Installing a heat pump is a smart way to cut heating costs while moving toward a more sustainable home.
As specialists in both ground- and air-source systems, we guide our clients through every stage of the journey.
If you’re wondering how the installation process actually works, this guide covers everything you need to know.
We’ll walk you through each step and show how IMS Heat Pumps ensures a smooth, stress-free experience from start to finish.
You’ve likely come across plenty of “step-by-step installation guides” during your research. Many of them make it seem straightforward: choose a system, book an installation, and you’re all set.
In reality, successful heat pump installation begins well before any equipment arrives at your home. The installation itself is just one part of a much larger process and often not the most critical one.
At IMS Heat Pumps, we take a different approach. We prioritise getting the design right from the outset, so everything that follows performs exactly as it should.
In this guide, we’ll explain what a properly planned heat pump installation looks like and what sets the IMS approach apart.
Why the design stage matters more than the installation
Before we talk about installations, it’s worth pausing on something most guides gloss over. The performance of a heat pump isn’t determined on installation day. It’s determined during the design phase. This is where many systems go wrong.
At IMS, every project begins with a full heat loss calculation, carried out room by room. This tells us exactly how much heat your home needs, how it behaves in colder weather, and what system will keep it comfortable and efficient year-round.
If you’d like to understand this in more detail, you can read more about how heat loss calculations work and why they matter.
This applies whether you’re installing an air source heat pump or a ground source heat pump.
While the technologies differ, the principle is the same: without accurate design, even the best equipment won’t perform properly.
The Step-by-Step Heat Pump Installation Process
Step 1: Initial enquiry and estimate
Most homeowners want an idea of cost early on, and that’s completely understandable.
At IMS, we start by gathering some key information about your property. This might include floor plans, photos, or details about your current heating system.
At this stage, we’ll also begin to discuss the space requirements for both the internal and external equipment. This includes where an air source unit could be located outside, as well as space inside for things like cylinders or plant equipment.
We’ll also assess whether your property could be suitable for a ground source heat pump, including factors such as available land and ground conditions.
Using this information, we can provide an initial estimate. This gives you a helpful starting point and allows you to understand whether a heat pump is likely to be a good fit for your home.
At this stage, the estimate is based on the information available, so it’s not a final price — but it’s a useful guide before moving forward.
Step 2: Detailed design and heat loss calculations
If you’re happy with the estimate and would like to proceed, we move on to the design stage. This is where the real work happens.
We carry out a full heat loss calculation, looking at your home room by room to understand exactly how much heat is required and how your system needs to be designed.
As part of this process, we develop and refine the proposed locations for both internal and external equipment. We’ll talk through the available options with you to make sure everything works practically, visually, and in line with your preferences.
Depending on the information we already have, this stage may include a site visit, or it may be completed using detailed plans and data provided earlier. From this, we design a system that is tailored specifically to your home and how it is used.
Step 3: Your fixed proposal
Once the system design is complete, we provide a clear and fixed proposal. This outlines the system we recommend, how it will perform, and the full cost of installation.
Because this is based on detailed design work, you can be confident that it reflects what your home actually needs, rather than a rough estimate.
Importantly, we don’t ask for a deposit. You can take the time to review everything and make a decision without any upfront financial commitment.
Step 4: Pre-installation site visit
Before installation begins, we always carry out a site visit. This allows us to confirm all details on-site, check access, and make sure everything is fully aligned with the system design.
It also gives you the opportunity to ask any final questions and ensures there are no surprises when installation starts.
Step 5: Preparing your home
Not every home is immediately ready for a heat pump, but most can be with the right adjustments.
Because we’ve already completed the design phase, we know exactly what needs to be done before installation.
This might include upgrading certain radiators or making small improvements to help your system run more efficiently.
In retrofit properties, this can involve some level of disruption, particularly if radiators or pipework need to be upgraded. We always aim to keep this to a minimum and will clearly explain what’s involved in advance, so you know exactly what to expect.
If you’re unsure whether your home is suitable, it can help to read our guide on whether your home is ready for a heat pump.
For ground source heat pumps, this stage also includes planning the groundworks. Depending on the design, this could involve trenching or drilling boreholes.
If you’re already working with a drilling contractor or groundworker, we’re happy to coordinate with them directly. Alternatively, we can manage this as part of the overall project.
Step 6: Installation
Once everything is prepared, we move on to installation.
Each installation is unique, as it’s designed specifically for your home and requirements. For most air source heat pump systems, a typical installation takes around 4 to 5 days. Ground source installations can take longer due to the additional groundworks involved.
This timeframe becomes much clearer once the design is complete and the project is planned.
If you’re working on a new build or renovation, we can also coordinate closely with your architect, builder, or other trades to ensure everything fits into your wider project timeline.
During installation, our team will install the heat pump unit, connect the system to your home’s heating, complete all plumbing and electrical work, and integrate controls and hot water systems. For ground source systems, this also includes connecting the ground loop to the system.
We aim to keep disruption to a minimum while ensuring everything is installed to the highest standard.
Step 7: Commissioning, handover and documentation
Once installation is complete, we carry out full testing and commissioning to make sure everything is working exactly as designed.
We fine-tune the system to ensure it runs efficiently and delivers the comfort your home needs.
We’ll also walk you through how everything works, so you feel confident using your system day to day.
Alongside this, you’ll receive a complete handover pack. This includes all relevant documentation such as warranties, MCS certification, and any other paperwork you may need for records, servicing, or future resale.
Nothing is left unclear or unfinished. You have everything you need from day one.
Ongoing support and performance
A well-designed heat pump system should run efficiently for years. But good support still matters.
After installation, we remain on hand to help with any questions, system adjustments, or ongoing servicing.
We’ll make sure you understand how to get the best from your system, and we’re here if you ever need support in the future.
Air source vs ground source: which is right for you?
Most of our customers choose air source heat pumps because they’re suitable for a wide range of homes and are typically quicker to install.
Ground source systems can be a great option where there’s enough land available, particularly for larger properties or new builds. They can offer excellent efficiency but do involve more extensive installation work.
The right choice depends on your property, available space, and long-term plans.
That’s why we always start with a full design process, so we can recommend the system that will work best for your home.
The IMS difference: design first, no shortcuts
The biggest difference in our approach is simple. We don’t rush to installation. We take the time to design your system properly, provide a clear proposal, and only move forward when everything is right. Because when it comes to heat pumps, getting it right at the start makes all the difference.
Thinking about installing a heat pump?
If you’re considering a heat pump, the best place to start is with a conversation.
You can get in touch with our team by filling out an enquiry form on our website, or by calling or emailing us directly. We’ll talk through your property, provide an initial estimate, and guide you on the next steps.
Choosing the right installer is just as important as choosing the right system. If you’re still comparing options, you might find this guide helpful: How Do You Choose the Best Company to Install Your Heat Pump.
Ready to have your heat pump installed?
Heat pumps allow you to generate renewable energy, reducing your reliance on fossil fuels and ensuring you can save money.
From recommending a suitable heat pump model, to helping you access savings through the Boiler Upgrade Scheme or HES Grant & Loan, IMS Heat Pumps is here to support you through all stages of the process.
Please get in touch with us today for a free quote.