How it works
From the first customer record to renewal, each stage builds on the record created before it.
Stages
1. Add the customer
Create one record per customer with their company details, contacts and sites. Every later step refers back to it.
2. Set up the contract
Record the agreement: value, term, billing cycle and the services it covers. It is reviewed and approved before it becomes active.
3. Define the services
Under the active contract, define each service: frequency, duration, location, resources and instructions.
4. Schedule the work
Visits are generated on a rolling schedule from each service, and on-demand jobs join the same schedule.
5. Execute the work
Work orders are assigned to a team or employee, who sees their assigned work and moves it through to completion.
6. Capture the evidence
Photos, notes, materials and the customer's signature are attached to the work order as execution evidence.
7. Review and verify
A supervisor verifies completed work. Only verified work orders can be billed.
8. Bill the verified work
Draft invoices are generated from verified work orders under the contract's billing cycle, so every line traces back to the job.
9. Record the payment
Payments are recorded and allocated to the invoices they settle, and each invoice's status follows from them.
10. Follow up on what is overdue
Overdue invoices open a collection case, so follow-up is organized before balances age further.
11. Report and review
Reports and the Command Center read from the same records, showing what needs attention and how the operation is doing.
12. Renew on time
Contracts approaching their end date raise a renewal alert, and the renewal is recorded on the contract.
Walkthrough
An example, end to end
Follow a single annual maintenance contract through the platform, from the first customer record to its renewal.
Set up the relationship
1. Customer added
Northwind Facilities is added as a customer, together with its contacts and three sites.
2. Contract approved
Annual maintenance contract CON-1042 is drafted, reviewed and approved.
3. Service defined
Service SRV-2210, quarterly HVAC maintenance at Site A, is defined under the contract.
Deliver the work
4. Visit scheduled
The quarterly visit is scheduled and becomes work order WO-3318, assigned to Field team 2.
5. Work completed on site
The team completes the checklist, attaches photos and captures the customer's signature.
6. Work verified
A field supervisor verifies the completed work order.
Bill and collect
7. Invoice issued
Invoice INV-2207 is generated from the verified work and issued.
8. Payment allocated
Payment PAY-4410 is recorded and allocated to INV-2207.
9. Collections, if needed
Had the invoice gone overdue, a collection case would have opened for follow-up.
Review and renew
10. Visibility updated
Reports and the Command Center reflect the work, the invoice and the payment.
11. Renewal flagged
As its end date approaches, CON-1042 raises a renewal alert.
Illustrative example with fictional demo data.
Process questions
Request a demo. We will walk through your operation with you and recommend the right plan and onboarding path.
Yes. Onboarding and implementation support are part of working with us; see Services for how we engage.
Yes. Work orders are assigned to the field, and completion is recorded against the work order so it can be verified before billing.