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Field service automation for jobs, completion paperwork and invoicing

In a field service business the work happens on site and the admin happens at night: job details from calls and emails, completion notes from engineers, invoices raised days later. Falnor builds a system on the software you already use that carries that office work and asks a named person before anything reaches a customer.

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Where field service admin slows down

Jobs start as a phone call or email, get re-typed into a scheduler, and finish as a photo or a note that someone must turn into an invoice. Cash arrives late because the paperwork does. To rank which job to fix first, try the what to automate first tool.

  • Job requests are typed again from calls and emails into the scheduling tool.
  • Completion notes and photos sit on phones until someone gathers them.
  • Invoices are raised days after the visit, and disputes are hard to settle.

What the system does for a field service firm

It follows the path your best coordinator already follows, and writes down every step. It builds on the job and accounts software you have, such as Xero.

Reads job requests

Requests are turned into a job record with the site, the issue and the urgency, with anything unclear sent to the coordinator.

Collects completion evidence

Notes, photos and parts used are gathered against the job and checked for what is missing.

Prepares the invoice

An invoice is drafted from the approved job record and held for review before it is sent.

Updates the customer

Status messages are drafted from the job record and approved before they go out.

Coordinators keep the decisions

The system starts in shadow, only reading your software and proposing what it would do. It takes over one task at a time, once it is right at least 9 times in 10 on your real cases. Anything unusual, large or hard to undo waits for a named person, and every step is recorded. Pricing exceptions, warranty calls and anything sent to a customer are approved by a named person. See also accounts receivable automation.

Works with the software you already use

We build on your own tools instead of asking you to move. Common starting points:

  • Xero
  • Sage
  • HubSpot
  • Salesforce
  • Zendesk

We work with businesses in the US, the UK and Europe.

Questions people ask

What is field service automation?

It is using software to carry the office work behind on-site jobs: intake, scheduling hand-offs, completion paperwork and invoicing. It does not dispatch or control engineers.

Does it schedule my engineers?

No. Scheduling stays with your coordinator and your scheduling tool. The system prepares the information around it.

Can it raise invoices from completed jobs?

It drafts them from the approved job record and holds them for approval until it has proved itself on your real cases.

Does it work for trades and maintenance firms?

Yes. The same steps apply wherever work is done on site and billed afterwards.

How much does it cost?

There is no price list. We map the work first, then you get the scope, timeline and price in writing before anything is built. The automation ROI calculator gives a first view of whether a build pays back.

Which countries do you work in?

We work with businesses in the US, the UK and Europe. The system runs on your own software, so your data stays where it is.

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