Work order app for service companies – from order to invoice basis

What is a work order system?

A work order tells the person doing a job what needs doing, for which client, where and when. A work order system does the same digitally: the order is created once, reaches the right person's phone and comes back to the office with time, materials, photos and notes filled in. Nobody has to retype paper slips to send the invoice.

How work orders work in OpSynk

1. 1

   Create the work order

   Pick the client, address and contact person and describe the job. Client details come from your client records, and a job can have its own work address.

2. 2

   Split it into tasks

   Add the tasks involved, such as mowing, edging and leaf blowing. A task can be linked to a zone you have drawn on the client's map.

3. 3

   Schedule and assign

   Set a time and assign one or more people. Recurring jobs repeat weekly, monthly or yearly at the interval you choose. Undated jobs wait in the job pool until you schedule them in the calendar.

4. 4

   Do the job on the phone

   The worker sees the job in the app's agenda, opens directions and ticks off tasks on site, adding photos, notes, time and materials.

5. 5

   Follow up in the office

   Task status shows in the web app while the job runs. When it is done you see who completed it and when, and can download the work order as a PDF.

Features that cut admin

• Tasks with status

  Each task has its own status, so you can see how far a job has got without calling.

• Recurring work orders

  Weekly cleaning or monthly visits are set up once, with the interval you need, such as every other week.

• Photos and notes

  Photos taken in the app are attached to the task. Notes can carry attachments and live on the job and on the client.

• Materials from your article register

  Materials are logged on the job from your article register with cost price, sales price and unit.

• Price groups and fixed prices

  Use different hourly rates for different kinds of work, or a fixed price per visit.

• Built-in chat

  Questions about a job go in the chat between office and field instead of private text threads.

Work orders on the phone, in sync with the office

The mobile app runs on iOS and Android. Changes made in the office appear on the worker's phone straight away, with a push notification for new and changed jobs, and whatever is reported on site appears in the web app just as quickly. The app and web app are available in Swedish and English, each user picks their own time zone, and the app needs an internet connection to sync.

From work order to invoice basis

An invoice basis collects what a client should be billed: hours worked, materials and fixed prices from completed jobs, for a period such as a month. Download it as a PDF and track its status: not sent, sent or paid.

Deviations from inspection rounds become work orders

With the inspection rounds add-on your staff carry out rounds with checklists on their phones. Each checkpoint is passed or failed, and a deviation gets a comment and a photo. When the round is finished you create a work order from it, with one task per deviation, ready to schedule and assign.

Built for your trade

• Software for gardening and landscaping

  Recurring seasonal care, tasks per area and zones on the map for lawns and beds.

Paper and spreadsheets compared with a work order system

What does a work order system cost?

OpSynk is in beta and has no public price list yet. Email support@opsynk.com or join the beta and we will tell you what applies to you. In general the price of a work order system depends on the number of users, which modules you need, any start-up fee or training, and the length of the commitment. You can try a demo in your browser first.