Field Service Management Software with Inventory
Field service software for small service and HVAC firms: technician scheduling, recurring maintenance, digital work sheets, and invoicing from completed jobs.
Schedule technicians, run recurring maintenance, let engineers fill in work sheets on site, and turn finished jobs into invoices — in the same system that holds your stock and your books.
Why service businesses lose money on admin
Most small service and HVAC companies do not have a software problem so much as a handover problem. The job passes through four systems and somebody re-types it at every step:
- Maintenance intervals live in a spreadsheet, so a service is only remembered once the customer calls.
- Tomorrow is planned in a wall calendar or a group chat, so nobody is sure who is going where.
- The engineer fills in a paper work sheet that gets driven back to the office and typed in again.
- Parts used in a van never make it off the stock count, so stock figures drift all year.
- At month end somebody hunts through work sheets to work out what can actually be billed.
- Nobody can answer "when did you last service this unit?" without digging through a folder.
Flowbyte keeps that chain in one place: the maintenance schedule raises the job, the job goes to a technician, the technician completes the work sheet, the parts leave stock, and the finished job becomes a sales invoice.
How a job moves through the system
- Customer and site
- Equipment on site
- Maintenance schedule and next due date
- Technician scheduled in the calendar
- Work sheet in the field terminal
- Materials, photos and customer signature
- Handover act and sales invoice
Field service is not a separate app here
Standalone field service tools handle the job and stop at the office door. Everything after that — stock, purchasing, invoicing, accounting — is somebody else's export file. That is where the admin time goes.
In Flowbyte the field service module sits in the same database as warehouse, purchasing, sales and accounting. Parts written off a work sheet reduce the same stock figures your warehouse team works from, and the movement is recorded.
When a part runs low you order it from the same catalogue through purchasing, and goods receipt tops up that same stock. The invoice raised from a finished job lands with the rest of your sales invoices and its accounting entries.
What you actually get out of it
- Recurring maintenance that chases itself — Set an interval in days or months. Flowbyte works out the next due date from the last completed service and lists everything that has gone past its date, so contract work does not quietly slip.
- One calendar for the whole team — Plan in day, week or month view, drag jobs to another day, and filter by technician. Assigned engineers are notified by email and in the app.
- Parts that move real stock — Materials added to a work sheet come from your product catalogue, and completing the sheet writes them out of stock with a movement record. Field service inventory stops being a guess.
Capabilities
- Recurring and preventive maintenance with day or month intervals, last-completed date and next due date
- Overdue maintenance list you can raise a new job from
- Dispatcher calendar in day, week and month view with drag-and-drop and per-technician filtering
- Assign several technicians to one job and name a lead engineer
- Customer sites, with their own equipment and service history per site
- Equipment register with serial number, install location and full maintenance history
- QR code on equipment that opens its public page on site
- Work sheet statuses from draft and assigned through to accepted, in progress, submitted and completed
- Field terminal in a phone or tablet browser: accept the job, mark arrival, fill in the sheet, submit it
- Materials from the product catalogue, written out of stock when the sheet is completed
- Photos and video on work sheets, equipment and handover acts
- Customer signature captured on screen
- Handover acts with PDF generation and email delivery
- Labour time per technician with start and finish times and hours
- Google Maps and Waze navigation links to the site address
- Sales invoice built from a completed work sheet, with a preview before you confirm it
Frequently asked questions
Is this suitable for a small service business?
Yes. It works with one or two engineers — you do not have to roll out a full ERP to use maintenance schedules and work sheets. Start free on core ERP and add the Field Service module when you want work sheets off paper.
Can maintenance be set to repeat?
Yes. Set an interval in days or months, and Flowbyte calculates the next due date from the last completed service. Anything past its date is collected in an overdue list you can raise a job from.
Can a technician fill in a work sheet on a tablet?
Yes. The field terminal runs in a phone or tablet browser: the engineer accepts the job, marks arrival on site, adds materials and photos, takes the customer signature on screen and submits the sheet. There is also a separate mobile app for accepting and reporting jobs.
Does it work offline?
No. The field terminal and the mobile app both need a connection — there is no offline mode that syncs later. Worth knowing if your engineers work in basements or plant rooms with no signal.
Do materials used on a job affect stock?
Yes. Materials are picked from the product catalogue and the work sheet shows their stock level. When the sheet is marked completed, the parts are written out of stock and the movement is recorded.
Can I invoice a completed job?
Yes. A completed work sheet can be turned into a sales invoice, with rows from labour hours, materials, call-out fee and mileage. You see a preview and confirm it — the invoice is not raised automatically the moment an engineer submits the sheet.
Can I track the equipment installed at a customer?
Yes. Each customer site holds its own equipment with serial number, install location and the history of services carried out on it, along with the work sheets behind them.
What does it cost?
The Field Service module itself is €0/month, but it is not part of the free plan — it needs a paid plan. Core ERP (sales, purchasing, warehouse, accounting) is free to start with, and no card is required.