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)

1. Open Booking → tap Start Job.
   
2. Enter Estimated Finish Time (e.g., 16:30).
3. Optional: complete Pre-Start Checklist or snap “before” photos.
4. 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

1. Fieldworker taps Finish Job.
   
2. Three large buttons slide up: Completed · In Progress · Failed.
   

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3. Choosing a button triggers the context-aware prompt shown in the table.
4. 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

1. Inside booking, open Photos tab → + Add.
   
2. Take photo or select from gallery.
3. Add caption (e.g., “Leak before repair”).
4. Save → image attaches to booking record, visible to office & customer.

4 Add Extra Service Lines

1. Scroll to Services → + Add.
   
2. Select service from list or search.
3. Adjust quantity, unit price, add parts/products.
4. Save—pricing updates instantly.

5 Apply a Service Discount

1. Tap the service line → Edit.
2. Enter Discount (% or $).
3. 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

1. Enable Fieldworker Edits → Settings › Fieldworker Permissions (toggle Allow service edits + Allow discounts).
2. Create Checklists → Settings › General Settings › Forms & Checklists (pre-start safety, post-work QC).
3. Define Status Reasons → Settings › Booking Statuses (e.g., Failed—Parts Missing).
4. 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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