Air conditioning engineer software that keeps every unit's F-Gas log.
One F-Gas record per unit, filled in on your phone. Type the refrigerant and the charge, and OnPoint fills in the GWP, works out the tonnes of CO₂ equivalent and checks the leak-check interval you chose. The record goes out with the invoice, and the next leak check comes round on its own.
Try it on a split.
Pick the refrigerant, set the charge, then choose the interval. The italic boxes and the check are worked out by OnPoint's own F-Gas code, the same the app runs. The interval stays yours. OnPoint never sets it, but it tells you when it's too long.
2088
Filled from the refrigerant where it is known: override it if the cylinder says otherwise
2.40 kg
5.01 t
Charge × GWP ÷ 1000: it decides the leak check interval
No
Not required: below the threshold or exempt
The operator's to set: checked against the tonnage and the detection fitted
The interval is determined by the operator from the charge in tonnes of CO₂ equivalent and the detection fitted. It is recorded here, not calculated here.
Checks1 check needs attention
Only an interval that's too long is flagged. A shorter one is the operator's call, and nothing here stops you issuing the record.
The same 2.40 kg in eacht CO₂e
The line on each bar is 5 tonnes.
- Interval
- Not required
- Next leak check due
- None
Not required leaves the date empty, so this unit doesn't come round.
One service visit, four units.
12 Northgate is a dental practice in Halifax with four air conditioning units. Calder Estates manage the building and book the visit. Here it is in OnPoint, one unit at a time.
Before the first unit
The record belongs to whoever runs the units
Calder Estates booked the visit, but the practice runs the air conditioning, so the practice is the operator and the record is theirs to keep. The F-Gas Equipment Record names the operator apart from the customer who booked. Pick the customer and the site, and the site address fills in.
F-GAS EQUIPMENT RECORD
Original CertificateRecord reference NG-AC03Updated 26/09/2026Operator and siteOperator:Northgate Dental Practice12 Northgate
HalifaxSite:12 Northgate
HalifaxThe duty to keep this record belongs to the operator of the equipment. It is completed by whoever attends and must be retained for five years and produced to the enforcing authority on request.
Customer: Calder Estates
The client is also the operator of the equipment
YesNoThe record duty belongs to the operator, not to whoever booked the work
At each unit
One record per unit, not per visit
Each unit gets its own record: its reference, where it is on site, when it went in, then the refrigerant and the charge. The record is the unit's history, so every leak check and every kilo added or recovered goes on its log, with who did it and under which company certificate. The filters and coils go on your own service sheet.
12 Northgate, Halifax
F-Gas Equipment Records- AC-01Surgery 1Wall split, R32, 1.10 kg0.74 tNot required0.74 tNot required
- AC-02Surgery 2Wall split, R32, 1.10 kg0.74 tNot required0.74 tNot required
- AC-03Server cupboardWall split, R410A, 2.40 kg5.01 t12 months5.01 t12 months
- AC-04ReceptionCeiling cassette, R407C, 2.10 kg3.73 tNot required3.73 tNot required
The equipmentAC-03- Equipment reference
- AC-03
- Type
- Split air conditioning
- Location on site
- Server cupboard
- Date installed
- 14/06/2016
- Hermetically sealed
- No
Photos go on their own pages after the record.
At the server cupboard
The leak check, written up as you go
AC-03 is on 12 monthly checks. The detector finds a weeping flare on the liquid line. Record the method, that a leak was found, where it was and what you did, and whether a follow-up check is needed. Refrigerant added goes in kilos. Then add it to the unit's log, under last year's check.
AC-03, server cupboard
R410A, 2.40 kg, 5.01 t CO₂e. Leak check every 12 months.
This visitActivity:Leak checkLeak check carried outMethodDirect: electronic leak detectorLeak foundYesWhere the leak was, and what was done
Flare on the liquid line at the indoor unit weeping. Pumped down, remade the flare, pressure tested with OFN, evacuated and topped up. No further leak found.
Follow-up check requiredYes · due 24/10/2026Refrigerant movedAdded 0.60 kg · Recovered –Equipment log
DateActivityResultAdded kgBy22/09/2025Leak checkNo leak found–R. Holt26/09/2026Leak checkLeak at a flare–R. Holt26/09/2026RepairFlare remade, re-checked0.60R. HoltEach entry names the technician and the company certificate it was done under.
At the old cassette
Recovered, and where it went
Reception's old cassette is coming out. Set the visit to Recovery, put in what came out, and say where it went: back into the system, or sent for reclamation, recycling or destruction, with the facility's name, address and certificate number. Leave the facility off and OnPoint says so.
AC-04, reception
Ceiling cassette, R407C, coming outThis visitActivityRecoveryRefrigerant movedAdded – · Recovered 2.10 kgRecovered refrigerant sent toReclamationProblemRefrigerant was recovered but the record does not say where it went.
The regulations require the facility that received recovered refrigerant to be recorded by name, address and certificate number.
The facility isn't on the record yet.
