Field Service

Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.

Getting started

Field Service is an add-on module. Your account owner adds it from Settings, then Modules.

1. Open Field Service, then Field Service settings. Check the Job prefix, set your Labour rate per hour and the VAT on labour, and write the checklist for each kind of job. Only an admin sees this page.
2. Make sure the parts your technicians use are in Products and services, with a price and a Revenue GL.
3. Press New job, choose the customer, the technician, the day and the time.

To create and work on jobs, your role needs to be able to enter documents. Technicians see their own jobs under Schedule with My jobs.

How to

Book a job

1. Open Field Service and press New job.
2. Choose the Customer and the Kind of job. The checklist for that kind is added to the job.
3. Type what the Job is and any Details for the technician.
4. Check the Site address and the Phone on site. Choosing a customer fills them in from the customer.
5. Choose the Technician, the Day and the time From and To.
6. Press Create job. It gets the next number, such as FS-0042, and the technician is told in their notifications.

A job with no day or technician shows under Not booked yet on the schedule until you give it both.

See the day's schedule

1. Open Field Service. Schedule shows today's jobs for each technician, in time order.
2. Use the arrows or pick a Day to see another day. Choose My jobs to see only yours.
3. Jobs whose time slot is over but which aren't finished show under Late.

Work on a job on site

1. Open the job on your phone and press Start the job when you arrive. Tap the site address to open the map, or the phone number to call.
2. Tick each step of the Checklist as you do it and press Save checklist. Add a step, or remove one that doesn't apply.
3. Under Parts used, choose each Product you used and its Quantity, then press Add part. The list shows how many are on hand.
4. Under Work done, write what you found and did, and the Hours worked, such as 1.5 or 1:30.
5. Press Finish the job. Every step of the checklist must be ticked first.

Get the customer to sign

1. After Finish the job, the signing page opens. Hand the phone to the customer.
2. They check the work, parts and time, type their name and draw their signature with a finger.
3. They press Sign. The signature and time are kept on the job and on the job sheet.

Once the customer has signed, the parts, hours and checklist can't change. To change them, press Remove signature on the job; the customer then signs again.

Invoice a job

1. Open a finished job and press Make the invoice.
2. A draft invoice opens with a labour line (hours times the rate) and a line for each part, at its price and VAT.
3. Check it and approve it as any invoice. Approving takes the parts out of stock at their cost.

Labour goes to a Field service income account, made in your chart the first time. Each part goes to the Revenue GL set on the product. To change an invoiced job, void the invoice first.

Print a job sheet

1. Open the job and press Job sheet.
2. Press Print or save as PDF. The sheet shows the site, times, checklist, parts, labour and the customer's signature.

Settings

• Job prefix: the letters in front of each job number.
• Labour rate per hour: the rate new jobs start with. It can be changed on each job.
• VAT on labour: the VAT code on the labour line of the invoice.
• Kinds of job and their checklists: one kind per row with one checklist step per line. A changed checklist applies to jobs created after you save.

Help guides

• Getting started: Sign up, set up your company with its TIN and VRN, choose your modules, invite your team and get Mifumo on your phone.
• Team, roles and permissions: Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.
• Approvals: Maker-checker on the documents you choose. People who can't approve submit, an approver posts or sends back with a reason, and nothing reaches the books before approval.
• Sign-in and security: Passwords, passkeys, two-step sign-in with an authenticator app, a text message or email, recovery codes, requiring two-step sign-in for everyone, and staying signed in.
• Group of companies: Run several companies under one login, give people a group role in every company, record intercompany entries once, and read consolidated reports with intercompany balances taken out.
• Accounting: Your books in one place. Invoices, receipts, bills, expenses, banking, journals, VAT returns and financial statements, all posting to one double-entry ledger in TSh.
• Inventory: Stock products, warehouses, adjustments, transfers and stock counts with a barcode scanner, landed cost on imports, purchase and sales orders, the point of sale till, and stock reports.
• HR and payroll: Employees, monthly payroll with PAYE, NSSF, SDL, WCF and HESLB worked out for you, payslips, salary advances, per diem, leave, staff attendance by phone with GPS or QR, a shift roster, and final dues for leavers.
• CRM: Leads, a drag-and-drop pipeline of deals, follow-ups, quotes from deals, a full customer timeline, SMS and email campaigns, and your own mailbox synced in.
• Asset management: Keep a fixed asset register, charge depreciation, track who has each asset, and record disposals with the right journal entries.
• Project management: Projects with their team, tasks, board and timeline, time logged on timesheets, milestone and time invoices, and the margin of every project.
• FTTx projects: Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.
• Transport jobs: Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.
• Construction: Run each building contract with its bill of quantities, interim payment certificates, advances, retention, completion certificates and site costs.
• Manufacturing: Write recipes for what you make, plan production runs, issue materials from stock and put finished goods into stock at what they really cost.
• Pharmacy: Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.
• Motor vehicles: Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.
• Property management: Properties and units, tenants, leases and rent billed as invoices, arrears, repairs and statements for owners you manage for.
• Law firm: Matters and case management (stages, parties, tasks, documents), time and costs, billing a matter in one step, the client (trust) account kept matter by matter, a court diary with reminders, the conflict check log and the advocate compliance register.
• Livestock: A register of every animal or batch of birds, with health records, withdrawal periods, breeding and births, milk and eggs, and sales invoiced to the buyer.
• Helpdesk: Customer problems and requests as numbered tickets, each with someone in charge, deadlines to answer and to solve, replies by email and internal notes.
• Mining: Run each mine as a project, record the money it receives, see spending against those funds, and get a profit and loss for every mine and for the company.
• Field Service: Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.
• Hospital: Patients, appointments and the queue from triage to the doctor, the lab, the pharmacy and the cashier. Wards with admissions, bed days and deposits, the theatre list and imaging. Bills split between the patient and their insurer, with claims and reports. The Pharmacy module is included.
• Sign: Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.
• Event ticketing: Set up an event with its ticket types, publish it after paying a one-off fee, and sell tickets from your own sale page. Buyers pay you by Lipa Namba or online, and get QR tickets by SMS and email. Ticket money goes straight to you, never to Mifumo.