Document, Verify, and Track Jobs in Real-Time
- How To Guide
- Document, Verify, and Track Jobs in Real-Time
Managing field service operations means dealing with a lot of moving parts—notes, pictures, signatures, job status updates, and invoices all need to be captured and tracked accurately. But when your team is in the field, juggling these tasks can feel like a chaotic balancing act. Missed notes, forgotten photos, and delays in job status updates can lead to confusion, lost revenue, and frustrated customers.
You need a system that instantly captures every note, picture, and electronic signature right at the job site. No more scrambling to verify locations or update job statuses hours after the fact. Instead, your team can handle everything in real-time, from location verification to job status updates, all while generating and tracking invoices on the spot.
With the right tools, you can streamline these processes and eliminate the headaches. Equip your team to capture and manage every detail, ensuring that nothing slips through the cracks and every job is handled with precision. Let’s dive into how these capabilities can transform your field operations and keep your customers satisfied.
CAPTURE NOTES, PICTURES, & E-SIGNATURES
When your team is out in the field, capturing every detail of the job is essential for smooth operations. From customer notes to photos and signatures, gathering accurate and comprehensive information ensures that every job is completed to the highest standard. By including signature capture, static PDFs, and custom fields, you empower field agents to finalize agreements during their visits. This not only speeds up the service process but also shortens your sales pipeline by reducing the time it takes to close a job.
To start, click the MAPLINE logo and select NEW FORM. Name your form SERVICE AGREEMENT and select DOCUMENT as the form type. Click SELECT FILE to upload your service agreement, then click DONE.
Now, you can customize your form with digital signature capture, date fields, text fields, and more! Empower your service agents to input the price of service, then customize your form submit settings to auto-send a receipt with the service details as soon as the form is submitted!
You can also specify where the form data should be saved, ensuring that your information is always organized and accessible. When you’re ready, click SAVE to lock in your changes.
Pro Tip: While automation is powerful, there are times when a personal touch is required, especially when dealing with contracts and invoices. Add an action column to your dataset to allow your internal team members to manually email copies of contracts or invoices directly to customers with just a few clicks. This gives your team the flexibility to manage communications on their own terms while ensuring that important documents are always delivered promptly.
INVOICE GENERATION AND TRACKING
Keeping track of invoices and ensuring they’re sent out promptly is crucial for maintaining cash flow and customer satisfaction. Let’s streamline your invoice generation and tracking, making the entire process faster and more efficient. By automating key steps, your team can focus on delivering great service without getting bogged down in administrative tasks.
AUTO-SEND RECEIPTS
Are you ready for the convenience of having price estimates automatically sent to customers as soon as a form is submitted? When your field agent submits a completed service form, the system can auto-send an email to the customer with a price estimate pulled directly from static PDF fields within the form. This instant communication keeps customers informed and ensures that there’s no delay in getting the financial details sorted out.
To set this up, configure your form submit settings to trigger an email action once the form is submitted. Link the price estimate field from your PDF to the email template, and Mapline will do the rest. This automated process not only saves time but also improves customer satisfaction by providing immediate feedback on service costs.
AUTOMATE EXPENSE REPORTING
Expense reporting is a critical part of field service management, but it can be a tedious task if done manually. Mapline simplifies this by automating expense reporting through your service forms. By including a field for technicians to submit their end-of-day mileage, you can automatically track and report travel expenses with ease.
Configure your service forms to include a mileage field that technicians fill out at the end of their shifts. This data is then automatically routed to your expense reporting and dashboards, allowing you to compare projected vs. actual miles driven. With automated routing, you can easily identify discrepancies and ensure that all expenses are accurately recorded and reported.
TRACK EVERYTHING IN REAL-TIME
To deliver the best service, your team needs quick access to the right information, tailored to the specific locations they manage. Leverage the system you just created to customize your dashboard with a clear view of service agent activity, job status, agreements signed, mileage driven, or any other metrics you need to track. This is a powerful way to keep a high-level overview of all of your job activity in real-time and ensure that your team succeeds every step of the way.
