HVAC job management, scheduling and maintenance in one app
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 up a service contract for the customer, monthly, quarterly, twice a year, annual or a custom interval, and each visit generates automatically as it falls due, 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.
How it works for HVAC & air conditioning, in detail
HVAC job management, start to finish
An enquiry from your website lands in the Leads inbox and becomes a customer and a job in one tap. The survey turns into a quote the customer signs on their phone, which books the job. The engineer completes it on site with photos and a signature, and the invoice goes out from the same record, paid by card into your own Stripe account. The install, the commissioning sheet and every service after it sit on one customer and one unit, not across a diary, a spreadsheet and a folder of PDFs.
HVAC scheduling when the PPM round meets a heatwave
The diary gives each engineer a column, and jobs drag between slots and engineers as the day changes. Contract visits arrive as booked but unscheduled jobs ahead of their due date, so they wait in a queue you slot around the breakdowns rather than vanishing when July goes mad. On Crew and above the day's jobs show on a map so you can group them by area, and Fleet adds route sequencing to reorder a day and cut the driving.
HVAC maintenance software for PPM contracts
A service contract holds the work, the price per visit and the frequency: monthly, quarterly, twice a year, annual or a custom number of days. Gafferly creates each visit a set number of days before it falls due, and can draft that visit's invoice for you to check and send. Contracts can be paused or ended, and the contracts screen totals your recurring revenue, which is the number that makes a maintenance business worth more than its vans.
Service reports and F-gas records on site
Build your service report, commissioning sheet and F-gas logbook in the form builder with the fields you actually use, photo evidence and a signature. Assign a form to a job type and make it required, so a job cannot be completed without it. Each unit is an equipment record with its make, model and serial, which the data plate scanner can read from a photo, and a visit linked to the unit lands in that unit's service history.
HVAC service software your engineers will use
Engineers run the day from their phone: the job list, the site notes and the history of the unit in front of them. Completing a job works offline, so a plant room with no signal is fine, and a voice note can become a tidy report to check before it goes. Parts come out of the van's stock onto the job and the invoice, and the customer gets a job sheet with the work done, the parts, photos and their signature.
Commercial customers and facilities managers
One customer can have many sites, each with its own equipment list, so a retail chain or a school trust is one account rather than forty. Switch on the customer portal and a facilities manager can see their jobs, open certificates and form reports, pay invoices and request a callback without ringing the office.
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.
The bits that matter most here
- F-Gas records that stay with the equipment
- Annual service reminders that book repeat work
- A diary that stops you double-booking
- Job sheets completed on site, signed and sent before you leave
- Build the certificates and checklists you actually use
- A branded login where your customers see their own quotes and invoices
Common questions
What is HVAC job management software?
Software that runs an air conditioning or heating and ventilation firm from first enquiry to paid invoice: quoting, scheduling engineers, planned maintenance contracts, service reports and invoicing, with a phone app for the engineers. For HVAC in particular it has to track each unit on each site, because the service history and the F-gas record belong to the equipment rather than to the customer.
Can Gafferly run planned preventive maintenance (PPM) contracts?
Yes. A service contract sets the work, the price and the frequency, from monthly to annual or a custom interval, and Gafferly creates each visit as a booked job a set number of days before it falls due, with an optional draft invoice. Contracts are set per customer rather than per individual unit, and every plan includes them.
Does Gafferly keep F-gas records?
You build your F-gas logbook in the form builder. It is not a supplied document. The completed form sits on the job, and linking the job to the unit puts the visit in that unit's service history. Gafferly does not calculate CO2 equivalent or work out your leak check interval.
Is Gafferly suitable for commercial HVAC work?
For a commercial firm of up to about fifteen engineers, yes: multiple sites per customer, equipment per site, service contracts, required forms, a customer portal for facilities managers, and Xero on Crew and above. Bigger operations that manage subcontractors and heavy SLA contracts may be better served by products built for that scale, such as Joblogic or Commusoft.
How much does HVAC software cost in the UK?
Gafferly is £29, £49 or £79 per user per month with no VAT added. Crew at £49 is the plan most HVAC teams need, because it adds the job map, automations, Xero and reports. Across UK job management software, published per-user prices run from £19 to £49 a month, ServiceM8 prices by jobs instead, and several vendors only quote on request. Our pricing comparison lists every published figure with its source.
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