Boiler service software and CRM
RegiaPro is boiler service software for self-employed heating engineers: business software for quotes, contracts, instalments and invoices, and a CRM for clients, appliances and visits to book. In the steps below “Boiler servicing” is already selected: you pick the features you use.
Built for more than 50 trades: this one is already set up for yours
Renewal in 30 days
RegiaPro reminds you beforehand
Today in RegiaPro
Example with made-up data
42
Active contracts
+3 this month
5
Renewals
within 30 days
38
Invoices this month
already prepared
Renewal coming up in 30 days
today
Service visit booked for Tuesday
yesterday
This month’s invoices prepared
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for boiler service software and CRM are already switched on. Switch on what you really need: we’ll work out the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
Boiler service software lets you find in seconds who called, which appliance they have at home, when the next visit is due, what you offered them and how much they still owe you. RegiaPro keeps it all in the browser, on your phone in the van or on the office computer, from €19.90 a month.
What you’ll find inside RegiaPro: from contract to renewal
One program for clients, service contracts, call-outs and invoices. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
Fees and renewals
The contract with its frequency and renewal date: the draft invoice for each period gets ready on its own. From the Pro plan.
Contract management -
On-site call-outs
Each call-out with its address; the travel cost is worked out on the real route.
The costs of each job -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Boiler service software: the engineer it’s built for
RegiaPro suits the boiler engineer who works alone or with one colleague, goes between homes, shops and small blocks of flats, and lives on clients who come back every year. Four kinds of work fit in naturally.
The annual service on a home boiler
Cleaning the burner, checking the safety devices, a combustion analysis: an appointment to squeeze in around someone who is out at work all day and leaves the keys with the caretaker.
The boiler efficiency check with the compliance sticker
The report to fill in and the fee to pay vary from one region to another: what matters is knowing who is due this year and keeping the signed copy.
The boiler that locks out at the first cold snap
The boiler locks out on the first evening of November, the client rings back three times, and your week was already full.
The boiler that needs replacing, with a quote
A twenty-year-old appliance that’s no longer worth repairing: a site visit, two options with different models and prices, and a client who takes their time deciding.
The flue gas analyser is yours, the paperwork is RegiaPro’s
The flue gas analyser and the toolbox stay your trade. RegiaPro takes care of the rest: the business side follows quotes, contracts, instalments and invoices; the CRM side follows the people, from someone phoning for the first time to someone you need to call back before autumn.
Your first records: the boiler visits already booked
Start with the visits already booked for the coming weeks: one record per client, with the appointment date, the address and the boiler model in the notes. You add the others as they call, and within a couple of months the whole season is in front of you. How to choose between boiler software options is in the comparison further down.
CRM for boiler engineers: client calls without scraps of paper
RegiaPro’s CRM holds the people, along with what you promised each of them. These are the six moments when a boiler client slips through the net most easily, and what changes.
The phone rings while you’re under a boiler
You call back in the evening, but the number has ended up in the call log alongside the wholesaler’s and the accountant’s.
In RegiaPro you open the record from your phone in a minute: name, number, address and source, chosen from the ones you set up yourself.
Only the boiler’s rating plate knows the make and model
To find out you have to go round, or ask the client to open the kitchen cupboard.
In RegiaPro you write them in the notes and attach a photo of the rating plate, so you set off with the right spare part.
The quote for the new boiler just sits there
In October the client said “I’ll think about it”; in January they bought one from another installer.
In RegiaPro the record reappears among the people to follow up today, 3, 7, 14 and 30 days after the quote.
The tenant calls about the boiler, the landlord pays
The invoice has to be made out to someone you’ve never met, at an address different from the property.
In RegiaPro you link the payer to the record: the invoice goes to them, and the person who opens the door stays your contact.
The burner gasket to order in advance
An unusual gasket or a discontinued sensor: if the order goes in late, the appointment falls through.
In RegiaPro you add it as an important note, and the software turns it into a reminder due seven days before the date.
Ten boilers to see in the same week
In September everyone wants their system sorted before the heating goes on, and the paper diary can’t keep up.
In RegiaPro every confirmed visit takes its day on the calendar, and if you link it to Google Calendar or iCloud you see it on your smartphone too.
How often should a boiler be serviced: an annual visit in the software, step by step
How often to service a boiler is set by the installer and the manufacturer, while the energy efficiency check follows the deadlines set by law and by your region. For people in this trade it almost always means one visit to organise per client, once a year. Below, the same visit followed in RegiaPro one step at a time: the family, dates and amounts are made up and are there to show the workflow, not to give a price list.
