HVAC software for installs,
service plans & invoicing
Quote installs, run maintenance contracts, get paid
Traddie is job management software for UK HVAC and air-conditioning engineers. Quote installs, run planned-maintenance and service contracts, and schedule recurring visits that invoice automatically.
Keep service records with the job, take card or direct-debit payments, and handle CIS on commercial subcontract work.
14-day free trial · No charge today · Built for UK hvac engineers
- F-gas logbook per system
- GB 517/2014, AR4 GWPs
- REFCOM packs reach back five years
Everything an HVAC engineer needs in one app
From the first quote to the final payment, Traddie keeps your whole job in one place.
Quote installs and commissioning
Price install and commissioning work with equipment, labour and any extras as separate lines.
Service and PPM contracts
Set up recurring maintenance contracts that invoice on schedule and collect by direct debit.
Plan maintenance visits
Schedule recurring service visits and one-off callouts, and assign engineers across sites.
Service records with the job
Keep commissioning sheets, F-gas records and service history attached to the job and invoice.
Card and direct debit
Collect install payments by card and contract fees by direct debit.
The F-gas logbook
The record that attaches to the equipment, not to you
F-gas is the one regime where the paperwork follows the kit rather than the company. The operator is entitled to a copy, an inspector will ask to see it, and it has to survive you losing the contract. Traddie keeps it per system.
A logbook per system, generated on demand
The Article 6 record for one system, as a PDF the operator is entitled to be given. Not a summary of your business, and not a folder of job sheets: the legal record for that equipment, which is what an inspector actually asks for.
Charge, GWP and the tonnes that set your duty
Refrigerant, charge in kilograms and the CO2 equivalent worked out from it, which is what decides whether a system carries a leak-check duty at all and how often. Systems below the threshold are shown as having no duty rather than being quietly given one.
- GB retained Regulation 517/2014, so GWPs are AR4
- Not EU 2024/573, which repealed 517/2014 in the EU and has no effect here
- Next leak check due carried on the system, not worked out in your head
Five years of records, because the duty runs five years
Article 6 keeps records for five years, and the contractor keeps the same records as the operator. A REFCOM pack therefore samples sixty months rather than twelve, so it does not quietly understate what you are on the hook for.
Heat pumps, without claiming a scheme we have not launched
Heat pump installs quote, schedule and invoice like any other job, with commissioning records attached. Boiler Upgrade Scheme grant tracking is in the database but the screens are not launched, so we do not list voucher clocks, evidence slots or redemption gates here.
Servicing and maintenance that bills itself
Air conditioning and heat pump maintenance runs on a cycle. Service plans invoice on that cycle and collect by direct debit, and the work itself comes back round even where no certificate is involved.
Traddie holds the record and produces the logbook. It is not a refrigerant reporting service, so your own returns still go through your usual route.
The small things that save you an afternoon
F-gas punishes a record that was right on the day and is now in somebody else’s inbox. These keep it attached to the equipment.
The record lives on the system
Charge, refrigerant, tonnes CO2 equivalent, leak-check interval and next check due sit on the equipment. Change the operator or lose the contract and the record is still the record, because it never belonged to a job sheet in the first place.
The duty is worked out, not remembered
Tonnes CO2 equivalent decides the leak-check interval, and Traddie carries the next due date from it. A system under the threshold is shown as carrying no duty, rather than being given a reminder it does not need.
The maintenance comes back round
Traddie chases the work as well as the certificate, so an air conditioning service twelve months on comes back to you whether or not a document was ever issued.
Photograph the data plate
On the heating side, point your phone at the rating label and Traddie reads the make, model, serial and GC number rather than you copying it into a form in a loft.
REFCOM packs sample five years
The record-keeping duty runs five years. A twelve-month pack would understate it, so a REFCOM assessment pack reaches back sixty months by default.
The quote check runs before you send
Cost above value, margin under target, labour eating the job, no materials entered. Advisory, so you still send what you meant to send.
Everything it reads is put in front of you before it reaches a record. Traddie suggests, you confirm, and the logbook goes out under your certification because you are the one who signed it. See how a job runs end to end
Why UK hvac engineers choose Traddie
For install and maintenance businesses
HVAC revenue is part project, part recurring service. Traddie handles both, one-off installs and hands-off contract billing, and keeps the records that maintenance work depends on.
