Built for the realities of HVAC.

F-Gas records, 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.

OptiTech Automation keeps those records against each job and each system as the work happens: quantities, references, engineer notes, photos. When a client’s facilities manager or your own certification body asks, the trail is one search away. The platform does not certify anyone or anything; your qualified engineers and your company certification carry that, as they should. It keeps the records straight around them.

Recovery leaves a trail too: cylinders, what left site and with whom. Keep the notes and photos with the job, and the year-end questions from a client’s compliance team stop being an archaeology project.

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 draft invoices that sync to Xero. The office stops being a switchboard between the engineer and the accounts package.

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 is offline first, which matters on rooftops and in plant rooms. Job sheets, photos and signatures are captured where the signal is not, and sync when it returns.

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 setup 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 plan at £1,749 a month, 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.

No contract. Cancel with 30 days notice and export your data 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.