Avoid fines and headaches: Your simple compliance checklist for plumbing & heating businesses

If you run a plumbing or heating business, chances are you didn’t get into it because you love paperwork. But if there’s one thing that can quietly cost you thousands, or even derail your progress altogether, it’s non-compliance.

Fines from HMRC aren’t just a threat for dodgy operators. They often hit good, hard-working business owners who simply don’t have the right systems in place. Things slip through the cracks. Deadlines get missed. Records aren’t stored correctly. And before you know it, you’re paying penalties for mistakes that could’ve been easily avoided.

So, how do you protect your business without getting bogged down in admin?

You build a simple, repeatable checklist into your monthly routine and make it a non-negotiable part of how you operate.

Subcontractors – stay compliant, stay confident

Subcontractors are a key part of how most trades businesses grow, but they also come with rules. Under the Construction Industry Scheme (CIS), every subcontractor must be verified with HMRC before you pay them. You need to apply the correct deduction rate (gross, 20%, or 30%), and you must file your CIS return every month, even if there are no payments that period.

Many businesses leave this until the last minute, or worse, forget entirely. But HMRC doesn’t. Late submissions or incorrect deductions can result in automatic fines or loss of gross status.

That’s why we recommend turning CIS compliance into a clear monthly process. It should be something your admin team can run with, not something that depends on you remembering at the eleventh hour.

Recordkeeping – it’s not just for the taxman

Good recordkeeping isn’t about being a perfectionist – it’s about running a business that’s built to last.

Think about the chaos that happens when you can’t find an invoice, when receipts are lost in a van, or when your bank doesn’t reconcile properly. These aren’t just minor admin issues; they create uncertainty in your numbers and delay decisions.

Digital recordkeeping solves this. Use tools like Hubdoc, ServiceM8, or Xero to store everything in one place. Make it a team-wide habit, not just an end-of-year panic. When your records are in order, your VAT is accurate, your job costing improves, and your business becomes more transparent.

Submission deadlines – don’t let them sneak up on you

Some businesses find themselves fined simply because they “didn’t realise” a filing was due. VAT returns, PAYE submissions, CIS returns, and Company Accounts each come with their deadlines. And those deadlines don’t move for holidays, illness, or being busy.

Avoid the stress by scheduling reminders well in advance – ideally, automate them. Better still, assign responsibility so the burden isn’t always on you. A simple system to check what’s due, what’s been filed, and what’s still outstanding can save you thousands each year.

SOPs – the secret weapon of every well-run business

You don’t need to work harder – you need better systems.

Standard Operating Procedures (SOPs) are what separate busy businesses from scalable ones. If you find yourself repeating instructions, correcting mistakes, or chasing people to complete tasks, it’s time to get your SOPs written down.

Think of SOPs as your business’s instruction manual. Whether it’s how to chase a late payment, file a VAT return, onboard a new engineer, or process expenses – having it mapped out means the job gets done right, even if you’re not there.

And no, SOPs don’t need to be complicated. A one-page checklist is often enough to remove confusion and create accountability.

Don’t start from scratch – use what already works

If you’ve been meaning to “sort out your systems” for months (or years), you’re not alone. Most business owners know they need structure – they just don’t have time to build it from the ground up.

That’s why The Systems Handbook was created. It’s a practical, trades-focused playbook filled with real SOPs, workflows, templates, and compliance checklists that you can lift straight into your business.

It’s not just about ticking HMRC’s boxes – it’s about building a company that’s less stressful, more profitable, and genuinely scalable.

📘 The Systems Handbook is here!

Your step-by-step guide to systemising your plumbing and heating business is now available.

Get your copy today and start building a business that runs like clockwork: https://amzn.to/3Jg7RZx