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What it does

Annual service reminders that book repeat work

Gafferly has two separate mechanisms for repeat service work. The Reminders screen works out who is due a service from the last service date on each piece of equipment, a year on, and lets you text them with one tap. Service contracts are different, they create the next visit as a job on their own schedule with no text needed. Both are on every plan, and texts beyond the monthly allowance cost 7p.

A workboard computed from your equipment records

Record the last service date against each boiler, unit or appliance and the Reminders screen lists everything due in the next 60 days, plus anything overdue, with the customer, address and appliance on each row. Nobody keeps a separate spreadsheet.

One tap to send, one tap to snooze

Each row has a send button that texts the customer an annual service reminder, and a snooze that hides it for 90 days so two people in the office do not both text the same customer.

Contracts that book the visit for you

A service contract holds the work, the price and how often it repeats: monthly, quarterly, twice a year, annual, or a custom number of days. When a visit comes within its lead time, Gafferly creates the job, ready to drop into the diary.

Optional draft invoice per visit

On a contract you can switch on auto-invoicing, which drafts an invoice for the visit price against the generated job. It stays a draft until you review and send it.

How it works

  1. Add the equipment against each site and record its last service date
  2. Open Reminders once a week and see who is due or overdue
  3. Tap send on each one, or snooze it if the timing is wrong
  4. For regular customers, set up a service contract with the visit price and frequency
  5. Contract visits appear as jobs to drop into the diary, with an optional draft invoice

What it does not do

  • The Reminders workboard assumes a one year interval from the last service date. It does not read a different interval per appliance. For anything not annual, use a service contract, which supports monthly, quarterly, twice yearly and custom intervals.
  • The workboard and contracts are separate. A customer on a service contract is booked by the contract, so their visits do not appear on the Reminders screen unless their equipment records also show a service due.
  • The reminder is a text you send with a tap, it is not sent automatically. It uses your text allowance, which is 50 per user per month, then 7p each.
  • The reminder wording is a standard annual service message. The revenue figure on the screen is a rough estimate at a typical £90 service, not taken from your own prices.
  • Only owners and dispatchers can send or snooze reminders. Accounts users can view the list but not act on it.

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Common questions

How does Gafferly decide who is due a service?

It looks at the last service date recorded on each piece of equipment and adds one year. Anything due in the next 60 days, or already past due, shows on the Reminders screen. Equipment with no last service date does not appear, so the list is only as good as the dates you record. Archived customers and archived equipment are left off.

What is the difference between service reminders and service contracts?

Reminders are a prompt. Gafferly tells you a customer is due and you send them a text, then book the work if they say yes. Contracts are a standing arrangement. You agree the work, the price and the frequency once, and Gafferly creates the next visit as a job when it falls due, with no text needed. Use reminders for customers who book one-off annual services, and contracts for planned maintenance you have already sold.

Does the boiler service reminder text cost extra?

Each plan includes 50 texts per user per month. Beyond that, texts are 7p each. A reminder sent from the Reminders screen counts as one of your texts.

Can I use this for annual gas safety renewals and F-Gas checks?

You can use a service contract for any repeat visit, including an annual landlord gas safety check, with the frequency and price you choose. Gafferly does not work out legal intervals for you, so for something like F-Gas leak checks you set the schedule yourself.

See it on your own jobs

30 days with every feature unlocked. Card required to start, monthly rolling after that, no VAT to add.

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