Best F-Gas Compliance Software for Refrigeration and Air Conditioning Engineers UK (2026)
A 2026 comparison of F-Gas compliance software for UK refrigeration and air conditioning engineers, checked against gov.uk leak-check and record-keeping rules, covering Joblogic, Checker, Commusoft, simPRO and BigChange.
For UK refrigeration and air conditioning engineers, the best F-Gas compliance software logs every leak check against its correct CO2-equivalent interval, keeps the five-year records F-Gas regulations require, and turns each visit into a certificate a landlord or main contractor will accept. Joblogic and Checker build this in natively; most general trade apps only store the paperwork generically.
By Daniel Sedgwick, Founder and Managing Director of Checker
An F-Gas leak check that’s a week overdue does not feel like a problem until a letting agent, main contractor or Environment Agency officer asks for the record and there isn’t one. Working on F-Gas equipment without the right company and individual certification is against the law, and the record-keeping duty starts the moment a system holds the equivalent of 5 tonnes of CO2, a threshold that plenty of single-circuit commercial split systems and larger multi-splits already cross.
Most UK refrigeration and air conditioning engineers already run some kind of job app for quoting, scheduling and invoicing. Far fewer of those apps actually understand what F-Gas asks for. This guide checks five real tools against the regulator’s own rules, on the criteria that matter for a working engineer rather than a spec sheet: whether F-Gas and leak-check logging is a named feature or an afterthought, how certificates and records get produced on site, and what each one costs.
How Often Must You Check for F-Gas Leaks? (12, 6 or 3 Months)
F-Gas leak-check frequency is set by the CO2 equivalent (CO2e) of the refrigerant charge in each circuit, not by the kilogram weight printed on the nameplate. CO2e is the charge weight multiplied by the refrigerant’s global warming potential, so two systems holding the same weight of two different gases can sit in different check bands entirely.
| CO2 equivalent charge | Minimum leak check frequency |
|---|---|
| 5 to less than 50 tonnes | At least every 12 months |
| 50 to less than 500 tonnes | At least every 6 months |
| 500 tonnes or more | Automatic leak detection required (3 months for pre-2017 switchgear or organic Rankine cycles) |
Fit an automatic leak detection system and the regulation lets you double the interval between manual checks, so a 12-month band moves to every 2 years. That trade-off only works if the detection system itself is checked on schedule, every 6 years for electrical switchgear and every year for everything else, per gov.uk’s F-Gas leak-checking guidance.
What Records Does F-Gas Regulation Actually Require?
For any system holding 5 tonnes CO2e or more, both the equipment operator and the company that services it have a record-keeping duty, and gov.uk sets the retention period at 5 years. The record has to contain the quantity and type of gas installed, the quantity and type added during any maintenance or leak repair, the dates and results of every mandatory leak check, and details of any registered waste carrier used for recovery and disposal.
Operators also have to record the name, address and certificate number of any company used to install, service or decommission the equipment, per gov.uk’s F-Gas record-keeping guidance. That last point is where a lot of paper-based logs quietly fall over: a spreadsheet can miss an entry, but a job app that ties the record to the visit it came from cannot.
Certification sits alongside record-keeping, not instead of it. Gov.uk names Refcom Certification Ltd, F-Gas Register (Quidos) and Bureau Veritas UK Ltd as the approved company certification bodies for refrigeration, air conditioning and heat pump work, and states plainly that it is against the law to work with F-Gas without the correct certification, for both the company and the individual engineer.
5 Real Options for F-Gas Compliant Job Management in 2026
The order below follows how each tool tends to get shortlisted for this work rather than a single declared winner, and every entry was checked directly on the vendor’s own site before being included.
| Tool | F-Gas & leak-check logging | Job management & scheduling | Certificates on site | Accounting sync | Starting price | Best suited to |
|---|---|---|---|---|---|---|
 Joblogic | Dedicated REFCOM F-Gas Tracking & Reporting module: cylinder stock, leak-check logbook, waste transfer notes | Strong, built for multi-engineer dispatch | F-Gas reports generated per asset in minutes | Sage, Xero, QuickBooks + more | From £45/user/month billed annually (Standard); Premium/Enterprise quote-only | Larger, REFCOM-registered refrigeration and AC firms with several engineers |
 Checker | F-Gas service and leak-check records, refrigerant usage logs, installation/commissioning certificates | Yes, job list, scheduling, CRM | Digital certificates generated on site, follow the industry’s standard layout | Xero (two-way invoices and payments), QuickBooks, Sage; Zettle payments | From £10.99/month + VAT, no lock-in contract | Engineers wanting F-Gas records, job management and follow-up in one app |
 Commusoft | Dedicated refrigeration industry page; logs refrigerant type and quantity per asset for an audit trail, not named to F-Gas specifically | Yes, built for multi-asset commercial contracts | Configurable job and asset reports | Xero, QuickBooks + more | Quote-only, per-user pricing not published | Contract-driven commercial refrigeration firms managing many assets per site |
 simPRO | No native F-Gas tracking; available only via a third-party marketplace add-on built by a separate company | Strong, enterprise-grade scheduling and asset management | Job reports natively; a servicing certificate via the add-on | Xero, QuickBooks, Sage + more | Quote-only, not published | Larger multi-site operators already budgeting for a marketplace add-on |
 BigChange | Generic certificate and document storage; F-Gas certificates named only as one example, no dedicated F-Gas module | Yes, with vehicle tracking and CRM | Custom digital forms, expiry alerts on stored certificates | Xero, Sage + more | Quote-only (“Request pricing”) | Firms wanting vehicle tracking and job management alongside general document storage |
Joblogic
Joblogic is a job management platform aimed at larger, multi-engineer field service and facilities businesses across gas, electrical, fire and refrigeration trades. Its REFCOM F-Gas Tracking & Reporting module was built directly with REFCOM, and REFCOM’s own site confirms every member company gets one free Joblogic F-Gas user for life, a benefit it values at roughly £540 a year.
