Field engineers close calls on a phone app, and the invoice goes out before they leave

Engineers close each call on their phone. The app checks the photos, deducts the parts from van stock in Odoo, takes the customer's signature and raises the invoice in Tally Prime.

Used day to day by
  • Service engineers
  • Service coordinators
  • Accounts team

How it runs with AI

Engineers close each call on a phone app. The app confirms they are at the site, checks every photo, deducts the parts from their van stock in Odoo and takes the customer's signature on the screen. The invoice is raised in Tally Prime and emailed before the engineer leaves, and the Freshdesk ticket closes with the signed job sheet and photos attached.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Confirms the engineer is at the site and opens the call with the machine's history

    Needs to know: Customer site locations, Machine service history

    In Service app , Freshdesk , Google Maps

  2. Step 2, AI

    Checks each photo the engineer takes before the call can close

    Needs to know: Photos each job needs, Machines under contract

    In Service app

    Exception to step 2

    Asks the engineer to retake any photo it cannot read

  3. Step 3, AI

    Deducts the parts used from the engineer's van stock in Odoo

    Needs to know: Van stock per engineer, Refill levels

    In Odoo , Service app

  4. Step 4, Person

    The customer checks the job sheet and signs on the engineer's phone

    In Service app

  5. Step 5, AI

    Raises the invoice in Tally Prime, emails it with the signed job sheet and closes the Freshdesk ticket

    Needs to know: Price list, What contracts cover

    In Tally Prime , Freshdesk

What stays with a person

  • The customer checks the job sheet and signs on the engineer's phone

Apps in this example

  • Service app
  • Freshdesk
  • Odoo
  • Tally Prime
  • Google Maps

The same flow works with the apps you use.

This fits you if

  • Your engineers make more than 300 service visits a month
  • Job sheets are on paper, or typed up at the office after the visit
  • Engineers carry parts in their vans, and van stock often differs from the books
  • Service invoices go out days after the visit
  • Calls are logged in Freshdesk or another service desk

What to watch for

  • Prices come from your price list in Odoo. Discounts, goodwill repairs and any job the customer questions go to the service coordinator, and the invoice waits for their decision
  • The app records the engineer's location at arrival and departure only, and engineers know what it records
  • At a site with no signal, the app keeps the job sheet on the phone and sends it when the signal returns
  • The stores team counts each van once a month, so the van stock in Odoo stays accurate

Read more

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