Job management built for HVAC and air conditioning firms
Planned maintenance across dozens of sites, an asset register that has to be right, and a summer where everything breaks at once. Gafferly tracks every unit you look after and books the PPM visits before anyone has to think about it.
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The bits that eat your week
PPM visits tracked on a spreadsheet only one person understands.
Turning up to a site with no idea which unit failed last time.
Commercial customers wanting a service history you cannot produce quickly.
Reactive callouts in July burying the planned work.
Built round how hvac & air conditioning actually work
Planned maintenance that books itself
Set the schedule per site or per unit and the visits generate automatically, so a contract you sold in January is still being delivered in October.
History on every unit
Each AC unit, AHU or condenser is an asset with its own record: what was fitted, what failed, what you did about it, with photos of the plate.
A day planned by area
See the day's jobs on a map and group them by area rather than sending a van back across town twice.
Service history in one click
When a facilities manager asks what you have done on their kit this year, it is one screen, not an afternoon in the filing cabinet.
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.
Build your F-Gas records, commissioning sheets and PPM checklists in the form builder, with photo evidence and signatures.
- AC service
- AC installation
- F-Gas leak check
- Planned maintenance
- Breakdown
- Quote / survey
Not your trade?
Doing a bit of everything? Gafferly fits that too.
Almost every other trade's compliance document is a snapshot of one day. HVAC's core record is a running ledger tied to a specific machine. Under the assimilated F-gas regulation the equipment record follows the unit for its whole life, across every engineer who ever touched it, which is why a full gas history spread over three lads' job sheets is a genuine problem rather than an admin annoyance.
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 |
|---|---|---|
| F-Gas equipment recordLeak check frequency is set by CO2e charge, so every unit on a site can be on a different clockAssimilated Regulation (EU) 517/2014 | A per-asset running log of refrigerant type and charge, gas added, leak check results, recovery and the companies who worked on it. Kept for five years. It belongs to the equipment, not to you. | You build itBuilt in the form builder, with your own fields, photos and signature. |
| TM44 air conditioning inspection report | Lodged on a government register by an accredited assessor, not issued from your own software. | Not usHappens on somebody else's portal. Gafferly plays no part in it. |
| Commissioning record | The document a manufacturer asks for when a compressor fails inside warranty, alongside proof of annual servicing. | You build itBuilt in the form builder, with your own fields, photos and signature. |
How the work arrives
Contract-led planned maintenance is the base load and funds the year. Installation carries the margin. Reactive callouts wreck the plan, and the first hot week in June pulls everyone onto breakdowns at precisely the moment the quarterly PPM visits are due.
How the year runs
Sharply bimodal and getting more extreme. Breakdowns spike within days of the first sustained hot spell, then again on the first cold snap for heat pump and heating mode faults.
Where Gafferly stops, for this trade
Better to know now than in week three of the trial.
- Gafferly does not ship an F-Gas logbook as a built-in document. You build it in the form builder, and it is worth building properly because it is per asset rather than per property.
- It does not calculate CO2e charge or work out your leak check interval for you.
- TM44 inspections are lodged on a government register and are nothing to do with us.
Schemes and bodies
- REFCOM
- F-Gas company certification body
- BESA
Gafferly does not register you with any of these, or check that you are.
Try it on next week’s jobs
30 days free with every feature unlocked. Cancel before it ends and pay nothing.