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Gas safety use case

Gas safety certificate software UK

Gas safety records need to show what was checked, by whom, what was found, what was issued and what actions followed - without separating the appliance history from the certificate.

For UK gas contractors, landlords, compliance managers and facilities teams managing gas safety records, appliance history and annual checks.

Reviewed byKaren EllisonGas Safety & Compliance Manager · Gas Safe · IGEM · NEBOSH · 14 years
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Gas safety certificate workflows often start as paper pads, PDFs or job-system attachments. That can work at low volume, but it becomes hard to control when appliance records, unsafe situations, tenant copies and annual reminders sit in different places.

CertFlow keeps gas assets, certificates, defects, due dates and issue evidence connected. Only appropriately Gas Safe registered engineers should carry out gas work in scope.

Side by side

Paper gas pads and PDFs vs CertFlow.

Paper gas pads and PDFs
CertFlow
Appliance history
Copied from previous paperwork
Asset record with appliance and site history
Certificate issue
Paper pad, PDF or email attachment
Certificate generated and stored against the site and asset
Defects
Warnings and remedials tracked separately
Defects and actions tied to the certificate history
Annual checks
Diary reminders or spreadsheets
Recurring schedules in calendar and compliance register
Evidence retrieval
Search emails, folders or job notes
Find by client, site, asset, certificate or date

This page is practical guidance for UK inspection and compliance teams, not legal advice. Confirm duties, intervals and competent-person decisions against the official sources and your own site circumstances.

Honest fit

When Paper gas pads and PDFs is enough

  • You issue very few certificates and a qualified engineer controls the whole record.
  • Annual reminders, tenant/customer copies and defect evidence are already reliable.
  • You do not need mobile workflows, client portals or portfolio compliance views.

Next step

See the workflow on your own data.

Bring a sample asset list, certificate or inspection form. CertFlow can show how the workflow changes from first record to issued evidence.

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From the field

What inspectors commonly see

  • Appliance details copied differently between visits.
  • Warning notices or defects stored away from the certificate record.
  • Annual check reminders managed outside the certificate workflow.
  • Tenant-copy issue evidence missing or hard to find.
  • Engineer registration and scope details not captured alongside the job.

Audit risk

Common mistakes

  • Assuming any Gas Safe registration covers every appliance category.
  • Using a previous certificate without checking all appliance and address details.
  • Closing the job before unsafe situations or defects are evidenced.
  • Keeping service records separate from annual safety records.
  • Not linking the certificate to the asset and site history.

Evidence

Records to keep

  • Gas Safety Record or commercial gas certificate as applicable.
  • Appliance, flue, location and test details.
  • Engineer Gas Safe details and certificate issue history.
  • Defects, warning notices and remedial evidence.
  • Next annual check date and tenant/customer issue evidence where relevant.

Questions

Gas safety certificate software UK, answered.

Does CertFlow make someone Gas Safe registered?

No. Gas work must be carried out by a Gas Safe registered engineer with the right scope. CertFlow manages the workflow and evidence.

Can annual gas checks be scheduled?

Yes. Assets and sites can have recurring schedules so upcoming annual checks appear in the calendar and compliance register.

Can defects be tracked after the certificate?

Yes. Defects, warning notes and remedial evidence can be linked to the asset, site and certificate history.

Internal links

Continue this topic cluster.

Discipline Gas safety software Guide What is a CP12? Download Gas duty-holder download Help Generate a certificate Product Compliance Register Product Platform overview Pricing Pricing Demo Book a demo

References

Gas safety certificate software UK: official sources

Links to primary UK legislation and official regulator guidance. CertFlow is independent and not affiliated with these bodies.

Get started

Replace the spreadsheet before your next audit.

See CertFlow on your own data in a 20-minute demo, or start a free trial today.

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