ERP Software Built for Heating Engineers
Emergency calls at 2am. Parts from several different suppliers. Quotes, parts and payments on every job. IBIOS tracks every part order and manages every job from first contact to payment. Coming soon: an AI receptionist to answer when you can’t.
The specific problems heating engineers face
The phone rings at 2am. You can’t ignore it, and you can’t answer every one.
Heating engineers deal with a problem no other trade faces in quite the same way: the emergency call. A boiler breakdown in January is not a job you can schedule for next week. The customer is distressed, it might be a vulnerable household, and they will ring whoever answers. If that is not you, it is your competitor.
Parts sourcing is the second headache. Boiler parts come from national distributors, local factors, and sometimes direct from manufacturers. Each supplier has its own price list, account number, and lead time. Sourcing the right part for a Vaillant combi on a Tuesday afternoon means checking several different websites and hoping your account is current on all of them.
Gas work also produces paperwork, such as gas safety records and commissioning checklists, usually issued from a dedicated certificate app. IBIOS does not produce certificates. It keeps the job, the quote, the parts and the payments together, so you can find the job a certificate belongs to.
And on top of all that, there is the standard trade business problem: quoting, invoicing, chasing payment, and scheduling jobs without double-booking.
IBIOS handles parts, compliance records, quoting, payments, and scheduling from a single platform, with invoicing and AI emergency call answering coming soon.
How IBIOS helps heating engineers
Six things that change how you work
From the first quote to the final payment, every part of a heating job managed without paperwork.
AI Receptionist (coming soon) — Emergency Calls at 2am
Coming soon: a boiler breaking down on a January night is an emergency, and IBIOS’s AI Receptionist will answer the call, capture the customer’s details and the fault description, log it as an urgent job, and tell the caller when to expect a callback — without waking you up for a call you cannot act on until morning.
Learn more
Quote-to-Payment for Service Calls
Build a quote for a boiler service or repair call — parts, labour, call-out charge. Send it to the customer with a magic-link acceptance. When the job is done, send a pay-by-link for payment; invoicing is coming soon. The whole job is tracked in one record from first call to payment.
Learn more
Parts Sourcing Across Multiple Suppliers
Boiler parts come from different merchants: national distributors, local factors, manufacturer direct. IBIOS tracks each supplier separately with its own pricing, lead times, and account details. Source the right part from the right account on every job without checking multiple price lists.
Learn more
Job Scheduling for Service Calls
Book annual services, repair calls, and new installations against engineer availability. IBIOS tracks each job from booked to completed, with the customer record, quote, and parts order all linked. No double-booking, no forgotten callbacks.
Learn more
Works alongside your certificate app
IBIOS does not produce gas safety records or other certificates. Keep issuing them in your certificate app; IBIOS keeps the job, quote, parts and payments they relate to, so the job is easy to find if a certificate is queried.
Learn more
Pay by Link — Collect Payment on the Doorstep
Send a payment link when the job is done. Customers pay by card from their phone — no bank transfer to chase, no cheque to bank. Payment is recorded in IBIOS against the job, so your cash flow reflects real completions.
Learn more
Why generic job management misses the heating engineer
Most job management software assumes you are in the office when leads come in. Heating engineers are on the tools. IBIOS covers the job admin today, with AI call answering coming soon.
Coming soon: emergency call capture
Coming soon: the AI Receptionist will answer when you can’t and log emergency jobs as priority, with full caller details, ready for your team.
Parts order linked to job
Every parts order is raised from within the job record. When parts arrive, the job status updates. No separate spreadsheet to cross-reference.
The job behind every certificate
IBIOS does not issue certificates. It keeps the customer, quote, parts and payments for each job together, so the job a certificate belongs to is easy to find.
Magic-link payment on completion
Send a payment link the moment the job is done. Customers pay by card before you drive away. Cash flow reflects actual completions.
Multi-supplier parts sourcing
All your supplier accounts in one place. Buying prices, lead times, and account references tracked per supplier so you always source from the right place.
See pricing
Founding prices for waiting-list members are explained on the pricing page.
Go to the pricing pageBuying guide
Choosing software for a heating business: gas, oil and LPG, servicing and installs
Written by the IBIOS team. IBIOS was built inside a working bathroom showroom in Northern Ireland, where it runs the business day to day. Last updated 18 October 2026.
How do you choose software for a heating business?
Start from the fuels you work on and the shape of your year. A firm doing annual services and breakdowns lives on a diary and reminders; a firm doing boiler swaps and system installs lives on quotes, parts orders and deposits. Most do some of both, so decide which half the software must be best at.
- Fuels and competencies. Natural gas, LPG, oil, heat pumps. Each engineer’s registration and competencies should be recorded so the right person goes to the right job.
- Servicing or installs first. Recurring service visits need reminders and a route; installs need quotes, parts and deposits. Pick the software for the bigger share.
- Parts from several suppliers. Boilers, controls and spares come from different merchants and factors. Orders should sit against the job.