The case: the Galli family’s wall-hung boiler
On 2 September Paolo Galli phones. His condensing boiler, installed in 2019, hasn’t seen an engineer for two winters, and this year the flue gas check is due too. He asks how much the visit costs. He lives on the second floor of a small block of flats, works until six and prefers Saturday mornings: a typical client, with a single appliance and little time.
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From Paolo’s phone call to the boiler record
Still in the car, you create Paolo’s record: name, phone, email and source, here word of mouth from a neighbour. Each record carries just one date, and for a boiler engineer that date is the day of the visit: Saturday 19 September, from 9 to 10:30. In the notes you write the make and model, the year of installation, “last serviced in 2023”, “keys with the caretaker”. Once the record is saved, you attach the photo of the rating plate Paolo sent you on WhatsApp.
Follow-ups and messages -
The service quote, with the items in the note
On 3 September you put the amount quoted on the phone, €150, on the record and prepare the quote: a PDF with your logo and the wording of your template, where the name and figure are already in place. The price takes a single line; you write the items in the note, printed at the bottom of the PDF: cleaning the burner and heat exchanger, checking the safety devices, combustion analysis with printout, filling in the inspection report, compliance sticker fee included. If VAT applies, RegiaPro works it out from the amount and the total doesn’t change. The quote goes out by email from the record.
The quote from your template -
The second option, with a winter breakdown call-out
On 5 September Paolo wants to know how much it costs to add a breakdown call-out during the winter. You raise the amount to €220 and generate another option on Paolo’s record: the new document is numbered 42/2026-P, and the earlier one, 41/2026-P, stays archived with the figure he had already read. If Paolo then goes quiet, three days after the latest option the record comes back on the home page among the clients to call back.
The quote from your template -
The service contract signed next to the boiler
Paolo chooses the €220 option. With the Pro plan the contract is created from his record: you wrote the title, “Service contract”, and your usual terms in the template, for example that one breakdown call-out is included, that you attend within two working days and that spare parts are charged separately. The placeholders fill in with Paolo’s name, the visit date, the total, the deposit and the balance. You print the PDF and you both sign it on the 19th, before opening up the boiler; the copy stays on the record.
The contract, from the Pro plan -
The Gallis’ visit confirmed and a gasket to order
That same 5 September €70 arrives by bank transfer, which you record as the deposit, noting when and how it came in; then the status changes to “Confirmed”. If you’ve linked Google Calendar or iCloud, you’ll find the visit on the 19th there, with the time; if you change it on your phone, within a few minutes the new date reaches RegiaPro too. As an important note you write “order burner gasket”: this creates a reminder due on 12 September, a week before the visit, in your to-do list.
Invoices and payments in the plans -
Flue gas analysis, report attached and out-of-pocket costs
On 19 September you carry out the service and the flue gas analysis. You photograph the signed inspection report and attach it to the record, together with the strip printed by the analyser. Among the job’s out-of-pocket costs you enter the gasket, €18, and the compliance sticker fee paid on Paolo’s behalf, €12. If a colleague came along, you write their name on the same record and how much you paid them.
The figures of each job -
Balance by card, invoice and a message about the next check
Paolo pays the €150 balance by card. With Pro you issue the invoice from the record, for the full €220, and the number is the next one in the year. In the evening you pick the end-of-visit message from the ones you’ve prepared: WhatsApp opens with the text ready, you add a couple of lines about the next check and send it yourself.
Invoices and payments in the plans
The figures for the Gallis’ visit
Agreed price €220: a €70 deposit on 5 September, a €150 balance on the 19th. The record shows €18 for the gasket and €12 for the sticker: once it’s all added up, that visit leaves €190, before tax, the van and hours on the road. Documents issued: two quotes, one service contract, one invoice.
The Gallis’ visit in a table (example with made-up data)
| Date | What happens at the client’s | What you do in RegiaPro |
|---|---|---|
| 2 September | Paolo phones about a service | New record, visit on 19 September from 9 to 10:30 |
| 3 September | He asks the price of the visit | Quote 41/2026-P for €150 with the items in the note |
| 5 September | He adds a breakdown call-out and pays €70 | Quote 42/2026-P for €220, contract ready, deposit recorded, record confirmed |
| 12 September | The gasket needs ordering | The reminder created from the important note |
| 19 September | Service, flue gas analysis, signature | Report attached, out-of-pocket costs, €150 balance and invoice |
Flue gas checks and compliance stickers: reports and deadlines on the CRM record
The flue gas check, in other words the energy efficiency inspection, and the compliance sticker that goes with it in many regions are the part of the job with the most paperwork. In RegiaPro they sit on the client’s record, next to the date to remember.
