Job management software
Manage work orders with a full lifecycle workflow, photo documentation, activity logs, technician assignment, priority levels, and one-click invoice generation. Everything your field team needs in one system.
A short tour of the screens this page describes. It is filmed with our demo pest control company, and every trade runs on the same screens.
- Live in 5 minutes
- No setup fee
- No long-term contract
“We run every customer conversation through Smarfle. Texts, emails and reminders are in one place, our customers love paying with Apple Pay, and when we are busy or closed the text bot answers new leads for us.”
Where job details get lost
Service businesses juggle dozens of jobs across multiple technicians every week. Without a structured system, jobs get missed, details get lost, and billing falls behind.
Jobs Get Lost in the Shuffle
When work orders live on paper, whiteboards, or in text messages, things fall through the cracks. A missed job does cost revenue, it damages your reputation and costs you the client's future business.
No Documentation Trail
Without photo evidence and timestamped notes, disputes become he-said-she-said situations. When a customer questions the work performed, you have no record to reference beyond someone's memory.
Billing Lags Behind Completed Work
Technicians finish jobs but invoices do not go out for days or weeks because the office does not have the details yet. This cash flow gap grows wider as your business scales.
How a job moves from booked to invoiced
- 1
Create a Work Order
Add a work order from the jobs page, from a client's detail page, or from the calendar. Select the client, service, technician, date, location, and priority. The form pre-fills client data when created from a client record.
- 2
Assign and Schedule
Assign the job to a specific technician and set the scheduled date. Technicians see their assigned jobs on their dashboard with all details, directions, and client contact information.
- 3
Track Progress in the Field
Technicians update job status from scheduled to in progress to completed. They can upload before-and-after photos, add notes, and log activity, all from their mobile device in the field.
- 4
Generate an Invoice in One Click
When a job is marked complete, click 'Create Invoice' to generate an invoice pre-filled with the service, pricing, and client details. Send it immediately or save as a draft for review.
Inside the work order
Full Lifecycle Workflow
Work orders move through clear statuses: Scheduled, In Progress, Completed, Invoiced, and Canceled. Each transition is logged with a timestamp in the activity trail for complete accountability.
Photo Documentation
Upload photos directly from your mobile camera or gallery. Attach before, during, and after shots to any work order. Photos are stored securely and viewable in a lightbox gallery with zoom.
Activity Log and Notes
Every work order has a running activity log that captures status changes, notes from technicians, and system events. Add manual notes at any time to document conversations or special instructions.
Technician Assignment and Filtering
Assign jobs to specific team members. Filter the work order list by technician to see each person's workload. Technicians only see their own assigned jobs on their dashboard.
Priority Levels
Mark jobs as low, normal, high, or urgent priority. Filter and sort by priority to ensure critical jobs get attention first. Priority badges are visible on the work order list and calendar.
One-Click Invoice Generation
Completed work orders show a 'Create Invoice' button that generates a draft invoice with all job details, services, and pricing pre-filled. No manual data entry needed to go from finished job to sent invoice.
What a job means in each trade
The service businesses that get the most out of this feature, and the specific way each one uses it.
Before and after Job Management
Without it
With Smarfle
Job details split across email, paper, and notebook
One record per job: scope, photos, time, parts, invoice
Status updates require texting the tech
Real-time status visible to office and customer portal
A real job, end to end
See how the job management dashboard gives your team a clear view of every work order, its status, and the technician responsible.
12
Scheduled
5
In Progress
8
Completed Today
- In Progress
WO-1089: AC Repair
Sarah Mitchell, 142 Oak Street. Assigned to Mike T.
- Scheduled
WO-1090: Drain Cleaning
David Nguyen, 88 Pine Avenue. Assigned to Jake R.
- Scheduled
WO-1091: Furnace Inspection
Angela Foster, 301 Maple Drive. Assigned to Mike T.
- Completed
WO-1088: Water Heater Install
Mark Ellis, 55 Elm Court. Assigned to Jake R.
Work order questions
Can technicians update job status from the field?
How does the work order to invoice flow work?
Is there a limit on work orders?
Can I see all my jobs on a calendar?
What job management costs
All Tiers
Unlimited Work Orders on Every Plan
Job management with unlimited work orders is included on all plans. Photo uploads use your tier's storage allocation (1 GB on Solo, 3 GB on Starter, 10 GB on Professional, 20 GB on Business).
View all plansFree Google Sheets Template
Prefer a spreadsheet for now? Make a free copy in your own Google Drive and keep your records private. No Smarfle account needed.
What hangs off a job
Ready to try Job Management?
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