Ditch the paper job sheet that lives in the van footwell
The paper job sheet works right up until the moment you need one back at the office. Then it's in the van, or the wrong van, or under a bag of grout going soft.
Where it hurts
An engineer finishes a job and scribbles the details on a duplicate pad. The top copy goes to the customer, the bottom copy comes back to base whenever the van next does. By then the handwriting has faded, the parts used are half legible, and the numbers don't quite add up.
Someone in the office then retypes all of it to raise the invoice, guessing at the bits they can't read. Photos of the finished work, if there are any, sit on somebody's personal phone.
Multiply that across a small team and you've got a week's worth of jobs you can't invoice cleanly and can't prove you did properly.
What I'd build
I'd rebuild your job sheet as a form your team fills in on a phone or tablet at the job: customer, work done, parts, time on site, photos, and a signature from whoever's on site. It saves the moment they've got signal, so nothing goes soft in a footwell. Then the layer that earns its keep: an AI step reads each sheet as it lands, turns the engineer's shorthand into a clean description of the work, drafts the invoice in your accounts package for someone to approve, and flags anything short, a missing signature, no photos, time that doesn't fit the job. Finished jobs become sendable invoices the same day, not a pile to retype on Friday.
What changes
- Job details captured on site, legibly, with photos attached
- Invoices drafted from each sheet, ready to approve the same day
- Sheets missing photos or signatures flagged before they become disputes
- A searchable history of every job you've done
Related fixes
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