Update Jobs in Real Time—Fieldworker App Workflow
Why Live Job Updates Matter
Modern field-service brands—from HVAC and plumbing to cleaning, pest control and mobile healthcare—win repeat business by keeping customers and office staff in sync. OctopusPro’s Update Job workflow turns every smartphone into a live timesheet, quality-assurance camera and mini-POS device:
- Zero phone-tag: timestamps and photos replace “Just checking you arrived” calls.
- Instant invoicing: finish a job, add parts or a discount, press Complete—the back office gets an invoice draft seconds later.
- Audit & warranty protection: before/after photos and status trails live forever in the booking record.
- Cash-flow boost: same-day invoicing cuts average payment time by up to 35 %.
Key Features at a Glance
Feature | What It Does | Typical Use Case |
---|---|---|
Start Job (Check-in) | Captures GPS, arrival time & optional “before” checklist. | Cleaner takes pre-clean photos to avoid damage disputes. |
Update Status | Toggle In Progress, Completed, Failed. | Electrician flags In Progress to schedule parts-ordered revisit. |
Photo Upload | Shoot or attach multiple images with captions. | Landscaper documents hedge height before & after trimming. |
Add / Edit Services | Append new labour lines, materials or upsells. | Roofer adds “Gutter Clean” upsell on-site. |
Service Discounts | Enter % or fixed-amount concession. | Technician offers goodwill 10 % discount for minor delay. |
Estimated & Actual Time | Enter ETA on start; app auto-records finish. | Office compares estimate vs actual for job-cost analysis. |
Step-by-Step Workflow
1 Check-In (Start Job)
- Open Booking → tap Start Job.
- Enter Estimated Finish Time (e.g., 16:30).
- Optional: complete Pre-Start Checklist or snap “before” photos.
- Tap OK → status changes to On-Site; timer starts.
Tip: Check-ins feed live arrival data to the customer portal and can trigger automated “Technician has arrived” SMS.
2 Update Booking Status
Status | When to Use | Next Prompt (App asks for…) |
---|---|---|
In Progress | Job will require one or more additional visits (e.g., parts on order, staged clean). | Pick next visit date & time → calendar picker appears; optional note for office. |
Completed | Work finished, customer has signed off, no further action on-site. | Generate invoice now or later? → one-tap “Create Invoice” (draft is sent to office) or “Skip” to bill later. |
Failed | Access problem, safety issue, customer no-show, or equipment not on hand. | Add call-out fee? (toggle) and Reason notes / photos → alerts admin & customer; booking auto-flags for follow-up. |
Why these prompts matter
- Calendar continuity – forcing a date/time on In Progress bookings prevents orphaned jobs and missed SLAs.
- Same-day invoicing – 73 % of field-service firms that invoice on completion cut DSO (Days Sales Outstanding) by >30 %.
- Dispute protection – documenting failure reasons with photos ties straight into the Issues module, creating a defensible audit trail.
How it looks in the app
- Fieldworker taps Finish Job.
- Three large buttons slide up: Completed · In Progress · Failed.
- Choosing a button triggers the context-aware prompt shown in the table.
- Status, timestamps and any notes sync to the back-office in < 5 s, even offline (data queues until signal returns).
Pro-tips
- Custom status reasons – admins can add labels like “Awaiting Tenant Key” under Failed to speed triage.
- Auto-tasks – link a Failed status to open a “Re-dispatch” task for scheduling teams.
- Performance KPIs – track percentage of jobs moving direct from In Progress → Completed to spot training gaps.
With these concise status choices and smart follow-up prompts, technicians spend fewer taps on paperwork and more minutes delighting customers—while Finance and Dispatch get the real-time data they need to keep cash-flow and schedules healthy.
3 Upload Photos
- Inside booking, open Photos tab → + Add.
- Take photo or select from gallery.
- Add caption (e.g., “Leak before repair”).
- Save → image attaches to booking record, visible to office & customer.
4 Add Extra Service Lines
- Scroll to Services → + Add.
- Select service from list or search.
- Adjust quantity, unit price, add parts/products.
- Save—pricing updates instantly.
5 Apply a Service Discount
- Tap the service line → Edit.
- Enter Discount (% or $).
- Save—total recalculates; discount flagged in invoice notes.
Best-Practice Tips
- Always add before/after photos for high-value or damage-risk jobs—cuts charge-backs by up to 80 %.
- Use ‘Failed’ with reason codes (e.g., No Access, Safety Hazard) to generate automatic reschedule tasks.
- Add upsells on the spot—technicians who recommend add-on services earn 15-25 % more per ticket.
- Sync offline: No signal? The app caches all actions and uploads when connectivity returns.
Industry Examples
- Air-con installer adds extra metre of copper piping (+$45) during installation; customer signs in app, invoice auto-emails.
- Mobile dog groomer finishes early, taps Complete, system updates payroll hours and sends “Review us” SMS.
- Facility maintenance crew flags Failed—Roof access locked, office instantly reschedules with building manager.
FAQs
Q: Can I delete a mistaken photo?
A: Yes—tap the image → Delete. Audit log still records the deletion for transparency.
Q: What if I forget to press Start Job?
A: Admins can retro-add a start time, but repeated misses lower compliance KPI scores.
Q: Does the coupon feature work offline?
A: Yes—discounts and service edits cache locally until the device reconnects.
Quick Admin Setup Checklist
- Enable Fieldworker Edits → Settings › Fieldworker Permissions (toggle Allow service edits + Allow discounts).
- Create Checklists → Settings › General Settings › Forms & Checklists (pre-start safety, post-work QC).
- Define Status Reasons → Settings › Booking Statuses (e.g., Failed—Parts Missing).
- Train Crew with 10-minute in-app tutorial video (link in LMS).
Harness OctopusPro’s live update tools to slash admin overhead, accelerate billing and deliver five-star service at every doorstep.
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