Frequently Asked Questions
All you might want to know about Gas Engineer Software.
Can’t find your answer? Get in touch with us here.
GENERAL
How long does a free trial last?
Gas Engineer Software offers a 7-day full-feature trial. This means you get the full experience of using Gas Engineer Software before we even ask for your card details.
What is included in a free trial?
A free trial includes every feature available in Gas Engineer Software. This means you can get the full experience of using our software before locking down a subscription and, if you have any questions, you can always get in touch with our customer support team who are more than happy to help.
Do I need to enter my card details to start a trial?
You do not need to enter any card details to start a free trial. All you need is an email address and password to get started. Card and payment details only come when you’re ready to start a subscription.
What happens after my trial ends?
When your trial ends, you’ll be asked to start a subscription in order to continue using the software.
Note that this does not mean you lose any information, jobs, records, and so on that you created during your trial. These will all become accessible again after paying for the software.
How do I cancel my subscription?
To cancel your subscription at any time, simply contact us on one of our channels:
- support@swfy.co.uk
- 020 7129 7058
- Directly message us within the software platform
Will I get automatically charged after my trial ends?
No – since we do not ask for your card details to start a trial, it is impossible for you to get charged without signing up for a paid account.
What information do I need to provide for a free trial?
The only information you need to provide to get started is your email address and a password.
What kind of features does Gas Engineer Software have?
Gas Engineer Software is an all-in-one job management app for heating & plumbing businesses. This means that we can help you handle each step of your work from start to finish with the following features:
- Customer detail management: to keep all of your customer data safe, secure, and organised
- Quoting: to quickly build professional quotes with line items
- Scheduling: to create appointments for you and any team members that link to full job details and sync updates in real time.
- Records & certificates: to create any of the industry records and certificates digitally.
- Invoicing: once a job is done, quotes can quickly be turned into invoices that include VAT, any discounts, and more.
- Automated reminders: so you can avoid the hassle of following up on quotes, unpaid invoices, and reminding customers about upcoming service dates.
What is job management software, and why would I want it?
Gas Engineer Software is a job management software that runs on phones, computers, and tablets. It helps heating & plumbing businesses manage jobs step by step from start to finish.
Going paperless means vastly reducing the amount of paperwork and manual admin work that needs to be done – therefore helping save time and make more money.
What does "all-in-one software" actually mean?
A typical heating and plumbing business will use several different spreadsheets, apps, and software to handle their invoicing, scheduling, customer data, etc.
All-in-one software allows you to keep all of this in one place, meaning:
- You have fewer passwords to remember and logins to deal with
- You can benefit (save time) from connecting various parts of the job
- You can enjoy a single point of contact—our helpful customer support team—if you ever have any questions or need help.
Gas Engineer Software also includes a range of useful integrations so that you can connect more specialised apps such as your accounting package and open banking payments.
GETTING STARTED
What should I do first after signing up?
After signing up, we would first recommend taking a look around the app and website, or watching our demo video (if you haven’t already). This will help familiarise you with where you can do things like access your records, create new certificates, or add customer details.
From here, the next step is to head to your settings and add basic information such as your company name, company registration number, Gas Safe Registration number, and engineer details. Once added, all of this information will appear automatically throughout your records so you don’t have to type it out each time like on paper.
How do I make my first certificate on Gas Engineer Software?
To create a certificate on Gas Engineer Software, simply click on “New Record” if you are on a mobile device, or “Create New +” if you are on the web. From here, you can choose the type of certificate you would like to create, attach it to a job, and fill it out.
Once it’s completed, you’ll have a chance to preview the certificate before issuing it to a customer.
How do I create my first customer and job on Gas Engineer Software?
To create a new customer, simply click on “Customers” and then “Add New Customer”.
To create a new job, simply click on “Jobs” and then “+ Add New Job”. You’ll then need to attach it to a customer, which you should have just created.
