The gap between finishing the job and sending the invoice is where the money goes.

Early access

CubeERP for field service & installation

ERP for installers, service companies and maintenance providers - scheduling, van stock, contracts and same-day invoicing.

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Service businesses lose margin in the handover: paper job sheets returned late, parts fitted but never billed, contract work and chargeable work mixed together, and invoicing a fortnight behind the visit.

CubeERP dispatches the job to a phone with the site history attached, captures time, parts and sign-off on site, treats every van as a real stock location, and produces the invoice on completion.

  • Same day

    Completion to invoice

  • Offline

    Works where the signal does not

  • Per van

    Stock counted, parts billed

What goes wrong

The recurring problems in field service

Not every business has all five. Almost every business we speak to has three.

  • Job sheets returned weekly

    Invoicing lags the visit by up to three weeks, sheets go missing, and parts fitted on site are regularly never billed at all.

  • Van stock nobody counts

    Stock lives on vehicles and in nobody’s system. Engineers hoard scarce parts, the office over-orders to compensate, and total inventory is far higher than needed.

  • Contract and chargeable work blurred

    Without entitlement checking, work outside the contract gets done for free because nobody establishes at the time whether it was covered.

  • PPM slipping behind reactive work

    Planned maintenance under contract gets pushed when reactive work is busy. Contract breaches are discovered at review rather than prevented.

  • No asset history on arrival

    The engineer arrives without knowing what happened last visit. Repeat faults are re-diagnosed from scratch, and first-time fix suffers.

What we do about it

How CubeERP is set up for field service

Configuration, not a separate edition. Everything here is in the same product - it is switched on and shaped during implementation.

  • Scheduling with real constraints

    Skills, certifications, location, SLA and van stock all considered, with travel time factored in rather than optimistically ignored.

  • The job on a phone, offline

    Site history, asset record, manuals, risk assessments and parts list cached on the device, syncing when signal returns.

  • Every van a stock location

    Parts fitted deplete van stock, replenishment is suggested, and the part reaches the invoice because the system knows it left the vehicle.

  • Contracts, SLAs and PPM

    Entitlement checked at booking and at completion, with planned maintenance visits generated from the contract and scheduled ahead of reactive work by rule.

  • Sign-off on site

    Photographs, readings, checklists and a customer signature captured at completion, timestamped against the job and the asset.

  • Invoice on completion

    Time, parts, mileage and entitlement calculated when the job closes, so the invoice goes out while the visit is still recent.

In practice

Two situations from this sector

Anonymised, but not invented. These are the situations businesses describe before they change anything.

  • Three weeks from visit to invoice

    The situation

    An installation firm collected paper job sheets weekly, keyed them in, then invoiced. Cash was consistently three weeks behind the work, and disputes were hard to defend.

    What changed

    Jobs complete on a phone with photographs and a signature, and invoice the same day. Debtor days improved by more than a fortnight and disputes fell.

  • Free work nobody decided to give away

    The situation

    Engineers routinely completed small jobs outside the service contract because establishing entitlement on site was impossible.

    What changed

    Entitlement is checked on the device and out-of-contract work is flagged for authorisation before it is done. A meaningful amount of previously free work became chargeable.

How it happens

What implementation involves

The same five stages whatever you make. Discovery, training and go-live are done on your site, because most of what the system needs to know is learned in the building.

  1. 1

    Discovery

    A structured session mapping how you work now - the systems, the spreadsheets and the bits held together by one person’s memory. We come back with what the platform covers as standard, what needs configuration, and what needs building.

  2. 2

    Configuration

    Your sites, warehouses, price lists, approval limits, document templates, workflows and permissions set up to match the business - not a demo tenant with your logo dropped on it.

  3. 3

    Data migration

    Customers, suppliers, parts, bills of materials, price lists, open orders and stock balances brought across and reconciled. We migrate, you check the numbers against the old system, and only then do we cut over.

  4. 4

    Training & rollout

    Role-based training so the order desk learns the order desk and the warehouse learns the warehouse, with a pilot group first where it makes sense. Documentation and short screen recordings left behind for new starters.

  5. 5

    Ongoing support

    UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

Questions

What this sector asks first

Not on the list?01234 672 617hello@cubeerp.co.uk

  • Yes. Plant rooms, basements and rural sites are exactly where signal is worst and jobs are most complicated, so completions queue on the device and sync automatically.

  • Yes - appointment confirmation, on-the-way notification and a tracking link, which removes most "what time are they coming" calls from the office.

  • Yes, with serial number, install date, warranty, full service history, readings and documents, so the engineer arrives knowing the history.

  • Yes, including sequenced visits, two-person jobs and installation projects with staged deliveries and sub-contractors booked to the same job.

  • Yes - invoices post to Xero, Sage or QuickBooks with correct nominal analysis, so nobody rekeys service invoices at month end.

Where to start

The parts that usually matter most here

Related

Sectors with similar problems

If your process really is unusual

Some requirements are specific to one business rather than one sector. Those get built against the same documented API everybody else uses - not bolted on to the side of a database nobody is allowed to look at.

How the platform is built

Field service

Show us a real job from your field service operation

Bring one order that went wrong and the paperwork that went with it. That tells us more about whether this fits than any list of features.

Start a conversationCall 01234 672 617