Where the recovered refrigerant went
- Returned to the system
- Sent for reclamation
- Sent for recycling
- Sent for destruction
Before you leave
Signed by you, sent with the invoice
The declaration is the technician's, so your saved name and signature go on it, with your personnel certificate number, and your company's F-Gas certificate number comes in from organisation details. There's no customer signature on this record. Tap Send, tick the other three records and the invoice under Also send, and Calder Estates get them all in one email.
DeclarationI CERTIFY that the work recorded above was carried out by a person holding the appropriate personnel certificate, working for a company holding the appropriate company certificate, and that the entries made in the log overleaf are a true record of what was done.
Technician
RYAN HOLT
Personnel cert. 118204
Organisation
Fenwick Air Ltd
Company cert. 40712
Date 26/09/2026
Send to Calder Estates
Also send in the same email
SendF-Gas Equipment RecordCertificate · TodayF-Gas Equipment RecordCertificate · TodayF-Gas Equipment RecordCertificate · TodayINV-4127Invoice · £348.00 · TodayYour 4 certificates and invoice from Fenwick Air
Here's your 4 certificates and invoice.
You can view and download them any time from your portal.
Next September
The next leak check comes round on its own
Pick the interval and the next leak check due date fills in from the visit. Renewals lists every unit coming up, and 30 days before, the customer gets a reminder by email. A unit on Not required has no date, so it doesn't come round. If you take online bookings, they pick a time themselves. Back on site, start a new record and OnPoint offers to continue from the unit's last one. You pick which of the four it is, and the operator, the equipment and its charge come across, with the log as history.
Renewals
Next 60 days- Unit 4, Brunswick ParkF-Gas Equipment Record, due 9 Oct9 OctReminder opened
- The Old Mill, Hebden BridgeF-Gas Equipment Record, due 17 Oct17 OctBooked
- 3 Market Street, TodmordenF-Gas Equipment Record, due 2 Nov2 NovReminder sent
- The Clock House, TodmordenF-Gas Equipment Record, due 19 Nov19 NovReminder due
To Calder Estates, 30 days before 26/09/2027
Certificate Expiry Reminder - F-Gas Equipment Record
Your certificate is expiring soon.
Pick a time
We're new. That works in your favour.
OnPoint is a young company, but real money already moves through it: the controller is live. Being small means three things for you.
Invoiced through OnPoint
£3,094,055
Invoices raised in OnPoint, across every trade
You talk to the people who build it.
Ring or email and you get the team that makes OnPoint, not a call centre.
It gets better every week.
OnPoint is updated every week. Tell us which AC form you still fill in on paper and it goes on the list.
Founding price, locked for life.
Start now and your first seat stays at £19 a month for as long as you're with us. Each extra engineer is £9.
“Engineers used to come back at 5pm with stacks of paper job sheets. Now everything's signed on the phone before they leave the customer. Invoices go out the same day. The cash flow shift was instant.”
“We were running the business off WhatsApp threads and a notebook. OnPoint pulled everything into one place. The customer portal alone has cut my admin in half. I'm not retyping addresses or chasing photos anymore.”
No signal in the plant room? Carry on.
Plant rooms, basements and ceiling voids swallow signal. Records, signatures, photos and clock-ins save on your phone. Tap Send on a record and it waits there, then goes on its own when you're back in range. Quotes and invoices need a connection, so make those upstairs.
- F-Gas Equipment Record, AC-03Signed by Ryan HoltOn the phone
- 3 more F-Gas Equipment RecordsAC-01, AC-02 and AC-04On the phone
- 11 photosThe flare, the cassette and the labelsOn the phone
- Clocked out16:40On the phone
What the F-Gas record keeps.
There's no national F-Gas form, so this is OnPoint's own record of what has to be kept, one per unit, for as long as the unit is in. It prints on two pages and goes to the customer's portal, where they can download it.
It opens with your F-Gas company certificate number in organisation details, and that number prints on every record. OnPoint doesn't check it: it's your declaration, printed as you enter it. A Gas Safe or OFTEC number opens it too.
Your service sheet, with the filters, coils and drains, works for everyone: take a photo of the paper one and OnPoint builds it as a form. Mark its next service date and it comes round on Renewals too. Air to water installs too? The heat pump records are on the same list.
- 01
Operator & Site
The customer who booked, the operator who has to keep the record when that's someone else, and the site.
- 02
The Equipment
The operator's own reference, the type, make, model and serial number, where it is on site, when it went in and whether it's hermetically sealed.
- 03
The Charge
The refrigerant, its GWP and the charge, the tonnes of CO₂ equivalent, automatic leak detection and the leak-check interval you chose.
- 04
This Visit
What the visit was, the leak check and its method, any leak and its repair, a follow-up check, refrigerant added and recovered, and where recovered refrigerant went.
- 05
Next Leak Check
The interval and the date the next check is due, which is what brings the unit round in Renewals.
- 06
Declaration
Your signature, your name, your personnel certificate number and the date.
- 07
Particulars of the Organisation
Your business, its address and its company F-Gas certificate number.
- 08
Equipment log
Every visit in the unit's life: date, activity, result, kilos added and recovered, the technician and the company certificate.