Jobs and customers are an important part of Gas Engineer Software. Any time you create a record, you’ll need to attach it to a job, which is attached to a customer. This is how our software is able to keep everything organised and interconnected.
How are things connected in Gas Engineer Software?
Every record in Gas Engineer Software is connected to a job, which is then connected to a certificate.
A job can have multiple records attached to it – maybe a job sheet, quote, boiler installation certificate, and an invoice.
Likewise, a customer can have multiple jobs attached to their profile in your software. This makes yearly maintenance and gas safety checks a breeze as you can quickly and easily access last year’s details.
Is it easy to move from another software to Gas Engineer Software?
Absolutely! Our customer support team can help you import a database of customer details so you can get up and running within hours.
At the same time, we’ve designed Gas Engineer Software to be easy to use and quick to set up. If you’re experienced with other job management software, you’ll have no problem at all using our software.
MY SETTINGS
How do I set up my company & engineer details?
To add your company details:
- Open the web portal
- Click on the clock on the cog next to your name
- Click on “Company Settings”
To edit an engineer’s details (including your own), simply click on “Users” in the same menu.
This can be done via the mobile app too by clicking on “Settings” from the home screen.
How can I customise Gas Engineer Software for my business?
You can customise Gas Engineer Software by:
- Adding your logo onto our certificates
- Choosing any colour for each engineer on the calendar
- Add custom job statuses to suit your company’s workflow
- Edit what any of your reminders say to follow your own preferred tone of voice.
How do I edit automated reminder settings?
To edit automated reminder settings such as frequency and messaging, click on the cog next to your name on the web portal, then click “Service Reminders and Email Templates”.
From here, you can select which reminders you would like to be sent out for you, when they’re sent, and what they say. Reminders can be turned off for individual customers too by heading into their specific profile under the customers menu.
SMS reminders are found in the “SMS Reminder Settings” menu.
How do I set up integrations?
To set up integrations, you will need to log onto Gas Engineer Software via the web. Click the cog next to your name, and then “Integration Settings”. Here you will find all available integrations with Gas Engineer Software. Simply follow the on-screen instructions for those you would like to connect.
Please note that integrations are not available on the Basic Plan. Learn more about integrations.
What kind of access rights / user permissions are available?
In the users menu, you are able to control the permissions of any of your employees. You can choose whether they can see all schedules or just their own, and whether they have the capability to invoice.
USING GAS ENGINEER SOFTWARE
What should I do with all my old records when I go paperless?
There is no need to digitise all your existing records if you were using paper. You’ll simply have a date in which all records before then are on paper, and all after are on software. After 6 years, all of the records you’re required to keep will then be on software.
How do I turn a quote into an invoice?
Rather than creating an invoice from scratch for a job, Gas Engineer Software allows you to convert quotes into invoices at the click of a button.
For any quote that has been issued, clicking on it will prompt you with several on screen options. Click “Convert to Invoice” and the software will do the rest.
How do I connect my flue gas analyser?
Flue Gas Analysers do not need any complicated set up to pair with Gas Engineer Software. Currently, we support Kane, Anton, and TPI analysers and all work the same with our software.
When creating a record, there are two “Import Readings” buttons under the combustion analyser high and low readings. Clicking this button will prompt the software to search for your analyser and will connect if Bluetooth is enabled on both your mobile device and the analyser.
Can I import my database of customer information?
Yes! If you would like to import a large database of customers, simply get in touch with a member of our customer support team who will be happy to assist.
How can I access the Gas Rate Calculator?
Gas Engineer Software has a built-in gas rate calculator. While it is accessible from the home menu, any record that requires an appliance to be gas rated has a shortcut button that takes you directly to the calculator.
Once you’ve finished the gas rating, the results will be automatically pulled over.
The Number #1 Software for the UK Heating & Plumbing Industry
The number #1 software for the UK heating & plumbing industry for over 10 years. Easily manage your customers, engineers & jobs. Grow your business with less paperwork, less hassle and less work.