5 Best Boiler Service Reminder Systems for UK Heating Engineers (2026)

A single boiler service typically costs between 60 and 100 pounds. If you service 200 boilers a year and lose even 20% of those customers because they forgot to rebook, that is 2,400 to 4,000 pounds in lost revenue, every year. Worse, those customers often end up calling a competitor who happened to remind them first.

Annual boiler services, Gas Safety Certificates (CP12s), and air conditioning check-ups are predictable, recurring jobs. Your customers know they need them. They just forget. An automated reminder system solves this by texting or emailing customers when their service is coming due, turning a forgettable annual task into a guaranteed booking.

We compared five of the most popular reminder systems used by UK heating and plumbing businesses. This guide covers everything from dedicated gas engineer platforms to lightweight reminder tools, with honest assessments of what each does well and where it falls short.

Why boiler service reminders matter

Heating engineers live and die by repeat business. Unlike emergency call-outs, annual services are predictable revenue you can plan around. But they only happen if customers remember to book.

The numbers tell the story. Gas Engineer Software reports that one in three service reminders turns into a booked job. That means for every 100 reminders you send, roughly 33 customers come back for their annual service. At 80 pounds per service, that is 2,640 pounds from a few minutes of setup.

Beyond revenue, service reminders help your customers stay compliant. Landlords need valid Gas Safety Certificates. Homeowners need annual services to maintain boiler warranties. An HVAC business that reminds customers about these obligations is providing genuine value, not just marketing.

Quick comparison table

1. Remindlo - best for simple, fast boiler service reminders

Rating: ⭐⭐⭐⭐⭐ (5/5)

Remindlo is a purpose-built SMS reminder platform designed for UK service businesses with recurring customers. It does not try to be a full gas engineer management system. Instead, it focuses entirely on one thing: making sure your customers come back for their annual service.

How it works

You create a campaign (for example, "Annual Boiler Service" with messages going out 30 days and 7 days before the due date), add your customers with their next service dates, and reminders go out automatically by SMS and email. The recurrent service feature lets you set each customer's service to repeat every 12 months, so after each cycle the system calculates the next due date automatically.

Main advantages

• Set up in under 5 minutes. No training, no onboarding calls needed

• Paper calendar scanner, so you can digitize all your notes into automated reminders within minutes

• Recurrent service scheduling means you add a customer once and reminders continue year after year automatically

• SMS messages have 98% open rates versus roughly 20% for email

• Contact database with notes, search, and filters works as a lightweight customer list

• Google Calendar integration can pull in booked service appointments

• API and AI assistant integration for businesses wanting to automate further

• Free tier lets you test with real customers before committing

• GDPR guidance included

Limitations

• No gas certificates (CP12), invoicing, or job management. It is purely a reminder and customer contact tool

• Newer platform with fewer reviews than established gas engineer tools

Pricing

All plans include email sending, recurring service automation, contact management, campaign templates, and API access. One-time SMS packages available for seasonal peaks (pre-heating season, for example).

Best for

Sole trader heating engineers and small teams who already have a way to create certificates and invoices (paper, spreadsheet, or another tool) and just need a simple, affordable way to send service reminders without learning a complex system. Also suits HVAC businesses that do not need gas certificates but want to remind customers about annual air conditioning maintenance or heat pump servicing.

👉 Try Remindlo free for HVAC businesses | See the full SMS reminder comparison

2. Gas Engineer Software - best all-in-one for gas engineers

Rating: ⭐⭐⭐⭐½ (4.5/5)

Gas Engineer Software is the most popular dedicated platform for UK heating and plumbing businesses, trusted by over 6,000 companies. It combines automated boiler service reminders with certificates, invoicing, job scheduling, and customer management in one package.

How it works

When you complete a boiler service and issue a certificate, the system automatically sets a reminder for the next year. Reminders go out by SMS or email before the due date, with customisable templates that include the customer's name, address, appliance details, and more. If you already have a customer database, Gas Engineer Software can import it with existing service due dates.

Their data shows that every three reminders sent results in approximately one booked job worth around 78 pounds.

Main advantages

• Automated service reminders tied directly to certificate completion

• Full gas safety certificates (CP12, CP14, installation checklists, service records) created digitally on your phone

• Invoicing with QR code payments and automated payment reminders

• Job scheduling and engineer calendar management

• Customer database with full service history

• Integrations with Xero, QuickBooks, Sage, and gas analyser brands

• Used by 6,000+ UK businesses with 10+ years track record

• Offline mobile app (works without signal)

• UK-based customer support

Limitations

• More complex to set up than a simple reminder tool. Requires importing customer data and configuring certificate templates

• Pricing per user can add up for teams

• Some users report the interface feels dated compared to newer competitors

• Reminders are part of a larger system. If you only need reminders, you are paying for features you may not use

Pricing

Free trial available with no restrictions. Pricing varies between monthly and yearly billing.

