Manage Air Conditioning and Refrigeration Systems: Scheduling, F-Gas Records and Asset History in One App

Your engineer is carrying out the six-monthly maintenance on twelve refrigeration systems today. At the third unit, they pause: which refrigerant does it use again? How much refrigerant was topped up during the last service? Has the F-Gas log already been updated?

With Simple-Simon, your engineer has the complete service history of every installation on their phone. They record refrigerant usage in a digital form, complete the F-Gas records on site, and finish the job sheet with the customer’s digital signature. Your office receives everything instantly, ready for compliance reporting.

Simple-Simon is built specifically for refrigeration and air conditioning contractors and HVAC service companies. From a mobile job sheet app for engineers in the field to automatic recurring maintenance scheduling for every installation and seamless integrations with AFAS and Exact.

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Image of two field workers, one holding paper work orders and frowning, the other holding a tablet and smiling.

What is software for refrigeration engineers?

Software for refrigeration engineers is a digital platform that helps refrigeration and air conditioning contractors manage scheduling, job sheets, F-Gas records, and asset history. You can automatically schedule recurring maintenance for every installation, record refrigerant usage in the mobile app, and store inspection reports against each asset.

For HVAC contractors and commercial kitchen equipment engineers, this means no more manual spreadsheets for F-Gas administration, no more paper job sheets that get lost, and a complete service history for every installation that’s available both to engineers on site and to the office team.

Unlike generic scheduling software, Simple-Simon connects your planning directly to the mobile job sheet app. Engineers can record refrigerant usage, manage assets by serial number, and maintain the legally required F-Gas logbook as part of every service visit.

Schedule air conditioning maintenance by installation and location

Air conditioning maintenance is carried out on a recurring schedule, with each system requiring its own maintenance interval depending on the type of refrigerant, the amount of F-Gas, and the installation itself. With Simple-Simon, you can assign a maintenance schedule to every air conditioning or refrigeration system individually.

The digital planning board shows exactly which installations are due for maintenance. Schedule job sheets by site so one engineer can service multiple air conditioning units at the same location on the same day, reducing unnecessary travel and improving efficiency.

One job sheet for lead and assistant engineers

Larger maintenance jobs often require both a lead engineer and an assistant engineer. With Simple-Simon, you create a single job sheet for the entire job. Each engineer sees their own assigned tasks in the mobile app, while the office has one complete record of all work carried out.

mobiel schermontwerp van de Simple-Simon app met werkbon- en fotofunctie.

Digital F-Gas records and refrigerant administration in the app

Engineers working with F-Gases are legally required to keep accurate records of all refrigerant that is added, recovered, or replaced. These records must be maintained for each individual installation and be available for inspection whenever required.

With Simple-Simon, engineers complete their F-Gas records directly on their phone using a custom refrigerant form. The type of refrigerant, the quantity added or recovered, the reason for the work (such as a top-up or replacement), and the engineer’s F-Gas certificate number are all recorded alongside the job sheet. Using the custom forms module, you only need to configure the form once.

Always stay compliant with F-Gas regulations

All F-Gas records are automatically stored against both the installation and the engineer who carried out the work. If you’re ever inspected, the complete service history and F-Gas log are immediately available through the reporting module. No searching through spreadsheets and no paper logbooks to lose.

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Manage refrigeration systems by asset and serial number

You manage dozens of refrigeration and air conditioning systems across multiple customers and locations. Every unit has its own model, refrigerant type, warranty period, and service history. With Simple-Simon, you register each installation once as an asset, linked to the correct customer and site.

Your engineer simply scans the QR code on the unit to instantly view the manufacturer, serial number, refrigerant details, date of the last service, and the complete maintenance history. Using the asset management module, you can also attach manuals, technical drawings, and other documentation to each installation.

Turn service history into replacement opportunities

With a complete asset history at hand, engineers can identify systems that repeatedly suffer from the same faults and recommend replacement before they become a bigger problem. This helps customers avoid unexpected breakdowns while creating additional sales opportunities and reducing repeat service visits.

Scheduling, route optimisation and customer communication for refrigeration engineers

You have ten engineers on the road today. A supermarket reports an urgent refrigeration system breakdown. Which engineer can get there the fastest? With the digital planning board, you can see who’s closest and simply drag the job sheet to the right engineer. They receive the update instantly on their phone.

Simple-Simon helps you create efficient schedules by optimising routes based on location and travel time, preventing unrealistic planning where an engineer has to drive across the country for an emergency call-out. Through the customer communication module, customers automatically receive appointment confirmations and updates with the engineer’s estimated arrival time.

Automatically schedule recurring maintenance

Refrigeration systems and air conditioning units require regular maintenance. Depending on the type of installation and the amount of F-Gas, different service intervals may apply, such as quarterly, six-monthly or annual maintenance. Simply configure the maintenance interval once for each asset, and Simple-Simon automatically shows which installations are due for service.

Your planner can then create job sheets based on this overview and group them by customer location. This allows engineers to service multiple units during a single visit, reducing travel time, preventing missed maintenance appointments, and helping you stay compliant.