The signed flue gas report, attached
After the visit you photograph or scan the inspection report and attach it to the record, as a PDF or JPG up to 15 MB. When the client asks for it, for a house sale or for the building manager, you find it by searching their name or phone number.
The compliance sticker fee among out-of-pocket costs
If you pay the fee yourself and recover it in the price, put it among that visit’s out-of-pocket costs, noting “sticker 2026”. In the Report that amount comes off the month’s takings, and the result stays accurate.
Mandatory boiler servicing: next year’s visit
When you close this year’s visit you set up next year’s record straight away: status “New”, a rough appointment date and, as the follow-up date, the day you want to get in touch with the client, for example 25 August. On that day the record pops up at the top of the home page, in the list to follow up today, and from there you open the WhatsApp message prepared for booking the visit.
Autumn mornings already taken up by boilers
Every confirmed visit has its day and time on the calendar. At the end of September, before promising a Saturday to whoever calls, you can see at a glance which mornings are already taken.
Serial number, flue and keys: the boiler details
In the record notes: make, model, serial number, year of installation, flue type, where the boiler is and who has the keys. These are the lines that save you the usual questions on the phone.
Boiler service: price, instalments and invoices in the software
In boiler servicing the money comes in small amounts and from lots of clients in the same month. RegiaPro keeps every payment on the record of its job, from the quote through to the invoice.
The boiler service price quoted on the phone
The agreed amount sits on the record and carries over to the quote. If you charge VAT, RegiaPro works it out from the total; under the flat-rate scheme the total stays as written.
Deposit and instalments, for a new boiler too
For each visit or replacement there is a single deposit, and next to it you note whether it came in cash, by bank transfer or by card, and on what date. The rest splits into several instalments, each with the day you expect it: for a replacement paid in three goes you see straight away which instalment has come in and which is missing, and adding up all the records you know how much you still have to collect.
The boiler visit invoice, from the Pro plan
It’s prepared from the record on the job amount, made out to whoever pays, with the next number in the year: on 1 January the count goes back to 1, and the PDF shows your business logo at the top. The XML to send to the SdI (Italy’s e-invoicing system) comes with the Studio plan; then you upload it yourself or pass it to your accountant.
The Report for the servicing season
The Report brings together the takings from confirmed jobs and deducts spare parts, stickers and colleagues paid by the day. It also shows the route your paying clients came from: word of mouth, your website, the spare-parts shop that sends you people looking for an engineer.
Image taken from the software and filled with test figures: a year’s overheads, broken down by item. A spare part fitted on a single visit is entered on that client’s record instead.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Boiler service contract: what to put in it
The service contract sets out in writing what the client pays every year and what is charged separately. In RegiaPro you prepare the template just once, written the way you talk to your clients; then names, dates and amounts come from each client’s record.
The boiler covered by the contract
Make, model and serial number of the boiler, installation address, fuel. If there’s more than one appliance, a short list of where each one is.
Routine services and flue gas analysis included
How many routine services a year, whether the combustion analysis is included and whether the compliance sticker fee is in the price or added on.
Boiler breakdown call-outs
How many breakdown call-outs are included, on which days and at what times, and how much each extra call-out costs. These are the lines that prevent the January argument.
Boiler contract length and payment
Visit date, total amount, advance and remaining balance are filled in by RegiaPro, read from the record. The contract length and how to cancel it you write yourself in the terms.
Owner, residents’ association or company: who pays and signs
The details of whoever pays, whether that’s the owner, the building’s management or a company, go in through their placeholders. You print the sheet, you both sign it in front of the boiler at the first visit, and the copy stays attached to the client.
The contract template with placeholders is part of the Pro plan: you can title it “Service contract” and fill it with your own rules.
Boiler service software: specialist trade software or CRM?
