hours to your admin.