From wasting time on budgets, reports and invoices to controlling everything from your mobile phone.
How a maintenance company stopped wasting time on budgets, parts and invoices, and moved to control the entire work cycle from the mobile phone.
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-15 min
due to work saved by technician
+50%
faster billing cycle
100%
traceability from fieldwork to billing
Type of company
Field services/trades company:
25–60 field technicians
Services include: maintenance, installations and repairs
Jobs by client, order and technician
Teams spread between the office and the field
Existing systems:
ERP or basic software
Excel for tracking
WhatsApp and calls for coordination
The company had work.
But the management of the entire cycle was manual and fragmented .
The Problem
Each job involved too many disconnected steps.
The typical flow was:
Quote sent by email
Approval via WhatsApp
Hand-created work order
Technician records data on paper or mobile device
Delivery note after
Invoice days later
Reporting… when there is time
This caused:
Billing delays
Loss of information
Differences between technicians
Difficulty in knowing
who is profitable
which jobs are diverted
where time is wasted
“We invoice well, but we get paid late.”
“Each technician works in their own way.”
“Understanding what happens on the field takes too much time.”
Nothing seemed serious.
But the sum slowed growth .
What was built
A complete Quote-to-Cash system was developed, designed for use on the go and adapted to the actual pace of fieldwork.
The entire cycle lives within a single system .
1. Fast and flexible budgeting
From mobile, tablet or computer:
Create budgets in minutes
Select services and materials
Apply prices and discounts
Send to the customer immediately
The goal: 👉 not to lose the customer's momentum .
2. Automatic conversion to work order
Once approved:
The budget becomes an order
A technician is assigned.
Tasks and materials are defined
Everything is recorded.
Without re-entering data.
3. Field execution and delivery notes
The technician, from his mobile phone:
View your assigned tasks
Record hours
Add used materials
Generate the delivery note upon completion
No paper.
No individual photos.
4. Billing and reporting by technician
The system:
Convert the delivery note into an invoice
It records times and costs.
It feeds an operational dashboard.
Allows you to see:
work by technician
profitability per service
average times
deviations
The office stops pursuing information.
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What was NOT built
The ERP was not changed.
Users were not forced to use a heavy app.
The technician's job wasn't complicated.
Existing processes were not disrupted.
A lightweight operational layer was created.
that connects the entire real flow.
The Results
Operational impact
Less administrative work
Clear and repeatable flow
Unified information
Real-world use in the field
Business Impact
Faster billing
Better cost control
Visibility per technician
Ability to scale without chaos
Why it worked:
It was designed for real field work
Mobility was considered first.
Friction was eliminated, not people.
The team's way of working was respected.
No software was added.
The work was ordered .
Return on Investment
-15 min
due to work saved by technician
+50%
faster billing cycle
100%
traceability from fieldwork to billing
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