Built for the realities of HVAC.

The job record, kept as the work happens

F-Gas rules ask a simple thing that is hard in practice: a record, per system, of refrigerant added and recovered, who did the work and when, with leak checks at intervals that depend on the system. On a whiteboard, that system survives until the first busy fortnight.

Here is the honest line on that. OptiTech Automation does not keep the F-Gas log for you. There is no per-system refrigerant record and no equipment register, so the cylinder figures stay in whatever you use for them today. What the platform holds is the work around them: the visit, the site, who attended, the notes and photographs they took, and the F-Gas certification each engineer carries with its expiry date. It does not certify anyone or anything either; your qualified engineers and your company certification carry that, as they should.

Engineers can still type what they did into the job notes, and most do, so the year-end questions from a client’s compliance team start from something rather than nothing. That is a note against a job, though, not a refrigerant ledger, and you should hear the difference before you sign rather than during an audit.

Planned servicing that actually runs to plan

Commercial HVAC lives on maintenance contracts, and maintenance contracts die by drift. The spring visit slips to summer, the client notices before you do, and at renewal the contract is suddenly out to tender. The plan was never the problem. Keeping to it was.

Planned visits in OptiTech Automation are scheduled across the year and land on the calendar without anyone keeping a wall chart. Each visit carries the site history, so the engineer walks in knowing the kit. The client gets their visits on time, and the renewal conversation starts from delivered, not from sorry.

Drift also hides revenue. A missed visit is a missed filter change, a missed refrigerant conversation, a missed while-I-am-here repair. Visits that happen on schedule carry small invoices with them, and small invoices on contract sites add up quietly.

Deposits and online booking for the reactive side

The reactive side of HVAC behaves like any emergency trade: a server room running hot, a restaurant fridge down, a heat pump dead in January. Those customers want to book now, not leave a voicemail. An online booking page with a card deposit taken at booking turns that panic into a committed, paid-for slot.

Deposits land in your own Stripe account. Completed jobs raise their own invoice and send it to the customer, VAT worked out. The office stops being a switchboard between the engineer and the paperwork.

The same booking rails carry the small planned jobs between contract visits: the filter swap, the split install survey, the compressor check the client has been meaning to book. Each one arrives as a committed slot with its paperwork started, instead of a note on someone’s windscreen.

Multi-site clients, dispatched sanely

One retail client can mean thirty sites, three regions and an engineer who should not be crossing the city twice in one day. You set which engineers cover which work, jobs are routed accordingly, and site history stays with the site rather than in the head of whoever went last time.

The engineer app keeps working where the signal thins out, which matters on rooftops and in plant rooms. The rota month view and the details of an open job stay readable when signal drops, and a status change or a note queues on the phone and sends when the connection is back. Photos need a connection to upload.

When an engineer leaves, the site knowledge stays. The next engineer opens the same site history, the same access notes, the same kit list. Clients notice the handover they did not have to manage, and contracts survive staff changes because the memory belongs to the firm.

One flat price

From £199 a month plus a one-off £129 Onboarding Investment on the Start-up Stage, for up to five engineers, or £599 plus £249 on Standard for up to fifteen, in GBP, flat within your stage. Not per user, no per-lead fees. Growing past fifteen engineers moves you to the Growth Stage at £1,749 a month plus a one-off £999, and multi-site operations sit on the larger plans; the meter never runs per seat. Enterprise HVAC software quotes by conversation; this number is public on purpose.

There is no contract. Cancel any month with 30 days notice and take your data with you as CSV. If the platform is not carrying its weight against the contracts it helps you keep, leave; that door stays open by design.

Who this is not for

A one-person installer doing supply-and-fit splits for domestic customers, with no contracts to service and no team, may not need this yet. That is a fine business, and a paper diary may be carrying it fine.

OptiTech Automation is for HVAC teams holding maintenance contracts, F-Gas records and multiple engineers at once. If the whiteboard is starting to lie to you, that is the moment.