Field service and equipment maintenance system
A record per serial number, service history, upcoming maintenance and repair orders that the customer approves.
See it live: book a 15-minute walkthroughMaintenance and repairs
Software for field service
A system for companies that repair equipment or maintain it. Each machine has its record by serial number, with its service history and its next maintenance, and each repair has its order, with the quote the customer approves on WhatsApp and the pickup notice when the equipment is ready. We adapt it to the way your service business works.
Definition
What is software for field service
Field service software is a system for companies that repair or maintain their customers’ equipment, such as forklifts, generator sets or tractors. It records each machine by serial number, with its customer, its location and its job history, calculates when the next service is due and follows each repair from the moment the equipment enters the workshop: the quote, the customer’s approval, the repair and the pickup notice.
If what you are looking for is for us to fix a problem in your website, your system or an integration, that is our IT support.
Signs
When it makes sense
These are some signs that it is time to organize the maintenance and repairs of your equipment:
- Maintenance is scheduled in spreadsheets.
- Each machine’s history is scattered across paper orders and emails.
- When the technician arrives at a machine, they do not have everything that was done to it before at hand.
- When a machine enters the workshop, the quote, the customer’s approval and the status of the job are followed by phone and email.
- Information is scattered across spreadsheets, chats and individual people.
Equipment and workshop
What the system does
It works on two fronts: the maintenance of each machine and the repairs that enter the workshop. This is what the system does, and we adapt it to the way you work.
In maintenance
- Each machine has its record by serial number, with its model, its customer, its location, its hour meter and, if it has one, its warranty. You find it by serial number, model or customer.
- The next service is calculated by hour meter and by date, and whichever comes first is used.
- A list shows overdue maintenance and this week’s, ordered by urgency.
- The technician logs the service from the phone, with the machine chosen by serial number, and it goes into the history instantly. If it is preventive, the next maintenance is recalculated automatically.
- The history keeps every job on the machine: the date, whether it was preventive or corrective, the technician, the hour meter, the tasks and the parts.
- The system builds the message for the customer according to the machine’s situation, for example to schedule an overdue service, and you copy it to send by WhatsApp or email.
In repairs
- Each machine that enters the workshop has its repair order, with the reason for the intake and the technician in charge.
- The quote is built with parts from the catalog and hours of labor, and the subtotal, the VAT and the total are calculated automatically.
- The customer receives the quote on WhatsApp and approves or rejects it from the message. It records who replied, the day and the time.
- If they reject it, they can say why, and you review the quote and send a new version.
- Each order shows its status: building quote, quote pending, approved, rejected, under repair or ready for pickup, and keeps every step with its date and time.
- When the repair is finished, it goes into the machine’s history with its parts, and the system builds the pickup notice with the approved total and the pickup hours, to send by WhatsApp or email.
Walkthrough
See it live
In a 15-minute call we will show you this system working with sample data. It is a starting point: afterwards we adapt it to the way your business works.
What we can show you
- Open the order with the pending quote and see each part and the labor, with the subtotal, the VAT and the total.
- Approve or reject the quote in the simulated WhatsApp, as if you were the customer.
- Start the repair, mark it ready for pickup and see the notice for the customer.
- Log a service and see how the next maintenance is recalculated.
- Open a new order from a machine’s record and build its quote.
A custom ecosystem
And it is not just field service
We can build a complete custom ecosystem that connects maintenance, repairs, quotes and customers in one system. We also train executives and employees to use AI responsibly and improve their work processes.
Automation WhatsApp assistants and processes that run themselves
An AI assistant answers the inquiries that arrive by WhatsApp, Instagram and Facebook, and syncs with tools such as Google Calendar, HubSpot, Salesforce or Shopify.
More about automationCustom software Systems and CRMs built around your business
We build systems to organize quotes, orders and customers, with the integrations each business needs. There are 10 live examples to try.
More about custom softwareWebsites Websites, online stores and landing pages that convert
We improve or build your business’s website, store or digital journey so that it converts. We also fix sites that break.
More about websitesAI training AI training for companies and teams
We train executives and employees in the responsible use of AI: hands-on training in AI, automation and digital tools, built on real cases.
More about AI training
Process
How we work
The approach is always the same: understand first, build what is needed and stay involved afterwards.
- 01The first meeting
It all starts with a call.
We get to know each other, listen to your context and decide what is worth improving first.
- 02A foundation made for you
We build with a clear direction.
We agree on the scope, prioritize what has the most impact and build the solution around your business.
- 03Close by, afterwards too
Your team has someone to count on.
Dedicated support and video calls to answer questions, review real use and make decisions together.
- 04A step forward every month
We review. We adjust. We improve.
We follow clear monthly goals and evolve your systems according to what your business needs.
Made around you
We do not sell a ready-made system: we adapt it to the way you work or suggest how to organize it. And it does not end with development: we support you through the launch and train your team in the responsible use of AI in their day-to-day work.
Before you start
Frequently asked questions
How does field service software work?
Each machine has its record by serial number, with its customer, its location, its hour meter and its job history. The system calculates the next service by hour meter and by date, uses whichever comes first and shows which maintenance is overdue or due this week. When a machine enters the workshop, a repair order is opened with its quote, the customer approves or rejects it, and when it is finished, the repair goes into the machine’s history.
How does the customer approve a repair quote?
It reaches them on WhatsApp, with each part, the labor, the subtotal, the VAT and the total, and they approve or reject it from the same message. It records who replied, the day and the time. If they reject it, they can say why, and you review the quote and send a new version. In the walkthrough, the customer’s WhatsApp is a simulated view.
How do I know which maintenance is coming up?
The system calculates each machine’s next service by hours of use, with the hour meter, and by date, and uses whichever comes first. With that it builds a list with the overdue maintenance and this week’s, ordered by urgency, and each machine shows whether it is overdue, due this week, up to date or in the workshop. When the technician logs a preventive service, the next one is recalculated automatically.
Can the technician log the service from the phone?
Yes. They choose the machine by serial number and enter the date, the hour meter, whether it was preventive or corrective, whether it was done in the workshop or at the customer’s site, and the work performed. The service goes into the machine’s history instantly and, if it was preventive, the system recalculates the next maintenance.
Does it adapt to my service business?
Yes. What we show you is a starting point, not a closed system. We start with a call to understand how you record machines, maintenance and repairs today, and with that we adapt the system to the way you work or suggest how to organize it. If you already use a system, we look at what is worth connecting and what is worth replacing. The example has forklifts, generator sets, tractors, a compressor, a backhoe, an aerial work platform and an autoclave.
Can I see it before committing?
Yes. Book a 15-minute walkthrough and we will show you a system like this working with sample data. It is a starting point, not a closed system: afterwards we adapt it to the way you work.
What happens after it goes live?
It does not end with development. We support you through the launch, with dedicated support and video calls to answer questions and review real use. We follow clear monthly goals, evolve the system according to what your service business needs and train your team in the responsible use of AI in their day-to-day work.
Let’s talk
Tell us how your service business works today
Message us on WhatsApp: we will set up a call to understand your processes, and the team will confirm the time with you. You can also write to us at hello@staberman.com.
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