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F-Gas bottle and gas tracking

Stay REFCOM and FGAS compliant by creating bottles, tracking gas usage and recovery, recording leak tests and more.

Written by Jon Caws
Updated over 2 months ago

F-Gas Tracking Overview

Jobable includes F-Gas tracking to help you:

  • Register and manage refrigerant bottles

  • Record refrigerant added or recovered during jobs

  • Log leak tests

  • Generate gas transfer, recovery, and leak test documents

  • Maintain a compliant equipment gas log

This video demonstrates how the system works across Admin and Remote, and the process is detailed in the following article.

Before you start

Ensure:

  • F-Gas tracking is enabled on your account

  • Engineer users have been assigned an F-Gas certificate / registration number

  • Equipment is added to the job before sign off

  • Equipment categories have the F-Gas box ticked (or belong to a parent category with the F-Gas box ticked if using Two Level Equipment Categories)

Creating and Managing Gas Bottles

Create a new gas bottle

  1. Go to F-Gas from the left-hand menu.

  2. Click New.

  3. Select either:

    • New Gas Bottle

    • New Recovery Bottle

  4. Enter:

    • Serial number

    • Gas type (for example R134A)

    • Optional: Purchase order

    • Bottle capacity (for example 9 kg)

    • Location

  5. Click Save.

The bottle will now appear in the bottle list.

The bottle can be edited by clicking the pencil icon, and marked as Returned or Closed by selecting the relevant option in the drop-down and clicking Save.

Viewing bottle activity

  1. Go to F-Gas

  2. Click the Serial Number

You will see:

  • Gas used from the bottle

  • Jobs where it was used

  • Remaining recorded activity

New bottles will show no activity until used on a job.

Recording F Gas During a Job (Engineer – Remote App)

F-Gas entries are recorded during job sign off.

Step 1: Ensure equipment details are correct

Before completing the job:

  1. Open the equipment on the job.

  2. If required, take a photo of the data badge.

  3. Jobable will extract:

    • Make

    • Model

    • Serial number

    • Refrigerant type

    • Gas charge

    • CO2 equivalent (in tonnes)

  4. Tap Update to save.

Accurate equipment data is essential for compliant gas logs.

Step 2: Sign off the job

When signing off, you will reach the F-Gas Log Screen.

From here you can:

  • Add new refrigerant

  • Record recovered refrigerant

  • Record leak tests

Recording recovered refrigerant

  1. Tap Add Recovered Refrigerant.

  2. Enter:

    • Gas type

    • Quantity recovered

  3. Save.

Quantities can be entered in:

  • Kilograms (kg)

  • Grams (g)

Jobable automatically converts grams to kilograms when saving.

Recording new refrigerant used

  1. Tap Add New Refrigerant.

  2. Select the Bottle ID.

  3. Enter the quantity used.

  4. Save.

Tip: You could also add a stock line to charge the customer for refrigerant used.

Recording a leak test

  1. Tap Record Leak Test.

  2. Select the equipment.

  3. Choose:

    • Direct leak test

    • Indirect leak test

  4. Record the result (Pass/Fail).

  5. Save.

If unsure about direct vs indirect methods, refer to current F Gas technical guidance.

Complete the F-Gas section

Once all entries are added:

  • Confirm no further F Gas entries are required.

  • Complete job sign off.

  • Sync with Admin.

Viewing F-Gas Records in Admin

After the job is synced, F-Gas records are available in for the Bottle, the Job and the Equipment.

Bottle activity

  1. Go to F-Gas

  2. Open the bottle by serial number

You will see:

  • Quantity used

  • Job reference

  • Date of use

  • Engineer name

  • The activity that led to the gas use or recovery

Job attachments

Open the completed job in Admin.

At the bottom of the job, you will find downloadable PDFs for:

  • Leak test certificate

  • Gas recovery note

  • Gas transfer note

These are automatically generated when F-Gas entries are recorded.

Equipment refrigerant gas log

  1. Open the equipment record.

  2. Scroll to Refrigerant Gas Log.

The log includes:

  • Gas recovered

  • Gas added

  • Leak tests

Where available, bottle serial numbers, dates and engineer names will be recorded.

This forms the ongoing F-Gas history for that piece of equipment.

Automatically Sending Gas Logs to Customers

You can configure Jobable to automatically send F Gas equipment logs with job reports.

To enable:

  1. Go to Settings

  2. Locate the option similar to:

    • Send F Gas equipment logs with job reports

  3. Enable the setting.

When enabled:

  • The equipment gas log will be included when sending the job report to the customer.

Waste Carrier Licence Number

If your company holds a waste carrier licence:

  1. Go to Settings

  2. Go to System Configuration

  3. Go to Company

  4. Enter your Waste Carrier Licence

If available, this number will automatically appear on gas recovery notes.

Documents Generated by F-Gas Tracking

When F-Gas activity is recorded, Jobable can generate:

  • Leak Test Certificate

  • Gas Recovery Note

  • Gas Transfer Note

  • Equipment Gas Log

These are stored against the job and equipment for future reference.

Frequently Asked Questions

Q. Can I enter gas in grams instead of kilograms in Remote?

A. Yes. On the F-Gas page during job sign off, you can enter the value in grams and select Grams as the unit. Jobable converts it automatically.

Q. What happens if I forget to record F-Gas or make a mistake?

A. To ensure accurate logs, audited corrections can be made to gas transactions in the Admin interface, using the edit button on a bottle gas transfer row. Missing records can be added using the "+ New Transaction" button on the bottle page. Leak Tests can only be added while signing off the Job in Remote.

Q. Does Jobable calculate CO2 equivalent?

A. Yes. Given a valid gas type and capacity, Jobable calculates the CO2 equivalent in tonnes, both in Remote or in Admin.

Q. A gas I use is not listed, can you add it?

A. Yes! We maintain a database of gasses, but there are many legacy gasses still out there and new innovative blends continually being brought to the market. If you need a gas that we don't list, please let us know and we will add it for you.

Q. Can I record a gas movement from one bottle to another bottle?

A. Yes. To transfer (or decant) gas from one bottle to another, go to the bottle that you are transferring from, and click 'Transfer Gas'. Complete the form.

Q. Why are non-flourinated gasses such as R600 and R290A listed?

A. For consistency and complete record keeping, we also list some commonly found non-flourinated gasses. By recording these gas types in the same way as F-Gasses, you can prove which equipment falls outside the scope of F-Gas Regulations or audits.

Q. Why link a bottle to a purchase order?

A. Linking a bottle to a purchase order is optional but may improve traceability as you can:

  • Track when it was purchased and from whom

  • Record bottle charges such rental charges or lost bottle charges on the Purchase Order

Read more about Purchase Orders.

Note: Only Purchase Orders from Suppliers with the F-Gas box ticked will be available to link to bottles.

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