Boiler repair and heating service software

ServiceCenterSoft is job-tracking software for heating engineers and small firms that repair and service gas and electric boilers, water heaters, cylinders and heat pumps. The call-out and the board repaired on the bench live in one job, every boiler keeps its history, and expensive parts go to the customer as a quote before you order them. It runs in the browser — on the office computer and on the engineer’s phone in the airing cupboard.

Who this is for

A boiler never comes to your counter. It is plumbed into gas, water and the heating, so most of the work happens at the customer’s address: cleaning the burner and heat exchanger, swapping a sensor, setting up. But part of the job still comes back to the workshop. A PCB is taken out and tested on the bench, a water heater goes away for descaling, a leaking heat exchanger is repaired on the workbench. One fault, two places, several days.

Then there is the season. In September and October everyone remembers their heating at once: fire it up after the summer, get it serviced, find out why it keeps locking out. And all year round there is the steady stream of annual services on boilers you already know.

• The board is on the bench, the job is “out on site”. The customer calls and nobody can say whether their PCB has been looked at.
• Autumn call-outs slip through. Booked over a messaging app, promised “this week”, forgotten.
• An expensive part without a yes. The heat exchanger is ordered, and the customer decides a new boiler makes more sense.
• Nobody remembers last year. Which model, what was replaced, when it was last serviced.

One job from call-out to refit

A call-out is booked as an ordinary job: the customer with phone number and address (the address is kept on the customer record), the boiler, model and serial number, the fault, and a note such as “boiler in the loft, ladder needed”. The job gets an engineer and a promised date.

You define the statuses yourself, and for boilers it pays to split them by where the work is: “Visit booked”, “Board on bench”, “Awaiting part”, “Awaiting approval”, “Refit visit”, “Completed”. When the engineer takes the PCB away, the job moves to “Board on bench” with a note of what was removed. Any status can sit as a tile above the job list, so one click shows every board in the workshop, or every boiler waiting for its repaired part to go back in. Each status change, with comment, date and name, stays in the job history.

To be straight with you: there is no scheduling calendar and no route map. In the morning you filter jobs by engineer and “Visit booked”; the engineer opens the job on their phone for the address and notes and uses their usual sat-nav. The general side of field work is covered on the home appliance service page.

The autumn rush

In the busy weeks the point is not how many calls you take but that none gets lost. Overdue promised dates turn red and an “overdue” tile gathers them; an “urgent” flag marks households with no heating or hot water; searching by phone number brings up the job of someone calling for the third time; a filter by engineer shows who has how many visits.

When things quieten down, the report for the period shows how many first fires, services and repairs were done, for how much, and by whom. Air conditioning runs the other way round, with the peak in summer — if you do both, see air conditioner service.

Annual services on the same boilers

The customer record lists every job: when the boiler was serviced, what was replaced, what it cost. You can also find a job by part of the serial number — handy when a customer has two boilers, or when the house has been sold and the boiler stayed.

An annual service can be copied from last year’s job: customer, boiler, job type, accessories and notes carry over, while serial number, dates and payment are new. Job types such as “First fire”, “Annual service”, “PCB repair” and “Descaling” are yours to set up.

What it does not do: there is no service schedule and no automatic reminder to the customer that their boiler is due. The workaround: at the start of the season, filter last year’s “Annual service” jobs by intake date and ring round from that list; keep the dates of maintenance contracts in your own calendar.

Expensive parts only after a yes

A PCB, fan, gas valve or heat exchanger can cost a third of a new boiler. After diagnosis the engineer writes in the work log what was found and builds a quote line by line: part, quantity, price, labour. A button sends it to the customer by email or Telegram; they see every line and the total and press “I agree” or “I decline”. The answer and date go into the job history.

A job can take several payments — a deposit for the part, the balance after fitting. You can see what has been received and what is still owed, and the “unpaid” filter gathers finished jobs that have not been paid. Customers cannot pay online through the software; you take money as you always do and record it. If a repair makes no sense, the job is closed as “Repair refused” or “Beyond repair”.

Anodes, elements and seals in stock

Stock is a movement log: goods in with cost price and supplier, parts used on a job as a quote line, stocktakes. The balance updates itself. Set a minimum quantity and the “running low” tile tells you to reorder magnesium anodes before descaling season. Quantities are whole numbers, so everything is tracked by the piece or kit: anodes, immersion elements, thermocouples, ignition electrodes, washers, pressure sensors. Model-specific boards and heat exchangers are ordered with a parts request from the job, which can be emailed to the supplier. More on spare parts tracking.

Ready means the customer knows

A repaired board or a descaled water heater waits to be collected or refitted. Once the job is ready, the customer can get an email or a Telegram message (they subscribe with the QR code on their job sheet), and the email can be sent again. Every finished item shows how many days it has been waiting; once the free storage period runs out, the counter turns red and a tile gathers those items. There are no text messages and no mobile app. See customer notifications.

The intake receipt and the completion report are printed from the software, the report with the quote as a table, the work log and recommendations. Photos and files cannot be attached to a job: keep flue gas analyser printouts and pictures yourself, and write the readings in the work log.

A word on gas work

Gas work is regulated by law in most countries: engineers need the right registration or qualifications, and keeping them current is the business’s own responsibility. The software tracks repairs; it does not keep statutory gas safety records or produce certificates.

What jobs typically cost

As a rough guide only — prices vary a lot by region, model and parts: call-out and diagnosis €60–120, annual gas boiler service €90–180, PCB repair €150–400 including parts, water heater descale with new anode €100–220, heat exchanger clean on a gas water heater €80–160. You set your own prices in the device list and as quote lines.

What it costs

One price for the whole business — no extra charge for engineers or branches.

Off-the-shelf not enough — your own forms, roles, reports or workflow? We will build a program for you. How it works

Try it without signing up in the demo: book a boiler call-out, move it to “Board on bench” and build a quote.

In short

• Call-out and bench repair in one job with your own statuses; no calendar or route map.
• The autumn rush under control: tiles, overdue in red, urgent flagged.
• Boiler history by customer and serial number, last year’s job copied in a minute; no automatic service reminders.
• Expensive parts quoted for approval by link, with deposit and balance.
• Anodes, elements and thermocouples in stock with minimum levels.
• €20 a month for the whole business.