Anyone looking for boiler service software finds very different products with almost identical names. On 14 September 2026 we opened three of the top results, plus two field service software products: two out of three boiler programs showed their price, and only one had an FAQ.
| Heating system management software | Software for service centres | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Engineers who look after many systems and the regional paperwork | Companies with several engineers on the road and calls to dispatch | Self-employed engineers who follow clients, quotes and payments |
| What it handles | Appliance register, inspection deadlines, efficiency reports, regional registers | Calls, jobs, signed job reports, an app for engineers | Enquiries, quotes, service contracts, deposits, instalments, calendar, invoices |
| Price | €12 a month or a €59 licence, on the pages that state it | From €10 a month, on the pages that state it | From €19.90 a month, published |
| How to try it | Online demo or 15-day trial | Demo or 15–30-day trial | 14 days with the Full plan switched on |
RegiaPro suits your boiler round if
- you’re self-employed and your clients are households, shops and small blocks of flats;
- you care that no quote goes unanswered and no instalment goes unpaid;
- you’d rather read what it costs without having to call a sales rep.
What a boiler engineer finds on day one
- one record per client with notes, a photo of the rating plate and attached reports;
- numbered PDF quotes, and from Pro upwards service contracts and invoices;
- deposits, dated instalments, a linked calendar and ready-made WhatsApp messages.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro boiler service software costs
Prices are public. A boiler engineer needs three plans, plus the trial.
Start for annual services: €19.90 a month
€199 paid yearly. Unlimited clients, reminders to call them back, WhatsApp messages written once and up to 10 quotes a month: enough to get your annual services in order. Contracts and invoices come with Pro.
Pro for service contracts: €34.90 a month
€349 a year. It adds PDF service contracts and invoice numbering, with invoices going to whoever pays even when they don’t live next to the boiler. It’s the plan for engineers who live on servicing twelve months a year.
Studio with e-invoicing for boilers: €59.90 a month
€599 a year. It adds e-invoices in XML format and the yearly invoice archive, ready for whoever does your books.
A 14-day trial on your own boilers
The complete Full plan, no credit card needed. Access opens automatically as soon as you confirm your email; after the two weeks you stay on the plan that suits you.
There’s also Full, €44.90, designed for people who send photos and videos to their clients: the full comparison is on the pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from boiler engineers
Where do I write the boiler’s make, model and serial number?
In the notes on the client’s record, along with the year of installation and where in the house the appliance is. Alongside it you attach the photo of the rating plate and the reports from past visits, photos or documents up to 15 MB each: on the phone you open the record and have everything in front of you.
How do I remember next year’s service?
When you close a visit you create next year’s record and choose the follow-up date yourself. On that day the client appears among the people to call back that the home page puts in front of you: from their record you open the ready-made WhatsApp message and book the new appointment together.
How do I invoice a landlord who doesn’t live in the property?
On the record you link whoever pays, with their invoicing details: from the Pro plan the invoice is made out to them, while the record’s name and phone stay those of the person who opens the door. You’ll find the same invoice recipient again and can link them to the visits in the following years.
Can I attach the flue gas inspection report?
Yes. You photograph or scan the signed report and add it to the saved record, as a PDF or an image. It stays with the client’s quotes and contract, and when you need it you find it by searching by name or phone number.
How do I record spare parts and the colleague who helped me?
On the visit record you write the colleague’s name and the amount you gave them; the parts fitted go among the out-of-pocket costs, each with a couple of words of note. In the Report those amounts come off the takings, so you can see what you actually kept in the month and over the whole season.
How do I record a new boiler paid in instalments?
First the advance, with date and payment method; then the rest split into instalments, each with its expected date. As the money comes in you mark each instalment as paid, and RegiaPro tells you how much is outstanding on that replacement and across all your clients.
Can I organise visits from my phone?
Yes: RegiaPro runs in your smartphone’s browser, with no app to install. If you link Google Calendar or iCloud, confirmed visits appear in the calendar you already use; when you move one there, the new date comes back into RegiaPro within a few minutes.
How do I get started if I already have hundreds of clients?
Start with the visits for the next two months: one record for each client to see, with the date and notes on the appliance. You add the others when they call or when their turn comes round, and within one season your whole client base is in RegiaPro.
This page was last checked on 14 September 2026, feature by feature inside RegiaPro; the families, dates and amounts in the examples are made up, while the comparison summarises the public pages of the other software as they stood that day. If anything here doesn’t match what you find in the software, drop us a line at info@regiapro.it: we’ll fix it.
Try RegiaPro on your next boiler visit
Take the next client who calls about a service and follow them in RegiaPro from the phone call to the invoice: within a week you’ll know whether the software can handle your round. You get Full switched on for fourteen days, then it’s up to you.
Related trades: HVAC software, plumber software, landscape maintenance software. The full list of trades is on the who it’s for page.