Best for

Gas Safe registered engineers who want a single platform covering certificates, reminders, invoicing, and job management. The sweet spot is sole traders and small teams (1-5 engineers) who are ready to digitise their entire workflow. If you already use Gas Engineer Software, the built-in reminders are excellent and require no additional tools.

👉 Visit Gas Engineer Software

3. GasPro - best budget option with certificates and reminders

Rating: ⭐⭐⭐⭐ (4/5)

GasPro is a newer, mobile-first app for gas engineers that combines certificates, invoicing, and automated service reminders at a significantly lower price than most competitors. At 7.99 pounds per month, it is the most affordable option that includes both gas certificates and automated reminders.

How it works

Create gas and oil certificates on your phone, send invoices and quotes, and set up automated annual service reminders via email and SMS. The app also includes access to over 6,300 boiler manuals searchable by model number, and a built-in AI assistant for troubleshooting and compliance questions.

Main advantages

• Very affordable at 7.99 GBP/month (or 79.99 GBP/year with 2 months free)

• Automated service reminders via SMS and email

• Full range of gas and oil certificates (CP12, CD10, CD11, CD12, CD14, and more)

• Built-in AI assistant for technical questions

• Access to 6,300+ boiler manuals

• Invoicing with automated payment reminders

• Job tracking and scheduling

• Cloud storage with automatic backups

• Works offline

Limitations

• Newer platform with less market track record than Gas Engineer Software

• Fewer accounting integrations

• Smaller user community

• Mobile-first design may feel limited for office-based admin work

Pricing

Best for

Budget-conscious gas engineers and sole traders who want certificates, reminders, and invoicing in one cheap package. The AI assistant feature is a genuine differentiator for engineers who want quick access to technical information on site.

👉 Visit GasPro

4. Tradify - best for growing HVAC teams

Rating: ⭐⭐⭐½ (3.5/5)

Tradify is a job management platform designed for trade businesses with 1-20 employees. It covers the entire workflow from enquiry to invoice, including service reminders. It is popular globally among electricians, plumbers, and HVAC businesses, though it is not specifically built for UK gas engineers.

How it works

When you complete a boiler service or other recurring job, you can set a service reminder to email the customer when the next service is due. Tradify manages the reminder scheduling and sends automated emails. The platform also handles quoting, job scheduling, timesheets, invoicing, and integrates with Xero, Sage, and QuickBooks.

Main advantages

• Comprehensive job management (quotes, scheduling, timesheets, invoicing)

• Service reminder feature for recurring work

• Good team management for multi-engineer businesses

• Integrations with major accounting packages

• Available on desktop, iOS, and Android

• 14-day free trial

• Good customer support with free onboarding

Limitations

• Service reminders are email only (no SMS reminders)

• No gas safety certificates or industry-specific forms

• Pricing per user makes it expensive for teams. At 34 GBP per user, a team of three costs 102 GBP per month

• Not UK gas engineer specific. It is a general trades platform

• Reminders are a secondary feature, not the core product

• Setting up reminders requires the web version (not available in the mobile app)

Pricing

14-day free trial available.

Best for

Growing HVAC businesses with 4+ engineers that need full job management alongside service reminders. The per-user pricing works better at scale (Pro plan at 28 GBP/user). Less suitable for sole traders who only need reminders, and the lack of SMS means your reminder emails may get lost in customers' inboxes.

👉 Visit Tradify

5. Commusoft - best for established businesses with service contracts

Rating: ⭐⭐⭐½ (3.5/5)

Commusoft is an enterprise-grade field service management platform for heating, plumbing, and gas engineering businesses. It is the most feature-rich option on this list, offering service contract management, automated reminders, digital certificates, stock management, and a customer self-service portal.

How it works

Commusoft's service contract management automates the entire boiler service plan workflow. When you install or service a boiler, the system creates an automated service reminder for the following year. Customers receive personalised communications with an online booking link so they can schedule their appointment directly. The platform handles everything from reminder scheduling to invoicing and payment collection.

Main advantages

• Full service contract management with automated recurring billing

• Automated service reminders with online booking links

• Digital gas safety certificates (CP12) on the mobile app

• Asset management (track every boiler you service with full history)

• Stock management across office and engineer vans

• Customer self-service portal

• SLA monitoring for commercial contracts

• GoCardless integration for direct debit payments

• Comprehensive reporting and job costing

Limitations

• Enterprise-level complexity. Significant setup and training required

• Pricing not publicly available (contact sales). Generally positioned for larger businesses

• Overkill for sole traders or small teams that just need simple reminders

• Longer implementation time compared to simpler tools

• Steeper learning curve for engineers who are not tech-savvy

Pricing

Commusoft does not publish pricing publicly. Based on industry comparisons, expect costs starting from around 80 pounds per user per month for larger teams.