- 09
Photographic Record
Photos of the unit and the work, on their own pages after the record.
OnPoint checks the record as you fill it in and tells you what doesn't add up, and why. It never changes what you wrote, never picks the interval for you and never stops you issuing. It doesn't submit anything anywhere either: the record is kept, signed and sent, like the paper one.
Questions AC engineers ask us.
OnPoint is also built for renewables installers, electricians and heating engineers.
What is OnPoint?
OnPoint is job management software for UK air conditioning and refrigeration engineers. It has an F-Gas Equipment Record for every unit, leak-check reminders to your customers, quotes, the diary, invoices and card payments, in one app for iPhone, Android and the web.
Does it keep F-Gas records?
Yes. The F-Gas Equipment Record keeps one unit's history: the operator and the site, the equipment, the refrigerant and the charge, each visit's leak check and what was found, refrigerant added and recovered and where it went, the next leak check, your declaration with your personnel and company certificate numbers, photos, and a log of every visit. At the next visit, a new record can continue from the last one, bringing the unit's details and its log across. OnPoint doesn't submit it to anyone. It's the operator's record, and they can download it from their portal link.
Does it work out the tonnes of CO₂ equivalent?
Yes. Type the refrigerant and OnPoint fills in its global warming potential from a table of 41 refrigerants and blends, on the AR4 basis GB still uses. The charge in tonnes of CO₂ equivalent is then worked out as charge × GWP ÷ 1000. A figure you've typed is never overwritten, and if yours disagrees with the table, OnPoint points it out. For a refrigerant it doesn't know, you enter the GWP yourself.
Does OnPoint set the leak-check interval?
No, you choose it, because setting it is the operator's duty. OnPoint checks your choice against the tonnage and whether automatic leak detection is fitted, and says so when the interval is longer than that allows. A shorter interval is never flagged. It never changes your answer and never stops you issuing the record.
Which registration do I need for the F-Gas record?
Your F-Gas company certificate number. Add it in organisation details and the record opens, with the number printed on it. OnPoint doesn't check it: it's your own declaration, printed as you enter it. A Gas Safe or OFTEC number, or the qualified electrician setting, opens it too. Quotes, invoices, the diary and your own forms work without any registration.
Can I keep several units on one site?
Yes. Each unit gets its own F-Gas Equipment Record, with its own reference and location on site, under the same customer and site. Send one, tick the others under Also send, and they go in one email with the invoice. A customer with several buildings keeps each record on its own site. You can also add each unit to the customer's appliance list, with its make, model, serial number and a photo.
Will it remind my customers when the next leak check is due?
Yes. Pick the interval and the next leak check due date fills in from the visit. Renewals lists every unit coming up, and 30 days before, OnPoint emails the customer. You can change how far ahead in your settings, and switch on a text to their mobile as well. A unit on Not required has no date, so it doesn't come round. On a maintenance contract, put the site on a service plan and each visit goes in the diary for you, linked to the record so its reminder doesn't go.
Does it work with no signal?
Yes, for the work on site. Records, signatures, photos and clock-ins save on your phone, and a record you send waits there and goes on its own when you're back in range. Quotes and invoices need a connection, so make those once you have signal.
Does it work with Xero?
Yes. OnPoint sends your contacts, invoices and payments to Xero, and payments you record in Xero come back to OnPoint.
How much does it cost?
£19 a month for one person, plus £9 a month for each extra person. Or pay yearly: £190 a year for you and £90 for each extra person, which is 2 months free. Every feature is on that one plan. You get 14 days free with no card needed, and you can cancel any time.
I use Joblogic, BigChange, Commusoft or ServiceM8. How does OnPoint compare?
We've put OnPoint side by side with each of them, feature by feature. If you switch, send us your customers, sites and past jobs and we'll import them for you, free.
OnPoint vs JoblogicOnPoint vs BigChangeOnPoint vs CommusoftOnPoint vs ServiceM8
You record every charge. Here's ours.
£19 a month for you, and £9 a month for each engineer you add. No tiers and no add-ons, so a one-van AC business and a team of ten get the same app.
14 days free, no card needed. Cancel any time.
Schedule of items included
OnPoint, for your air conditioning business.
- 1An F-Gas Equipment Record for every unit
- 2GWP and tonnes CO₂e worked out for you
- 3Leak-check intervals checked against the tonnage
- 4Next visit's record continued from the last
- 5Next leak check reminders to your customers
- 6Service plans for maintenance contracts
- 7Photos and signatures on every record
- 8Your own forms, built from a photo
- 9Quotes customers accept online, with deposits
- 10Good, better and best options on one quote
- 11Diary with clash warnings
- 12Team map, route planning and team chat
- 13On my way texts with live tracking
- 14Invoices, card payments and payment plans
- 15Invoice reminders, when you switch them on
- 16Xero sync
- 17Purchase orders, supplier price lists and van stock
- 18Works offline on site
- 19Roles, permissions and timesheets
- 20iPhone, Android and web apps
- YouFounding member price, locked for life
- £19.00 a month
- Each extra person
- £9.00 a month
- Due today
- £0.00