

Work orders are forms used in the field service industry to make interventions smoother and easier to track. Learn how to fill them out with the best tools.
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Are you in the service business? Do you provide installation, preventative maintenance, support, assistance or after-sales? It is obvious that using an intervention report helps increasing productivity and managing the activities of your service technicians. It is more than just a way to improve your service: it saves time in production and keeps track of activities; it is a key tool to reach a peaceful and high-quality customer relationship.
This is the age of the dematerialization, both in business and in daily activities: we pursue a paperless dream. Digitizing the management of your field operation is a big step for your company’s optimization and you won’t regret it! And who knows, maybe at the end of this article, you will have found the right field service software for your needs.
Intervention reports concern many companies - actually, all the service industry’s activities requiring the intervention of mobile technicians.
Indeed, it is used by service companies performing maintenance, repair or installation operations in areas such as:
Users are mainly in the field: they can be technicians, field service managers, auditors, inspectors or drivers/equipment delivery persons. Other possible users could be from the administrative, accounting or HR departments of the intervening company, internally or subcontracted, and customers.
There are 3 main stages in the life cycle of a intervention report:
→ upstream: the manager in charge of planning and scheduling the interventions share the client's information and the mission for the intervention team.
The report must contain:
→ during the intervention: the report is then used by the technician or the team leader to share information about the work actually carried out, time management, anomalies, materials used, comments for the future. The document is signed by the client, who thus validates the intervention and possibly adds his remarks.
It is therefore necessary to:
→ after : once the report has been sent to the service provider company, the accounting department draws up the invoice and the pay slips to the workers involved. This phase involves not only back office activities, but also the customer itself,
Indeed, customer’s feedback can be entered into company’s software for CRM purposes. Finally, the report is stored in the computer system or printed and archived.
For the intervention team to:
For the intervening company/business manager to:
For the customer to:
They can be purchased in the form of a booklet with double or triple carbonless sheets in order to leave a copy for the customer and keep one or more for the service provider company.
Specialists in stationery can provide companies with personalized intervention notebooks with their logo.
They fill each form writing by hand.
Advantages: it is easy and intuitive for those field service organizations who are not comfortable at all with computer tools and for very small structures.
Disadvantages :
Intervention forms are available online free to download.
If you do not want to buy intervention booklets, this is an option.
Advantages: it is free, excluding printing costs (paper and ink).
Disadvantages :
It is possible to use Excel to create timesheets and fill a work order
Advantages :
Disadvantages :
The report is accessible via a field service software on mobile devices or computer. The business manager, interveners, client, te administrative and accounting departments all have access to it, before, during and after the intervention.
Recently, some solutions have developed the possibility to include a client portal to improve the service level and the final relationship with customer in a more practical way.
Advantages :
Disadvantages: all this is possible for a fee. But the gains in time, productivity and traceability are worth the cost of a subscription.
Some solutions offer free packages but limited in terms of users and/or features.
The goal here is to optimize the workforce’s rounds, but also to support them in the best way possible for them to deliver quality work and improve customer satisfaction.
Nowadays, the dematerialized intervention form is more than legitimate because:
In addition to the advantages of the classic service form, the dematerialized report via a SaaS software solution allows:
Kizeo forms is much more than a mobile application: it is an essential work tool that will make you save considerable time by improving the productivity of your technicians in the field. With a simple "drag and drop", choose the options to add to your form and enter your data with or without an internet connection. Your reports will be generated and sent automatically by e-mail. This software is also fully configurable to specifically meet your needs.
Praxedo is one of the leading provider in SaaS intervention management solutions. It offers a 100% customizable solution that can be integrated with other software already in the company (ERP, inventory management, invoicing, CRM, etc.). Through its mobile app, it offers the opportunity to work remotely also in offline mode.
Urbest is a communication software specialized in the construction sector. The main scope of this service platform is to improve the management of field services. It has multiple functions such as sharing information for maintenance operations, a dashboard to follow the interventions’ status , a tool to measure customer experience compared to expectation, etc. Furthermore, it can be used everywhere thanks to the mobile application.
Twimm is a CMMS platform which offers a support in managing intervention, preventative and assistance activities. Thanks to the modular structure, the software is flexible and easy to adapt according to specific service organizations’ needs. Even in this case, the user can enjoy it on their mobile device thanks to an app that allows to update the information offline.
Maintenance management via a cloud application, intervention reports management in particular, helps you both in the follow-up of production and the optimization of resources, workforce and IT assets.
This investment will impact so much your efficiency that you will notice a clear reduction of labor and material costs and an increase of profits.
The dematerialization of intervention forms also relieves your technicians who see a laborious and simplified task, improving the quality of their work and their well-being.
User satisfaction will be the proof of your professionalism and the expertise of your teams. What more could you ask for to take this decision?