The module works as a digital logbook: individual gas cylinders are tracked by stock and van location, every F-Gas transaction and leak check is logged against the asset with a QR code, and the app generates the F-Gas report or waste transfer note a client asks for in a couple of clicks rather than a spreadsheet reconstructed after the fact. That level of detail is aimed squarely at REFCOM-registered companies with an annual return to file, more than at a single-van operator.
Worth knowing: Joblogic’s core Standard plan starts at £45 per user a month billed annually, so a five-engineer team is looking at roughly £225 a month before any F-Gas module cost, and Premium and Enterprise tiers are quote-only. That’s a materially different price point to a per-engineer trade app, and it fits a business that already needs Joblogic’s wider dispatch and facilities-management features, not just the F-Gas logging.
Checker
Checker is an all-in-one job management and compliance-certificate platform for UK trade engineers, including refrigeration and air conditioning teams, built by Dan Sedgwick, a former gas engineer who has been building trade software since 2012. Its dedicated refrigeration software page lists F-Gas service and leak-check records, installation and commissioning certificates, refrigerant usage logs, maintenance checklists and RAMS as standard document types, alongside a separate page built specifically for air conditioning engineers.
The pitch is that certification and business admin live in one app rather than two subscriptions. An engineer completes the leak check or service visit on their phone, and the same job record carries scheduling, a customer CRM, invoicing and business analytics, so nothing needs re-keying between a certificate tool and a separate office system. It synchronises invoices and payments both ways with Xero, while QuickBooks and Sage are supported integrations, which matters for a small firm that doesn’t want a bookkeeper re-entering job invoices every month.
Checker also builds in offline reliability that matters on a plant room roof with one bar of signal: jobs and forms save locally and sync automatically once a connection returns, so a leak check doesn’t get lost because the site had no reception. Full pricing runs Lite at £10.99 a month, Pro at £19.99, and Pro Plus at £25.99, all plus VAT, with no lock-in contract, so a smaller refrigeration or AC firm can trial the full workflow without committing to a year upfront.
Where it’s a genuine fit: a refrigeration or AC engineer who wants F-Gas records sitting next to scheduling, invoicing and accounting sync, rather than running a certificate app and a separate job-management app side by side. New users can start at my.checker.app/register.
Commusoft
Commusoft runs a dedicated refrigeration industry page aimed at contract-driven, parts-heavy commercial refrigeration work, positioning itself around businesses managing temperature-sensitive assets across multiple sites. Its own site describes letting engineers “log the type and amount of refrigerant used on every asset” to build what it calls a bulletproof audit trail for regulatory compliance.
That refrigerant tracking is real and genuinely refrigeration-specific, but on direct inspection of Commusoft’s own refrigeration page, the F-Gas regulation itself is not named, and the page doesn’t reference leak-check intervals or the 5-year retention rule directly, only compliance in general terms. Job management and multi-asset tracking are strong, which suits a larger commercial refrigeration contractor more than a smaller AC or refrigeration business.
Worth knowing: Commusoft doesn’t publish per-user pricing, so budgeting means requesting a quote before you know where it lands against Joblogic or Checker.
simPRO
simPRO is enterprise-grade field service software used across several trades, including refrigeration and HVAC contractors managing larger, multi-site operations. Its own industries pages cover asset management and scheduling at that scale, but simPRO does not build F-Gas tracking natively into the core platform.
F-Gas logging for simPRO users comes from a separate marketplace add-on, built and sold by a third-party company, that adds cylinder-level tracking, return-date alerts and an automatically generated Certificate of Servicing on top of simPRO’s own job and asset records. It’s a genuine, working option, just not a simPRO feature in itself, and it’s worth pricing separately from the core subscription.
