The verdict in three sentences
For a Manchester HVAC and refrigeration contractor running 14 engineers and 300 planned preventive maintenance (PPM) contracts, the best field service tool in 2026 is the one that keeps F gas records audit ready and ties every visit to an invoice without double entry. A mainstream field service SaaS is the safest default for most firms, at roughly £25 to £60 per engineer per month (2026 estimate). A custom web app only pays off when your workflows are unusual, for example mixed commercial refrigeration and heat pump work with bespoke reporting for facilities managers.
What HVAC field service software must handle in the UK
UK contractors are not just scheduling jobs. Under the UK F gas regulations, operators of equipment containing fluorinated gases above the thresholds must have leak checks carried out at set intervals and keep records of refrigerant added, recovered and the engineer's certification. Your software should therefore log, per asset, the refrigerant type, charge, leak check dates and quantities handled, and make that history easy to share with the end client.
The other daily pain points are PPM scheduling across Greater Manchester (Trafford Park, Salford Quays, Stockport, the city centre), van stock so engineers do not drive back to the depot for a contactor or a TXV, mobile job sheets signed on site, and fast invoicing into your accounting package (Xero, Sage or QuickBooks are the usual ones).
2026 ranking of solution types
| Rank | Solution type | 3 year cost (14 engineers) | Time to go live | Data portability | Best for |
|---|---|---|---|---|---|
| 1 | Field service SaaS built for trades | £12,600 to £30,240 | 3 to 6 weeks | CSV and API export, check scope | 5 to 50 engineers, standard PPM work |
| 2 | Field service module inside an ERP (Odoo or similar) | £10,000 to £35,000, 2026 estimate | 2 to 5 months | Good, database accessible | Firms that also want stock and accounts in one place |
| 3 | Custom web app (specialist agency, Kolonell among options) | £4,000 to £12,000 build plus maintenance | 1 to 3 months | Full, you own code and data | Unusual workflows, bespoke client portals |
| 4 | Freelance developer | £3,000 to £15,000 | 2 to 4 months | Depends on documentation | Small firms accepting key person risk |
| 5 | Spreadsheets and paper job sheets | Close to zero | Immediate | Full but messy | Under 4 engineers |
The SaaS line assumes 14 engineers at £25 to £60 each, so £350 to £840 a month, or £12,600 to £30,240 over 36 months, before add ons such as extra office users or SMS credits. Kolonell builds simple web applications from 1,500,000 to 2,500,000 FCFA (about 2,290 to 3,810 EUR) with maintenance from 38 to 115 EUR a month, which makes custom work worth pricing even for a UK firm, provided the scope stays tight.
Feature comparison that matters for F gas and PPM
| Feature | Trades SaaS | ERP module | Custom app |
|---|---|---|---|
| PPM auto scheduling | Yes | Yes, configuration needed | Yes |
| F gas log per asset | Often, check the template | Customisation | Built to your format |
| Van stock and reorder | Usually on higher plans | Yes | Yes |
| Signed digital job sheet | Yes | Yes | Yes |
| Offline mode | Most | Partial | Designed in |
| Accounting sync (Xero, Sage) | Native connectors | Native | Via API |
| Client portal for FM companies | Sometimes | Possible | Yes |
UK GDPR also applies: engineer location tracking and customer contact data need a lawful basis, retention rules and a processor agreement with whichever vendor hosts the data.
Mini case study
Illustrative example: Gareth runs an HVAC and refrigeration firm in Stockport with 14 engineers and 300 PPM contracts averaging £1,200 a year. Before switching, roughly 6% of PPM visits slipped by more than a month and invoices went out 10 days after the job.
- SaaS at £40 per engineer: £560 a month, so £20,160 over three years.
- If better scheduling retains 9 contracts a year that would otherwise lapse: 9 × £1,200 = £10,800 a year.
- Invoicing on the day of the job instead of 10 days later frees about one third of a month's billing in cash flow.
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The tool pays for itself in under two years on contract retention alone, before counting the admin hours saved on F gas paperwork.
FAQ
How much does field service software cost for 14 HVAC engineers?
Expect roughly £350 to £840 a month for a trades focused SaaS, depending on the plan and add ons (2026 estimate). Over three years that is £12,600 to £30,240.
Does the software have to manage F gas records?
The law requires the records, not a specific tool, but keeping leak checks and refrigerant quantities per asset in your system saves hours before every client audit. Check that the log can be exported per site in one click.
How long does implementation take?
A SaaS typically goes live in 3 to 6 weeks, including importing 300 contracts and asset lists. A custom app takes 1 to 3 months including 2 weeks of field testing.
Should we build custom software instead?
Only if your workflows do not fit standard tools or you need a bespoke client portal. Keep the first version to the 5 or 6 functions engineers use daily to stay within a simple app budget.
Can we leave a SaaS vendor later?
Yes, if the contract guarantees a full export of assets, job history and F gas logs. Ask for a sample export during the trial, not after signing.
Let's scope your project. Send us your engineer count, contract types and accounting package, and we will tell you whether a SaaS or a custom web app from 2,290 EUR fits best. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
