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Contractor / field service

CRM for contractors and field service, from the first request to the invoiced job

Estimates, jobs, work orders, service agreements and the equipment you look after each get a list. Every request is a deal on one board.

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The Contractor / field service deals board · example data
  1. 01New request
  2. 02Site visit
  3. 03Estimate sent
  4. 04Follow-up
  5. 05Won
  6. 06Lost

A week of requests, site visits and work orders

  • A request needs an address and a time to look.

    On the client you keep the service address, residential or commercial, the access notes and how they found you. On the deal you set the job type and the date of the site visit. A new request is on the board the same day, not in a notebook.

  • Estimates go out, then go quiet.

    Each estimate keeps its number, the date sent and the date it is good until, materials, labor, the total and where it stands (draft, sent, approved, declined, expired). To keep the quiet ones from sitting, set an automation: when a deal moves into Estimate sent, add a follow-up task.

  • Then the job, and the work order that goes with it.

    A job records the type, the crew lead, whether a permit is needed and its number, the contract amount and the status from scheduled to invoiced. A work order adds the priority from emergency to low, the technician, the hours, the signed work order and photos.

  • What you installed stays on the client.

    Equipment records the kind, brand, serial number, where it is, when it was installed, when the warranty ends and when it was last serviced. Service agreements keep the plan, the visits per year and the renewal date. If you add Books, a quote is made from the deal and turns into an invoice.

Your lists, and what each is for

Contractor / field service adds these lists to the Clients, Companies, Deals, Tasks and Notes you already have.

  • Jobs

    Use it for each job you have won, from scheduled to invoiced.

    • Job address
    • Job type
    • Status
    • Crew lead
    • Permit needed
    • Contract amount

  • Estimates

    Use it for every price you give, so you can see which ones are still waiting.

    • Estimate number
    • Sent on
    • Good until
    • Total
    • Status
    • Estimate file

  • Work orders

    Use it when someone is sent out: what to do, when, and what was done.

    • Scheduled for
    • Technician
    • Priority
    • Status
    • Work performed
    • Signed work order

  • Service agreements

    Use it for maintenance plans, so you can see which are coming up for renewal.

    • Plan
    • Renews on
    • Visits per year
    • Price
    • Auto-renews
    • Status

  • Equipment

    Use it for the units you install and service, so the serial number is one search away.

    • Kind
    • Brand
    • Serial number
    • Location
    • Warranty ends
    • Last serviced
See every field5 lists, 52 fields

Fields on each list

Jobs

  • Job address · Text
  • Job type · DropdownInstall, Repair, Maintenance, Remodel, Inspection
  • Status · DropdownScheduled, In progress, On hold, Waiting on parts, Complete, Invoiced
  • Start date · Date
  • Finish date · Date
  • Crew lead · Text
  • Permit needed · Yes / No
  • Permit number · Text
  • Contract amount · Money
  • Scope of work · Paragraph
  • Photos · Files & photos

Estimates

  • Estimate number · Text
  • Job address · Text
  • Sent on · Date
  • Good until · Date
  • Materials · Money
  • Labor · Money
  • Total · Money
  • Status · DropdownDraft, Sent, Approved, Declined, Expired
  • Scope of work · Paragraph
  • Estimate file · Files & photos

Work orders

  • Work order number · Text
  • Job address · Text
  • Scheduled for · Date
  • Technician · Text
  • Priority · DropdownEmergency, High, Normal, Low
  • Status · DropdownOpen, Dispatched, On site, Done
  • Hours · Number
  • Work performed · Paragraph
  • Signed work order · Files & photos
  • Photos · Files & photos

Service agreements

  • Plan · DropdownBasic, Standard, Premium
  • Start date · Date
  • Renews on · Date
  • Visits per year · Number
  • Price · Money
  • Auto-renews · Yes / No
  • Status · DropdownActive, Due for renewal, Cancelled

Equipment

  • Kind · DropdownHVAC unit, Water heater, Generator, Electrical panel, Pump, Other
  • Brand · Text
  • Model number · Text
  • Serial number · Text
  • Location · Text
  • Installed on · Date
  • Warranty ends · Date
  • Last serviced · Date

Extra fields on what you already have

On Clients

  • Service address · Text
  • Property type · DropdownResidential, Commercial
  • Access notes · Paragraph
  • How they found us · DropdownReferral, Google, Yard sign, Repeat customer, Other

On Deals

  • Job type · DropdownInstall, Repair, Maintenance, Remodel
  • Site visit · Date

Where new work comes from

A form on your website and a page where customers book. Both are set up in Settings.

Starts like this

The first minutes, as they go when you sign up.

  1. Step 1: Pick Contractor / field service

    One step adds 5 lists, 52 fields and 6 deal stages. Anything you already have is left alone.

  2. Step 2: Add sample records, if you like

    9 jobs, 10 estimates, 9 work orders, 7 service agreements and 8 equipment. Around them, a made-up business: clients, companies, deals in every stage, tasks, appointments and notes. All made up, so the Home page, board, lists and reports have something to show on day one. One button removes every sample.

  3. Step 3: Add your first client

    Add the customer who called this week, then put a deal on them in New request.

  4. Step 4: Start the trial

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What stays the same

Other industries

Don't see your trade? Start without a template and make your own lists and fields. They work the same way. See all templates.

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