Customer BaseSynced
TODAY'S JOBS
THIS MONTH'S SERVICES
| Name | Phone | Address | Tenant's Name | Tenant Contact | Service Type | Service Due | Status | Reminder |
|---|
QUOTES
SALES ORDERS
INVOICES
Diary
Jobs
Active jobs
Quotes
Quotes page is ready and linked in navigation. Functional content can be added next.
Invoices
Invoices page is ready and linked in navigation. Functional content can be added next.
Business Overview
Service Centre
No customer records available yet.
Accounts
Subscriptions
Use this area for your plan and billing when subscription management is connected to your account. If you need to change or cancel a paid plan, do that here before using Erase all business data below.
Until billing is wired in, contact your provider or workspace owner for subscription changes.
Company Details
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
Invoice logo (optional)
Navigation logo (optional)
Company address
Printed on quotes, invoices, and similar documents.
Street / line 1
Address line 2
Town / city
County
Postcode
Country
Contact & engineer
Engineer name
Company phone
Gas Safe licence number
Gas Safe ID
Engineer signature
Bank details
Optional footer on quote & invoice PDFs. Leave blank to hide.
Account name
Sort code
Account number
Communication Templates
Message templates
On my way
Message
Delayed
Message
Postponed
Message
Invoice payment reminder
Email subject
Message body
Quote follow-up
Email subject
Message body
Quote & invoice templates
Quote and invoice items
App Settings
Feature toggles below apply as soon as you change them. Payment link URLs in Payment links (emails) are stored when you click Save payment links in that section.
Suppliers, Sales Orders, Purchase Orders, and Service Orders are always on. Purchase Orders and Service Orders link to jobs using Sales Order references, so the desktop app now follows the same document flow as Field by default.
Turn on when you work under HMRC’s Construction Industry Scheme. Business Overview 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.
When SumUp is on, job timeline Payment can use SumUp as the method and the SumUp button to open your pay page. Paste your SumUp payment URL in Payment links (emails) below, then click Save payment links (the SumUp button does nothing until that URL is saved).
Payment links (emails)
Optional URLs added when sending quote/invoice emails (not on the PDF). Placeholders:
{amount}, {reference}, {title}, {customerName}, {companyName}, {documentType}.
SumUp uses the same placeholders in its template field.
Quote deposit link
Invoice payment link
SumUp payment link template
API keys (server only)
Companies House and Groq are not stored in the app. Configure
COMPANIES_HOUSE_API_KEY and GROQ_API_KEY in Google Cloud Secret Manager and deploy Cloud Functions.
SendGrid (email)
Configure on the Cloud Function, not in the browser. Create a key in
SendGrid,
then set Secret Manager SendGrid (API key) and SENDGRID_FROM_EMAIL for outbound email.
Twilio (SMS / WhatsApp)
Configure this on the Cloud Function rather than in the browser. Use
Twilio Console
and set TWILIO_ACCOUNT_SID, TWILIO_AUTH_TOKEN, TWILIO_SMS_FROM,
and optionally TWILIO_WHATSAPP_FROM for WhatsApp delivery.
Theme
Choose a color scheme for the app. Theme selection is saved locally.
Data Import / Export
Excel-only tools for Customer Base and Certificates.
App Backups
Gas Base keeps two on-device backup copies to protect your customer base, jobs, quotes, sales orders, invoices, appointments, and related local settings on this desktop.
No automatic backup saved yet.
No saved restore point yet.
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.
Tools
Open the Gas Rate Calculator as a standalone tool.
Open the Gas Pipe Sizing Chart tool.
❤ Suppliers
Start typing to auto-find map matches. Pick from the dropdown (or keep typing), then click Add Merchant and save.
Merchant Name
Support
Gas Base keeps stored copies of quotes, orders, and invoices in customer and supplier profiles on a rolling basis. Older items are removed automatically from those lists after the periods below (based on each document’s date). Job timeline rows may still show that a document was sent even after the file is no longer stored.
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.
How App Backups Protect Customer Data
This desktop app keeps two backup copies on the device itself. An automatic 2-hour backup refreshes in the background while you use the app. A separate saved restore point stays on the device until you overwrite it yourself.
These backups are designed to protect the core business records stored in this browser, including your customer base, jobs, quotes, sales orders, invoices, appointments, and related local settings.
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 yet? Usually because the quote has not been marked Approved yet, or because Gas Base has already created or found a linked Sales Order or invoice for that same quote.
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.