Automate service calls into jobs and jobs into invoices
Stepwork turns service requests into jobs in your field service software and bills completed jobs in QuickBooks the same day, in Successware, Wintac, ServiceTitan, and more.
- Industry
- Booking and billing for HVAC, plumbing, electrical, and other tradesField services and trades
- Best for
- Office Manager, Dispatcher, Bookkeeper
- Applications used
OutlookSuccessware
QuickBooks Desktop
Microsoft Teams
- Business outcome
- Jobs booked in minutes; invoices out the same day
The problem
The inbox, the dispatch board, and the books don't talk.
Requests come in by email and web form. The office reads each one, searches for the customer, creates the job with the address and the problem, and sends a time.
When techs finish, someone turns completed jobs into invoices, often a day or two later because the office is busy booking the next ones. Every day an invoice waits is a day it doesn't get paid.
Systems
Works in the field service software you've used for years
Plenty of shops run field service software that's been in place for a decade or more. Stepwork uses its screens with the office's login, so you don't have to switch systems to automate.
- Field service management: Successware, Wintac, FieldEdge, ServiceTitan, Housecall Pro, Jobber
- Accounting: QuickBooks Desktop, QuickBooks Online, Sage Intacct
- Email and chat: Outlook, Microsoft Teams
Example procedures
From the first call to the paid invoice
One branches on whether the caller is a new customer. One repeats for every job completed today. Swap in your field service software and the steps stay the same.
Service request to a job in Successware
- Outlook
Service request in the Outlook office inbox
message received · service
Output variables
- request_text
- sender_email
Read the request
Input variables
- request_text
Output
- customer_name
- service_address
- problem
- preferred_time
Look for the customer in Successware
Input variables
- customer_name
- service_address
Extracted variables
- customer_id
Is it a new customer?
Input variables
- customer_id
Paths
- If no customer matches the name and addressThen: Add the customer in Successware
- OtherwiseThen: Create the job in Successware
Add the customer in Successware
Input variables
- customer_name
- service_address
- sender_email
Output
- new_customer_id
Create the job in Successware
Input variables
- customer_id
- problem
- preferred_time
Output
- job_number
- arrival_window
Confirm the arrival window
Input variables
- sender_email
- arrival_window
Drag to explore · pinch to zoom
Step by step
- The request comes inWeb-form submissions and customer emails land in the office inbox. A new one starts the run.
- AI reads itThe AI card pulls the customer's name, the service address, what's wrong, and when they'd like someone out.
- It looks for the customerStepwork searches Successware by name and address, so a returning customer's history stays in one place.
- The rule prevents duplicatesNo match takes the top path and adds the customer. A match goes straight to the job.
- If new customerAdd the customer in Successware
- If existingCreate the job in Successware
- New customers get addedOnly for new customers: the recorded flow adds them in Successware with their address and email.Only on this path: If new customer
- The job goes on the boardBoth paths meet here. Stepwork creates the job with the problem and the preferred time, and reads back the arrival window.
- The customer hears backStepwork replies with the arrival window, so the office doesn't have to call back to confirm.
Field map
| From | To |
|---|---|
| OutlookRequest: name and address | SuccesswareCustomer: name, service locationCreated only when it's new |
| OutlookRequest: what's wrong | SuccesswareJob: description |
| OutlookRequest: preferred time | SuccesswareJob: requested window |
Completed jobs to invoices in QuickBooks Desktop
- QuickBooks Desktop
- Outlook
Step by step
- Today's completed jobs come outStepwork reads every job marked complete today: the customer, the job number, the parts and labor, and the billing email. Each job is one pass through the loop.
- The invoice gets createdInside the dashed frame, the recorded flow creates the invoice in QuickBooks Desktop with one line per part and labor charge, and the job number as the reference.Repeats: For each job completed today · 18 jobs
- The customer gets it tonightThe invoice goes to the customer's email, then the loop moves to the next job.Repeats: For each job completed today · 18 jobs
- The day gets totalledAfter the last job, the Summary card totals what was invoiced and lists anything that failed.
- The office gets one emailInvoices go out the day the work is done, not two days later.
Field map
| From | To |
|---|---|
| SuccesswareJob: parts and labor | QuickBooks DesktopInvoice: lines |
| SuccesswareJob: job number | QuickBooks DesktopInvoice: reference |
| SuccesswareCustomer: billing email | OutlookInvoice email: to |
Flows
The flows behind these procedures
Each flow is one job recorded once in one system, on your own screens.
- Successware
Create a job
Creates a job for a customer with the problem and a requested window. - Successware
Export today's completed jobs
Lists every job marked complete today with its parts and labor. - QuickBooks Desktop
Create an invoice
Creates a customer invoice with one line per part and labor charge. - Outlook
Read a service request
Opens the newest service request email or form submission.
Why Stepwork
Book faster, bill the same day
Stepwork enters requests and invoices the way your office does, through your field service software and QuickBooks screens. A rule keeps returning customers on one record, and the nightly run means every completed job is invoiced before the techs are home.
FAQ
Common questions
The math
What the manual version costs the office
Example volumes for a shop running about 20 jobs a day. Swap in yours.
| The manual task | Times a week | Minutes each | Hours a week |
|---|---|---|---|
| Create a job from a service request | 100 | 6 | 10 |
| Turn a completed job into an invoice | 90 | 4 | 6 |
| Call back to confirm an arrival window | 60 | 3 | 3 |
- Hours a week
- 19
- Hours a year
- 950
- Of one full-time person
- 48%