# Field Service & Installation > ERP for installers, service companies and maintenance providers - scheduling, van stock, contracts and same-day invoicing. **URL:** https://cubeerp.co.uk/industries/field-service-installation The gap between finishing the job and sending the invoice is where the money goes. 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. ## Figures - **Same day** Completion to invoice - **Offline** Works where the signal does not - **Per van** Stock counted, parts billed ## Common problems in this sector - **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 CubeERP does about it - **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. ## Use cases ### Three weeks from visit to invoice **Scenario:** 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. **Outcome:** 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 **Scenario:** Engineers routinely completed small jobs outside the service contract because establishing entitlement on site was impossible. **Outcome:** 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. ## Implementation 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. **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. **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. **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. **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. ## Frequently asked questions **Does the app work without signal?** 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. **Can customers be notified automatically?** Yes - appointment confirmation, on-the-way notification and a tracking link, which removes most "what time are they coming" calls from the office. **Do you track assets on customer sites?** Yes, with serial number, install date, warranty, full service history, readings and documents, so the engineer arrives knowing the history. **Can it handle multi-engineer and multi-day jobs?** Yes, including sequenced visits, two-person jobs and installation projects with staged deliveries and sub-contractors booked to the same job. **Does it link to our accounts package?** Yes - invoices post to Xero, Sage or QuickBooks with correct nominal analysis, so nobody rekeys service invoices at month end. ## Relevant solution pages - **Field Service Software** - Schedule engineers, dispatch jobs to a phone, capture time, parts and sign-off on site, and invoice from the same record. https://cubeerp.co.uk/software/field-service-software - **Job Costing Software** - Know what every job actually cost - materials, labour, sub-contract and overhead - while it is running, not six weeks later. https://cubeerp.co.uk/software/job-costing-software - **CRM Software** - Leads, opportunities and pipeline in the same system as the quotes, orders and invoices they turn into. https://cubeerp.co.uk/software/crm-software - **Stock Control Software** - Multi-location stock with bin locations, barcode scanning, batch and serial traceability, and figures that are right first time. https://cubeerp.co.uk/software/stock-control-software ## Related industries - **Building Products & Construction Supply** - ERP for manufacturers and suppliers of building products - configured items, site deliveries, call-offs and long-running projects. https://cubeerp.co.uk/industries/building-products - **Engineering & Fabrication** - ERP for subcontract machinists, fabricators and engineering firms working to drawing, to order and to a promised date. https://cubeerp.co.uk/industries/engineering-fabrication - **Automotive & Vehicle Parts** - ERP for automotive suppliers and parts distributors - schedules and call-offs, EDI, traceability and delivery performance that is measured. https://cubeerp.co.uk/industries/automotive-parts ## Contact - **Product:** CubeERP - **Trading name of:** Cube Systems Limited (company number 17220899, ICO registration number ZC216972) - **Email:** hello@cubeerp.co.uk - **Sales:** sales@cubeerp.co.uk - **Support:** support@cubeerp.co.uk - **Telephone:** 01234 672 617 (+441234672617) - **Address:** Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP - **Opening hours:** Monday to Friday, 9am to 5.30pm - **Part of:** Crushed Ice Group (https://crushedicegroup.co.uk)