Best for

Established heating and plumbing businesses with 5+ engineers, office staff, and commercial service contracts. If you manage hundreds of service contracts with SLA requirements, stock across multiple vans, and need enterprise reporting, Commusoft delivers. Not suitable for sole traders or small teams looking for simple reminders.

👉 Visit Commusoft

Honourable mention: Surefire Software

Surefire is a UK-built plumbing and heating CRM with automated service reminders, CP12 certificate management, and a multi-step reminder function that automatically chases customers until they book. Pricing starts from 30 GBP/month. It also includes a unique customer booking feature and integration with Parts Arena. Worth considering if you want a mid-range option between simple reminder tools and enterprise platforms. Founded by the owner of AC Wilgar, one of the UK's largest domestic heating firms, so it is designed by someone who understands the industry.

👉 Visit Surefire Software

Summary: which system should you choose?

Our recommendation

If you just need boiler service reminders and nothing else: choose Remindlo. It is the fastest to set up, has a free tier, and the recurring service automation means customers get reminded every year without you lifting a finger. Pair it with whatever you already use for certificates and invoicing.

If you want one platform for everything (certificates, reminders, invoicing, scheduling): choose Gas Engineer Software. It is the market leader among UK gas engineers for good reason, with proven results (33% of reminders converting to jobs) and over 6,000 businesses using it.

If you are on a tight budget but need certificates alongside reminders: choose GasPro at 7.99 GBP/month.

If you are a growing team that needs job management for multiple engineers: choose Tradify (for general job management) or Commusoft (if you need service contract management at scale).

If you service air conditioning, heat pumps, or other non-gas appliances and do not need gas certificates: choose Remindlo or Tradify, since gas-specific tools like Gas Engineer Software and GasPro are built around gas certificates.

Frequently asked questions

How often should I send boiler service reminders?

Most heating businesses send two reminders: one 30 days before the service due date and another 7 days before. Some also send a third reminder on the day or a few days after if the customer has not responded. The key is giving customers enough notice to schedule an appointment without being so early that they forget again.

Should I send boiler service reminders by SMS or email?

SMS is significantly more effective. Text messages have a 98% open rate compared to roughly 20% for email. For a time-sensitive reminder about an annual service, SMS ensures your message actually gets read. Ideally, send both: an SMS for immediate attention and an email for customers who prefer to have details they can refer back to.

Do I need consent to send boiler service reminders?

For reminders about services the customer has previously used (their annual boiler service, for example), you can generally rely on "legitimate interest" under UK GDPR. The reminder is directly relevant to an existing business relationship. For marketing messages or promotional offers, explicit opt-in consent is required.

What should a boiler service reminder text say?

Keep it short, professional, and actionable. Include your business name, mention the specific service, and tell the customer how to book. For example: "Hi [Name], your annual boiler service is due next month. Book now to stay safe and keep your warranty valid. Call 07700 900000 or book online at yourwebsite.co.uk. ABC Heating." You can also use a free SMS generator for the HVAC industry.

How much can boiler service reminders earn me?

Gas Engineer Software reports that 33% of their reminders convert to booked jobs. If you send 100 reminders per year and each boiler service is worth 80 pounds, that is approximately 2,640 pounds in revenue from a few minutes of setup. The ROI on any reminder system at these conversion rates is substantial.

Can I use a general SMS tool instead of a specialist gas engineer platform?

Yes. If you already handle certificates and invoicing through another system (or on paper) and just need reminders, a dedicated SMS reminder tool like Remindlo or a general platform like Textmagic or ClickSend will work. The advantage of specialist platforms like Gas Engineer Software is that reminders are tied directly to certificate completion, so the process is fully automated.

Video Comparison - Best Boiler Service Reminder Systems for UK Heating Engineers (2026)

Final thoughts

Every heating business loses customers to forgetfulness. The customer who loved your work last winter will call whoever comes to mind first when October arrives, and if that is not you, the revenue goes to someone else.

Automated boiler service reminders solve this problem permanently. Whether you choose a simple SMS tool or a full gas engineer platform, the important thing is to start. At a 33% conversion rate, even 100 reminders can generate thousands of pounds of guaranteed annual revenue.

The tools on this list range from free to enterprise-priced. There is an option for every budget and every size of heating business. Pick the one that fits your workflow, import your customer list, and let the system do the chasing for you.

👉 Start sending boiler service reminders free with Remindlo

This comparison was last updated in February 2026. Prices and features may change. We recommend checking each provider's website for the most current information.

Remindlo is one of the products compared in this article. We have aimed to provide an honest assessment of all tools listed, including our own limitations.