Customers and properties
Keep contact, property and job information organised in one place.
Synced
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Favourite Suppliers
Store Name
Phone Number (Optional)
Address
Required so you can get directions to this supplier.
Postcode
Search results
Quoted £0.00
No documents match your search.
No quotes.
No Sales Orders.
No invoices.
Diary
Jobs
Business Insights
Services
No services.
Accounts
Company DetailsBusiness, logo and address info
Business & branding
Company name and registration shown on paperwork. Logos are optional — invoice logo prints on PDFs; navigation logo appears in the app menu when set.
Company name
Limited company number
Company phone
Invoice logo (optional)
Company address
Printed on quotes, invoices, and similar documents.
Street / line 1
Address line 2
Town / city
County
Postcode
Country
Subcontractor InformationEngineer, Gas Safe and CIS
Contact & engineer
First name
Last name
Engineer phone
When set, customer replies to quote, invoice, and document emails go to this address.
Gas Safe licence number
Gas Safe ID
Engineer signature
CIS details
Turn on when you work under HMRC’s Construction Industry Scheme. Business Insights can show CIS-related summaries when this is enabled.
CIS deduction rate
Subcontractor UTR (optional)
This rate is used for quotes and as the default for new invoices. CIS applies to the labour share of each line (ex VAT). You can set a different rate on the invoice form when needed.
Payment SettingsTerms, VAT and providers
Bank details
Optional footer on quote & invoice PDFs. Leave blank to hide.
Account name
Sort code
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Account number
Job Sheet & Attendance Fees
Default travel and attendance fees used when estimating Job Sheet costs. Each sheet can still be adjusted before saving.
Mileage charge per mile
ULEZ Charge
Congestion Charge
Used to estimate return travel from your company address to the job address, plus parking, tolls, ULEZ and congestion charges.
Invoice Payment Terms
Controls when sent invoices move from due to overdue.
Payment terms
VAT & Payment Options
App SettingsImport, backups and data controls
Login Details
Change the email address you sign in with or update your password. For security, enter your current password before saving.
Current login email
New login email
Email changes are completed by opening the verification link sent to the new address.
Current password
New password
Confirm new password
App Backups
GasBase Desktop keeps two on-device restore points: a rolling automatic backup refreshed every two hours, and a saved restore point you can keep until you replace it.
These restore points are mainly there to protect your customer data on this device, including the customer base, jobs, quotes, sales orders, invoices, and appointments. Uploaded files, manuals, and saved logos are not included in these in-app backups.
Automatic 2-Hour Backup
No automatic backup saved yet.
Saved Restore Point
No saved restore point yet.
Data Import / Export
Excel-only tools for Customer Base and Certificates.
Erase All Business Data
Permanently removes customers, jobs, quotes, invoices, appointments, gas safety records, certificates, and related data from this device. If you are signed in, matching cloud copies are removed when possible; use while online for a full cloud wipe.
Company details, logos, themes, message / quote / invoice templates, certificate layouts, and description-pad templates are not removed.
Communication TemplatesSMS, email and document text
Message templates
On my way
Message
Delayed
Message
Postponed
Message
Quote Reminder
Email subject
Message body
Sales Order Payment Reminder
Email subject
Message body
Invoice Payment Reminder
Email subject
Message body
Initial Document Send Templates
Optional message text for the first time you send a document. For email it appears after the title line and before the View link line. For SMS it appears after the opening line and before the secure short link.
Customer Link Website (Optional)
HTTPS origin where customer document links would be served when a future backend is intentionally connected. Leave blank while this frontend-only build is in use.
Quote
SMS message (before link)
Email message (before link)
Sales Order
SMS message (before link)
Email message (before link)
Invoice
SMS message (before link)
Email message (before link)
Gas Safety / Service Record
SMS message (before link)
Email message (before link)
Payment Receipt
SMS (before link)
Email (before link)
Job Sheet
SMS (before link)
Email (before link)
Purchase Order
SMS (before link)
Email (before link)
Service Order
SMS (before link)
Email (before link)
SubscriptionsPlan and billing
Current Plan
Not Connected Yet
Checking subscription setup...
