Heating engineer software for services, breakdowns and installs
Annual services, landlord certificates, boiler installs and a phone that does not stop in November. Gafferly books the recurring work automatically and gets the CP12 to the landlord before you have left the drive.
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The bits that eat your week
Annual services that only get booked if someone remembers to ring.
Landlord certificates chased by letting agents for weeks.
A winter diary where nobody knows who is free.
Boiler install quotes rebuilt from scratch every time.
Built round how heating engineers actually work
Services that rebook themselves
Set up a service contract once and next year's visit appears in the diary on its own. The recurring work is already yours, this just stops it falling off the books.
CP12 on the doorstep
Fill the Landlord Gas Safety Record on site with the appliance details, the readings and your Gas Safe number. It sends to the landlord as a branded PDF straight away.
A diary that copes with November
Whole week at a glance, drag jobs onto the right engineer, and send the customer an on-my-way text so you are not fielding calls asking where the van is.
Install quotes that get signed
Price a combi swap from your own price book, add photos and options, and let the customer e-sign from the sofa.
Set up for your trade on day one
Tell us what you do when you sign up and your workspace opens with job types and checklists that already read like your own. Rename any of it, add your own, delete what you never use.
CP12 gas safety records are built in. Anything else you record, you build in the form builder.
- Boiler service
- Landlord gas safety (CP12)
- Breakdown
- Installation
- Callout
- Quote / survey
Not your trade?
Doing a bit of everything? Gafferly fits that too.
A gas engineer's business is appliance shaped. A heating engineer's is project shaped. Buyers say gas engineer when something needs making safe or signing off, and heating engineer when something needs designing and installing. That is why these are two pages: short documented visits on one side, multi-day jobs with a survey, a quote and five overlapping deadlines on the other.
The paperwork this trade actually issues
And an honest column for whether Gafferly ships it, you build it, or it happens somewhere else entirely. Only CP12 and EICR are built in.
| Document | What it is | In Gafferly |
|---|---|---|
| Benchmark commissioning checklist and service record | The manufacturer's warranty document. It lives in the customer's boiler manual, and when a heat exchanger fails four years later the manufacturer wants to see it filled in and serviced annually. If you have not kept a copy, you cannot prove any of it. | You build itBuilt in the form builder, with your own fields, photos and signature. |
| Room by room heat loss calculation | The design work behind a heat pump or a system upgrade. Hours of work that lives or dies on whether the quote gets chased. | You build itBuilt in the form builder, with your own fields, photos and signature. |
| MCS installation certificateMCS | Registered on the MCS database, not issued by you from your own software. Required for the customer to claim grant funding. | Not usHappens on somebody else's portal. Gafferly plays no part in it. |
| Building Regulations compliance certificate | Notified through your competent person scheme, on their portal. | Not usHappens on somebody else's portal. Gafferly plays no part in it. |
How the work arrives
Three streams fighting over the same engineers. Reactive callouts are the smallest share of revenue and the loudest. Servicing is the predictable base. Installation is where the margin is and where the survey-to-quote-to-decision cycle can run for weeks, which is why unchased quotes hurt this trade more than most.
How the year runs
Two distinct businesses either side of roughly the first week of October. Late September to February is breakdown and callout. The rest of the year is when installation work actually gets sold and fitted.
How it works for heating engineers, in detail
Job management for heating engineers
Annual services, breakdowns and installs all compete for the same engineers. Gafferly keeps them on one diary, with each customer's sites, boilers and history on one screen, so the engineer at a no-heat callout can see what was fitted, when it was last serviced and what was quoted last year.
Annual services that book themselves
Record the boiler against the property with its last service date, and the Reminders board brings the customer up when the next service is due, a year on, with a one-tap reminder text or a snooze. For customers on a plan, a service contract creates next year's visit on its own and can draft the invoice. One mechanism for one-off customers, one for contracts.
Install quotes that sell the better option
Build the quote from your price book, offer good, better and best packages, and add optional extras such as a filter, a smart thermostat or a powerflush, each with a photo. The customer picks, watches the total and the deposit update, and signs on their phone, which books the job. On Crew and above, unanswered quotes are chased automatically, which matters when a heat pump quote can sit for weeks.
CP12, Benchmark and commissioning on site
Landlord Gas Safety Records are built in on every plan and go to the landlord or agent as a PDF before you leave. Benchmark, commissioning sheets and heat loss surveys you build in the form builder, with photos and signatures. MCS registration and Building Regulations notification happen on the scheme's own portal, not in Gafferly.
Breakdown season without the phone going all day
From the first cold snap the diary fills with callouts. Drag jobs between engineers as the day changes, and on Crew and above send on-my-way and running-late texts so customers are not ringing to ask where the van is. Engineers complete jobs offline, the invoice goes from the job so the customer can pay by card through your own Stripe account, and they get a job sheet with photos and a signature.
Where Gafferly stops, for this trade
Better to know now than in week three of the trial.
- Gafferly does not register MCS installations or claim grant funding. That happens on the MCS database.
- It does not ship Benchmark as a built-in document, because Benchmark is a manufacturer form rather than a statutory one. You build your version in the form builder.
- It does not do heat loss calculations. It stores the survey and the result.
Schemes and bodies
- Gas Safe Register
- MCS
- OFTEC
- HETAS
Gafferly does not register you with any of these, or check that you are.
Common questions
What is the best software for heating engineers?
It depends on your mix of work. If you only do gas, Gas Engineer Software is cheaper at £19 per user plus VAT. If you issue a wide range of certificates, Tradify publishes the widest ready-made library. Gafferly suits heating firms that want CP12 built in, service reminders and contracts, and install quotes with options in one app, at £29 per user with no VAT added.
Does Gafferly do CP12 gas safety records?
Yes, on every plan including Solo at £29 per user per month. The record is completed on the phone at the property, signed, sent to the landlord or agent as a PDF, and kept on the property so next year's renewal is easy to find.
Can it remind customers when their boiler service is due?
Yes. The Reminders board lists every customer whose equipment is coming up for its annual service, worked out a year on from the last service date, with a one-tap text to send or a snooze. Each plan includes 50 texts per user a month, then 7p each.
Does Gafferly handle heat pump installs and MCS?
It handles the job side: the survey, the quote with options, the install job, the commissioning forms you build, photos and invoicing. It does not register installations with MCS or do heat loss calculations. Those happen in your MCS process and your design tools.
How much does heating engineer software cost?
Gafferly is £29, £49 or £79 per user per month with no VAT added. Crew at £49 adds on-my-way texts, quote chasers, Xero and reports. Across UK job management software, published per-user prices run from £19 to £49 a month, and our pricing comparison lists each vendor's figures with sources.
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