HVAC, plumbing, electrical, cleaning, landscaping or pest control with 1 to 50 technicians and a phone that never stops.
You keep the schedule, answer the calls, chase the invoices and re-plan the day every time a visit slips.
Dozens of crews, several systems and a weekly report assembled by hand from all of them.
Warranty and planned maintenance visits that must be scheduled, documented and billed correctly.
Numbers from field service research — the technician’s day is half paperwork, and the office spends its day re-planning what paperwork delayed.
of a technician’s working day goes to paperwork and data entry on average.
Service Council, Voice of the Field Service Engineer 2024 ↗of field visits do not go to plan; booking a visit takes 17 minutes and changing one takes 15.
Salesforce, field service trends ↗first-time fix rate on average — nearly one call in four needs a second visit.
Service Council, via ServicePower ↗of technicians’ time — more than seven hours a week — is administrative work, and 81% work overtime because of it at least monthly.
Salesforce, field service trends ↗of organisations say technology silos slow down their AI initiatives.
Salesforce, field service trends ↗of administrative tasks could be handled by AI, in technicians’ own estimate.
Salesforce, field service trends ↗Put your monthly volume into the calculator and see hours and dollars.
Field service automation replaces the manual chain behind every job — take the call, find a technician, confirm the visit, re-plan when it slips, type up what was done, raise the invoice, chase the payment — with a workflow that does the routine steps on its own. In a service company the office does not lack judgement; it lacks hours, and most of those hours go to moving the same job between a phone, a calendar, a job app and the accounting system. That is the part automation removes.
We build field services automation around the tools you already run — Jobber, Housecall Pro, ServiceTitan, FieldEdge, QuickBooks Online, Twilio — rather than yet another subscription. Requests from forms, texts, a voice agent or a missed call become jobs with the address, job type and urgency read by a language model. The flow proposes a technician by skill, load and drive time; the dispatcher confirms. Customers get confirmations, reminders and an on-the-way text. On site the technician records a voice note and photos, and a structured report, an invoice and a payment link follow.
Fewer missed calls turn into lost jobs, fewer visits slip because nobody reminded the customer, and fewer second visits happen because the parts list was known before the drive. The office stops typing and starts handling exceptions, and the owner gets a Monday digest instead of assembling one. Diagnosis, quotes, disputes and safety stay with people.
The run path of one job. Every request travels it on its own; the dispatcher confirms the assignment and the technician does the work.
A web form, an SMS, a voice agent transcript or a missed-call webhook from Twilio or RingCentral starts the run.
A language model reads the message or transcript and extracts address, job type, urgency and any equipment mentioned.
A missed call gets an immediate text with a booking link; a real request goes on to scheduling.
Writes the job to Jobber, Housecall Pro, ServiceTitan or FieldEdge with the customer matched to an existing record where possible.
Scores available technicians by skill, current load and drive time from the Google Maps Distance Matrix and proposes the best slot to the dispatcher.
Sends the customer a confirmation and a reminder the day before by SMS or email; a reply reschedules through the same path.
When the technician starts the drive, the customer gets a text with the ETA from the app’s GPS data.
The technician’s voice note and photos are transcribed and turned into a structured report: work done, parts used, recommendations.
If the report says the job is not finished, a follow-up visit is drafted with the parts listed and the dispatcher is told.
The closed job becomes an invoice in QuickBooks Online with the report attached and a Stripe or Square payment link.
Checks the payment status on a schedule, sends reminders at 3, 7 and 14 days and escalates to the office in Slack.
After payment, asks for a Google review and schedules a maintenance reminder for the next season.
Revenue, jobs per technician, repeat visits and unpaid invoices compiled from the FSM and QuickBooks into one Monday email.
Typical office minutes per job in a small service company. Your own numbers go into the calculator below.
Based on 54 min by hand and 7 min with the flow per item, from the table above.
The flow books, proposes, reminds, documents and invoices. People keep the work itself and every decision a customer would want a person to make.
The technician on site decides what is wrong and how to fix it.
The dispatcher confirms every proposed technician and handles urgent calls personally.
Estimates and additional work are agreed with the customer by a person.
Judgement calls about money stay with the owner or service manager.
A person reads and answers every complaint; the flow only makes sure it is seen.
Work inspections and safety checks are done by your team, not inferred from a report.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from Salesforce’s field service trends research and the Service Council’s 2024 technician survey: the time lost to booking, re-planning and paperwork is measured in hours per technician per week, and most of it is routine the flow can carry.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes. The flow works through the APIs of Jobber, Housecall Pro, ServiceTitan and FieldEdge and fills the gaps around them — missed calls, dispatch suggestions, reports from voice notes, payment chasing. Your technicians keep the app they already use.
The voice agent takes the details of a request, confirms the address and offers times; anything it is unsure about goes to a person right away. Many customers prefer an immediate answer to voicemail, and a missed call always gets a text with a booking link within a minute.
When the technician closes the job in the app, the invoice is created in QuickBooks Online with the report and photos attached and the customer gets a payment link by SMS. Jobs with extra work or a disputed amount are held for the office.
The job request is classified so the technician knows the equipment and the likely parts before the drive, and the report from the site lists what is missing so the follow-up is booked once with the right parts. That is where most second visits come from.
They mostly do not have to learn anything new: they talk to their phone instead of typing, and the flow does the rest. The office sees fewer calls and the technician sees fewer forms.
Every step is logged and retried, and a failed invoice goes to the office in Slack with the job attached rather than disappearing. The weekly digest lists any job without an invoice.
They stay in your FSM, your QuickBooks and your own n8n server or cloud account. Transcripts are processed through an API with no training on your data, and you decide how long recordings are kept.
Describe it in two sentences — we reply within a day with a workflow sketch.
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