- Records you must keep. Gas safety records, commissioning checklists, oil and LPG paperwork. Decide which tool issues them and where the reference lives.
- Getting paid. Deposits on installs, payment on completion for repairs, each with a reference.
- Out-of-hours calls. Decide who answers a breakdown call at night and how it becomes a job in the morning.
What are the rules for gas, LPG and oil?
Gas work, including on LPG, must be done by a Gas Safe registered engineer, in Great Britain and in Northern Ireland. LPG is covered by the same law as natural gas, but the engineer needs the right LPG competencies on their registration, so record each engineer’s categories, not just their number.
Oil is different. There is no legal register equivalent to Gas Safe: OFTEC runs the main registration scheme for oil technicians, and installation work has to meet the building rules of the nation the job is in, which differ between England, Wales, Scotland and Northern Ireland. Oil heating is common in Northern Ireland and in rural areas, so a firm working across fuels needs records that cope with both systems.
Landlords must have gas appliances checked for safety every year and keep the record, across the UK. Your software should make the date and reference of each check easy to find.
Is a field-service suite the better fit for a heating engineer?
Often, yes, if your business is mostly servicing and breakdowns. Field-service and job-management suites are built around service reminders, engineer phone apps and on-site forms, and some produce gas safety records directly. That is a fair choice.
IBIOS fits better on the install side: quoting a boiler or system from merchant prices, taking a deposit, ordering parts against the job and booking the survey. Each IBIOS product works on its own, so you can use quoting or order management next to a servicing tool.
What about breakdown calls at night?
IBIOS does not answer calls today. The AI receptionist is coming soon and is not live yet. What is live is call reporting and call briefings from recordings your phone provider already makes, so you can see what was said on calls your team handled.
Field-service suite, certificate app, spreadsheet or IBIOS?
How the usual options tend to work out for a heating business.
| Option | Best for | Watch out for |
|---|---|---|
| Field-service / job-management suite | Servicing and breakdown work with reminders and an engineer app. | Can be thin on merchant quotes, supplier orders and stock for bigger installs. |
| Gas certificate app | Producing gas safety records and commissioning paperwork on site. | It records the appliance, not the business: quotes, parts and payments live elsewhere. |
| Spreadsheet and diary | A sole trader with a small service list. | Service dates slip, and nobody else can see the list. |
| IBIOS | Heating firms that quote installs from merchant prices, order parts per job and take deposits. | Early access by waiting list. Not a certificate issuer. The AI receptionist, timesheets and mileage, and QuickBooks and Xero sync are coming soon, not live yet. |
What you need in place before you switch
- Each engineer’s Gas Safe number and categories, and any OFTEC registration.
- Your merchant and factor accounts, with their price lists or quotes.
- Your call-out, labour and deposit terms.
- Which tool issues your gas safety records and commissioning paperwork.
- Your service customer list, if you are moving it across.
What it costs
For heating firms the costly moments are a boiler install delayed because a part was not ordered, and a lapsed service customer nobody chased. Compare software on which of those it actually prevents for your kind of work.
Founding prices for waiting-list members are explained on the pricing page. You can start with quoting or order management on its own.
Last reviewed October 2026.
What people get wrong
- Recording an engineer’s Gas Safe number but not their categories, then sending the wrong engineer to an LPG job.
- Assuming oil work has a Gas Safe style register, or that the building rules are the same in every UK nation.
- Using install software to run a servicing business, or the reverse.
- Ordering parts by phone without linking the order to the job.
- Keeping gas safety record references where nobody else can find them.
- Buying on a promise that a call-answering feature is "nearly ready".
Related reading
- Order management
- Quoting software buying guide
- Bookings and calendar
- Pay by link
- How IBIOS compares with field service software
Heating engineer software FAQs
Does LPG work need Gas Safe registration?
Yes. LPG is gas work, so the engineer must be Gas Safe registered with the relevant LPG competencies.
Is there a legal register for oil heating engineers?
No. There is no Gas Safe equivalent for oil; OFTEC runs the main voluntary scheme, and installs must meet the building rules of the nation the job is in.
Does IBIOS issue gas safety records?
No. Keep issuing them through your certificate tool; IBIOS keeps the job, parts and payments they relate to.
Will IBIOS answer breakdown calls?
Not yet. The AI receptionist is coming soon; today IBIOS produces call reports and call briefings from recordings your phone provider already makes.
Can I order parts from several merchants against one job?
Yes. Each supplier order sits on the job, and goods-in is recorded against it.
How do I get IBIOS?
Join the waiting list. IBIOS is in early access and there is no free trial.
Servicing firm or install firm?
Tell us how your year splits. If you are mostly servicing and breakdowns, we will tell you plainly that a field-service suite may serve you better; if you do installs, we will show you how they run in IBIOS.
IBIOS Limited · company no. NI743167 · 10 Ballyclare Road, Doagh, Ballyclare BT39 0PE · Production is hosted in the UK.
Quote, order, and get paid on every heating job.
Join the waiting list for early access. Or book a demo and see the quote-to-payment workflow in action. AI Receptionist coming soon.