- Run recurring service and PPM contracts that invoice on a schedule and collect by direct debit.
- Keep commissioning sheets and F-gas / refrigerant handling records attached to the relevant job.
- Quote installs with equipment and labour split out so the customer sees a clear breakdown.
- Apply 20% / 30% CIS deductions automatically on commercial subcontract work.
- Track turnover against the £90k VAT threshold as the business grows.
Turn up to your REFCOM audit with the folder already built
Audits get failed on admin, not on skill. Traddie already holds your certification and your insurance. On iPhone and Android it also holds your F-gas systems and logbooks, so it can tell you in March what the assessor will ask for in April.
- 1
Pick the scheme and the window
REFCOM reaches back five years by default, because the record-keeping duty does. The annual schemes sample the twelve months since the last visit.
- 2
Read the gap report
What is missing is split into blockers and warnings. Doing in-scope F-gas work without company certification is a criminal offence, so its absence is the hardest blocker in the pack.
- 3
See the sample before they do
The pack carries a one-line summary of every F-gas system alongside your certification and insurance, so the systems pulled at random are ones you have already been through.
- 4
Keep the version you showed them
It comes out as a PDF with its figures frozen as they read on the day. Generating it again makes a new one rather than rewriting the old one.
Traddie is not a certification body. The pack is your own preparation for your own audit. Nothing in it claims a scheme has approved anything, or that you will pass.
Prove you are certificated before you have done anything
Commercial customers and main contractors want your company F-gas certification and your public liability before they will put you on site. Keep them in one place and send one link.
- Store your REFCOM company certification and individual F-gas handling qualifications, MCS registration, public liability and employers’ liability with their expiry dates, and get a reminder before any of them lapse.
- Send one revocable link. Nothing on it is labelled verified, because Traddie has not verified it: a row is either checkable, with a deep link to the REFCOM or MCS register, or self-declared with your own document attached.
- Expired credentials never render. Not on the page, and not in the footer of a quote you send tomorrow.
- Switch on the document footer and your certification number and cover level ride along on every quote and invoice.
Different pack, different reader. This one is for your customer; the audit pack above is for your assessor. Expiry reminders for both
How it runs for an HVAC engineer
From install to recurring service in four steps
- 1
Quote the install
Price equipment, labour and commissioning, and send for online acceptance.
- 2
Install & commission
Complete the install, attach commissioning and F-gas records, and invoice with a card link.
- 3
Set up the contract
Add a recurring service/PPM contract for ongoing maintenance.
- 4
Bill automatically
Service visits invoice on schedule and collect by direct debit.
Quote Q-0358
DraftRiverside Dental · Split system install and PPM
Daikin 5kW wall split, supplied
£1,180.00
Install and commission
£720.00
PPM, 2 visits a year
£240.00
Total inc. VAT
£2,568.00
PPM and service contracts on autopilot
HVAC lives on contracts and call-outs. These bill the contracts, remind about the services and chase the invoices.
Invoice INV-0714
SentRiverside Dental
Split system install and PPM
£2,568.00
Due 14 days from today. Chasing is on.
Service plans
Boiler cover, maintenance rounds and PPM bill themselves on the cycle you choose and collect by direct debit.
Certificate renewals
Every certificate you issue sets its own renewal date. Before it expires Traddie drafts the quote and reminds the customer, so the annual work comes back to you.
Appointment reminders
Customers get a text or email the day before so you stop turning up to empty houses.
Invoice chasing
A reminder before the due date, then nudge, firm and final letters on a ladder you set. Late-payment interest and the statutory fee can be added for business customers.
Review requests
A day after an invoice is paid the customer gets one message asking for a Google review, with your link in it.
Accounting sync
Invoices, payments and expenses land in Xero, QuickBooks, Sage or FreeAgent as they happen, VAT and CIS included.
Every automation is off until you switch it on, and each one has a test-send so you can see exactly what the customer gets. See how chasing works
FAQ for UK hvac engineers
Can I manage recurring maintenance contracts?+
Can I collect card payments after site visits?+
Can I keep commissioning and F-gas records?+
Does it handle CIS for commercial subcontract work?+
Can I schedule engineers across multiple sites?+
Will invoices sync to my accounting software?+
Ready to run your HVAC business without the paperwork?
Join UK hvac engineers using Traddie to quote, schedule, invoice, and get paid faster.
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