Billing plans are connected. Live plan changes will be enabled once workspace subscriptions are saved from Stripe.
Plan Options
Loading plans...
Plan changes are scheduled for the end of the current paid month. Team users and role permissions will appear here as the workspace controls are added.
CataloguePrice Catalogue
Price Catalogue
Items
ThemeColours and appearance
Choose a color scheme for the app. Theme selection is saved locally.
Photo Library 0
Photos synced from field devices are saved here.
Uploaded Files 0
Upload files from your device or PC into Uploaded Files. These stay available on this device in the app.
You can upload multiple files at once.
Manuals 0
Choose a manufacturer, upload manuals as PDFs, then select a filename to open it.
Support
Gas Base applies retention rules from each document’s creation date and keeps generated PDF records in the local desktop workspace for this frontend-only build. Invoices, Gas Safety Certificates, and Service Records can be archived when you remove them from a customer profile; Quotes and Sales Orders that you delete are removed immediately and permanently. The sections below explain how long each type is kept and how backups interact with restore.
How Quotes, Sales Orders, and Invoices Work Together
In Gas Base, these documents are meant to follow the same job from first price to final payment. A Quote is the proposed work and price. A Sales Order is the confirmed version of that job when the customer has agreed to go ahead and you want a formal confirmed-work stage. An Invoice is the payment request for money due.
The usual flow is Quote → Sales Order → Invoice. That gives you a clear record of what was offered, what was agreed, and what was billed. In normal use, the quote should be marked Approved before you move it forward. If the quote does not require a deposit, Gas Base can skip the Sales Order step and let you move straight to an invoice.
All of these documents stay tied to the same job timeline, so you can open the job and see the full story in order. Creating the next document does not remove the earlier one. The quote remains the original price record, the Sales Order remains the confirmation record, and the invoice remains the billing record.
When a quote is approved, Gas Base can automatically prepare the next billing step for that same job: a Sales Order if a deposit is required, or an Invoice if no deposit is required. Payments are tracked against the job timeline as well. When you record a payment, Gas Base updates what is due and what has already been paid on the Sales Order or invoice.
Common Questions
Do I always need a Sales Order? No. If no deposit is required and you are ready to bill, you can go straight from quote to invoice. Use a Sales Order when a deposit is required or when you want a clear accepted-work stage before final billing.
Does the invoice replace the quote or Sales Order? No. The later document does not overwrite the earlier one. They stay on the same job timeline so you can look back at what was quoted, confirmed, and invoiced.
Why can’t I convert a quote? GasBase converts an open Quote to an Invoice and marks it accepted automatically. Conversion is unavailable only when the Quote was declined, closed, or already has a linked Sales Order or Invoice.
What if the customer only pays part of it? Record the payment on the job timeline. Gas Base will reduce the amount due and show how much has already been paid.
When should I send each document? Send a quote when pricing the job, use a Sales Order when the customer has agreed and you want to confirm the work formally, and send the invoice when you are ready to collect payment for the work done or amount due.
Document Retention, Archiving, and Local Storage
How App Backups Protect Customer Data
GasBase Desktop keeps your customer records backed up on this device in two ways. The Automatic 2-Hour Backup refreshes in the background while you use the app, and the Saved Restore Point lets you keep a manual checkpoint until you replace it.
These backups are mainly for your customer base and linked job records, including quotes, sales orders, invoices, and appointments stored in GasBase Desktop. If something goes wrong on the device, you can restore one of these backups from Settings → App Settings to bring that saved customer data back.
Files, manuals, and saved logos are not part of these in-app backups, so the backup feature should be treated as protection for your saved customer records rather than every file stored in the app.