Worth knowing: if F-Gas logging matters from day one, factor in the added cost and setup of the marketplace add-on alongside simPRO’s own quote-only pricing, rather than assuming it’s included.
BigChange
BigChange positions itself as an all-in-one workflow platform for HVAC businesses, covering CRM, job tracking, vehicle tracking and invoicing in one subscription. Its HVAC page lists certification tracking with automatic alerts for expiring documents, and names F-Gas certificates as one example of the “vital documents” it can store alongside pressure test results and system schematics.
On direct inspection, that’s the extent of the F-Gas-specific language: a general document-storage and expiry-alert feature that happens to mention F-Gas certificates once, rather than a dedicated leak-check logbook or CO2e tracking tool. For a refrigeration or AC business that already wants vehicle tracking and a broader operations platform, that generic storage may be enough; for F-Gas record-keeping specifically, it asks more manual discipline from the engineer than Joblogic’s or Checker’s named F-Gas features do.
Worth knowing: BigChange’s own pricing page doesn’t publish a monthly figure either, it’s “Request pricing” only.
What About Tradify, ServiceM8 and Powered Now?
All three publish a UK HVAC or refrigeration trade page, and all three are worth checking directly rather than assuming a trade label means F-Gas coverage. On inspection of Tradify’s HVAC and refrigeration page, the feature list is generic job management (quoting, scheduling, job tracking, invoicing) with no mention of F-Gas, refrigerant logs or leak checks anywhere on the page.
ServiceM8’s HVAC page is the same pattern: PDF forms, job checklists and asset management, with no F-Gas or refrigerant-specific language at all, UK or otherwise. Powered Now’s HVAC and refrigeration trade page lists risk assessments and customisable forms and certificates, again without naming F-Gas, leak checks or refrigerant logs as a feature. None of that means these tools are unusable for a refrigeration or AC business, only that F-Gas compliance would sit on a generic form the engineer builds themselves, not a purpose-built log.
6 Things to Check Before You Switch F-Gas Software in 2026
A tool can pass every one of those and still not be the right size for your business. A REFCOM-registered company running a dozen engineers across commercial sites has different needs to a two-van AC firm doing domestic and light-commercial work, and the price gap between Joblogic’s per-user model and Checker’s flat per-tier pricing reflects that difference.
Authoritative sources
FAQ
How often do refrigeration and air conditioning engineers need to check for F-Gas leaks?
It depends on the CO2 equivalent (CO2e) size of the refrigerant charge, not its weight in kilograms. Equipment with 5 to less than 50 tonnes CO2e needs a leak check at least every 12 months, 50 to less than 500 tonnes CO2e needs one at least every 6 months, and 500 tonnes CO2e or more requires an automatic leak detection system, which the regulation lets you use to double the interval between manual checks.
What records does F-Gas regulation require you to keep, and for how long?
For any system holding 5 tonnes CO2e or more, the equipment operator and the servicing company must keep records for 5 years covering the quantity and type of gas installed, the quantity and type added during any maintenance or leak repair, the dates and results of every mandatory leak check, and the name, address and certificate number of any company used to install, service or decommission the equipment.
Do I need a REFCOM or F-Gas Register certificate to work on refrigeration and AC systems?
Yes. Both the company and the individual engineer need certification to install, repair, maintain or decommission stationary refrigeration, air conditioning or heat pump equipment containing F-Gas. Gov.uk names Refcom Certification Ltd, F-Gas Register (Quidos) and Bureau Veritas UK Ltd as approved company certification bodies, and working without the right certification is against the law.
What’s the best F-Gas compliance software for refrigeration and air conditioning engineers in 2026?
Joblogic has the most dedicated F-Gas feature set, with a tracking and reporting module built directly with REFCOM that logs cylinders, transactions and leak checks against each asset. Checker covers F-Gas service and leak-check records, installation and commissioning certificates and refrigerant usage logs inside the same app used for job scheduling, invoicing and accounting sync, which suits an engineer who wants compliance and day-to-day admin in one subscription rather than two.
Does general trade job management software cover F-Gas compliance?
Not usually as a named feature. Tradify, ServiceM8 and Powered Now all publish HVAC or refrigeration trade pages, but on direct inspection none of the three names F-Gas, refrigerant leak checks or refrigerant logs as a dedicated capability, only generic job cards, scheduling and certificate storage. If F-Gas record-keeping is a real part of your workload, check for a named F-Gas or refrigerant-tracking feature rather than assuming a general HVAC label covers it.
Related reading on Checker
Try it for yourself
If F-Gas records, job scheduling and getting paid on time are the three things slowing your refrigeration or AC business down, it’s worth seeing how they work together in one app. Checker’s Lite plan starts at £10.99 a month plus VAT with no lock-in contract, so you can try the full workflow, certificates, scheduling and invoicing, without committing to a year upfront.
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