Would you like to let customers know their maintenance visit is coming up? With the customer communication module, Simple-Simon automatically sends maintenance reminders before the scheduled appointment.

Complete for €30 Per month, per user!

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Drie installateurs staan lachend voor zonnepanelen, één houdt een tablet vast.

Who is this software for?

Simple-Simon is built for refrigeration and air conditioning contractors, HVAC service companies, and climate control specialists who install, maintain, and inspect cooling systems every day. It’s ideal for:

Air conditioning contractors who carry out both installations and planned maintenance, while maintaining an F-Gas log and complete service history for every unit.
Commercial kitchen equipment engineers who service refrigerators, cold rooms, and industrial refrigeration equipment for restaurants, hotels, supermarkets, and other commercial premises, with asset management by serial number.
HVAC contractors and facilities maintenance companies managing large numbers of installations under maintenance contracts and looking for automatic recurring maintenance scheduling.
Heat pump installers who need to deliver a complete technical record after installation and return for scheduled maintenance and F-Gas inspections.
Refrigeration service companies employing certified engineers who need to record F-Gas certification details and maintain compliant service records for every job.

Why refrigeration and HVAC companies choose Simple-Simon

Your engineers have instant access to the complete service history, F-Gas records, and technical documentation for every installation on their phone even when working offline.
Stay compliant with F-Gas regulations. All records are stored digitally and are instantly available through the reporting module. No spreadsheets and no paper logbooks.
Recurring maintenance scheduling runs automatically. Simple-Simon shows which installations are due for service, while planners schedule job sheets using the digital planning board. Engineers receive updates instantly in the mobile app.
Connect Simple-Simon with AFAS, Exact, or your preferred accounting or ERP system to keep customer and financial data in sync.
Get started from €30 per user, per month, with no long-term contract. Easily add or remove licences each month to suit seasonal demand.

Customer-Focused Support

At Simple-Simon, we’re here to support you. Our expert support team assists you every step of the way, from implementation to daily operational questions.

Optimise your business with Simple-Simon and work more efficiently than ever. Discover the benefits of our all-in-one solution and focus on what truly matters: delivering high-quality cooling and climate systems to your clients.

Schedule a Call with Our Industry Expert

Curious about how Simple-Simon can help your business? Request a demo today with our industry expert and discover how Simple-Simon takes HVAC to the next level.

Get in touch for a conversation and explore the benefits of Simple-Simon!

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Frequently Asked Questions about Air Conditioning and Refrigeration Software

How do I schedule air conditioning maintenance for each installation?

Register every air conditioning or refrigeration system as an asset in Simple-Simon and assign a maintenance interval, such as annual or six-monthly servicing. Simple-Simon automatically shows which installations are due for maintenance, allowing you to schedule job sheets from the digital planning board. Engineers receive the updated schedule instantly in the mobile app.

How do I record F-Gas information digitally?

Create a custom refrigerant form using Simple-Simon’s forms module. Engineers record the refrigerant type, quantity added or recovered, and their F-Gas certificate number while on site. All F-Gas records are automatically stored against both the installation and the engineer, making them easy to retrieve during an inspection.

What does an air conditioning contractor do?

An air conditioning contractor installs, services, and repairs air conditioning and refrigeration systems. Simple-Simon is designed specifically for these businesses, with features including per-unit service history, digital F-Gas records, and automatic recurring maintenance scheduling.

Does the app work offline?

Yes. The mobile job sheet app works even without an internet connection. Engineers can complete F-Gas forms, record refrigerant usage, capture photos, and complete job sheets while offline. As soon as a connection is available, all data automatically synchronises with the office.

Can I integrate Simple-Simon with AFAS or Exact?

Yes. Simple-Simon integrates directly with AFAS and Exact Online. Customer and job information flows into Simple-Simon, while completed job sheets, labour, and materials can be sent back to your accounting system, helping to speed up invoicing and reduce manual administration.

How much does Simple-Simon cost?

Simple-Simon is available from €30 per user, per month, with no long-term contract or minimum number of users. You can add or remove licences each month to suit seasonal demand. See our pricing page for full details.

See your savings instantly with Simple-Simon

3 Job sheets per day per person

6 People in the field service

Hourly cost €35

Simple-Simon saves you:

€9.072,00

How do we calculate this?

We assume that creating a paper-based work order takes 10 minutes, with a paperless variant taking 4 minutes. A paper variant additionally costs +- €0.20.

Costs of paper work order

(Number of employees * working days per month(20) * order per day * 0.167 (10 minutes) * hourly rate) + (Number of employees * working days per month(20) * order per day * €0.20)

Paperless costs

(Number of employees * Simple-Simon licence fee) + (Number of employees * working days per month(20) * order per day * 0.067 (4 minutes) * hourly rate)

Save right away with Simple-Simon’s Smart Job Sheet app:

No empty time slots, no back-and-forth phone calls
Fewer mistakes, no lost job sheets
No more collecting, submitting, or deciphering job sheets
Invoice faster