Question 1

How to create your Field workspace

Accepted Answer

Everything in Field lives inside an organization. Create yours the first time you open the dashboard. 1. Sign in and open the Dashboard. If you don't belong to an organization yet, you'll see a "Create your Field workspace" card. 2. Enter your company name (e.g. "Acme Plumbing") and click Create. 3. Field generates a URL slug for your org. You can see it under Settings → Workspace (shown as /your-slug). It's used in your public booking and reviews links. Tip: You can run several organizations from one login. Create another org from the dashboard card and switch between them under Settings → Workspace → "Switch org".

Question 2

How to invite your team and set roles

Accepted Answer

Bring dispatchers, technicians, and office staff into your org with role-based access. 1. Open Settings in the sidebar and switch to the Members tab. 2. Under "Add a member", enter your teammate's email. They must already have a Hitt Hosting account (any product in the suite). 3. Pick a role (admin, dispatcher, technician, or viewer) and click Add. Access is immediate. 4. Change a member's role any time with the dropdown next to their name, or click Remove to revoke access. Tip: There are five roles: owner, admin, dispatcher, technician, viewer. Job status transitions are role-gated, and pay-rate information is hidden from technician and viewer roles.

Question 3

How to add customers and service sites

Accepted Answer

Build a customer book where one account can carry many service locations. 1. Open Customers in the sidebar and click Add Customer. 2. Fill in the name plus any contact details (email, phone, company, address) and save. 3. Open the customer's page. In the Sites panel, enter the address of each service location and click Add Site. 4. When you create a job you can attach it to any of the customer's sites via the "Service site" field. Tip: Customer records are shared read-only across the Hosting suite, so a customer added in Field is visible from the other products too.

Question 4

How to register equipment and see its service history

Accepted Answer

Track every unit you service (HVAC systems, furnaces, water heaters, pumps) with warranty status and a full per-unit history. 1. Open Customers, then open the customer who owns the unit. 2. In the Equipment panel, add the unit: category, make, model, serial number, install date, warranty expiry, notes, and the site it lives at. 3. A live warranty badge shows In warranty / Expiring soon (≤30 days) / Expired based on the expiry date. 4. Tag jobs to the unit via the "Equipment serviced" field on the job form, then open the unit any time to see every job ever done on it, newest first. Tip: Expiring warranties are rolled into the daily Fleet digest email with a 60-day horizon, so the office is flagged before a unit drops out of warranty. Deleting a unit never deletes its jobs.

Question 5

How to create an estimate

Accepted Answer

Quote the work before you do it, with line items and live totals. 1. Open Estimates in the sidebar. 2. In the new-estimate form, give it a title and pick the customer, then create it. 3. Open the estimate and add line items: labor, parts, or expenses with quantity × unit price. The total updates live. 4. Add items from your Catalog price book in a tap to keep descriptions and prices consistent, or type a free-text one-off. Tip: Set an expiry date on the estimate: past that date the public link auto-expires and can no longer be approved, so a stale price never becomes a job.

Question 6

How to send a quote and convert it into a job

Accepted Answer

Customers approve or decline online (no app, no login) and an approved quote becomes a job in one click. 1. Open the estimate and click "Send to customer". Field emails the customer a public /quote link (if no email is on file, copy the link and share it yourself). 2. The customer reviews the itemized quote online and approves or declines, with an optional decline reason. Their decision flows straight back to your dashboard. 3. If they go quiet, Field automatically sends one follow-up nudge after a few days (when customer notifications are enabled). 4. Once approved, click "Convert to job": the line items are copied onto a new draft job, ready to dispatch. Tip: This is an online approval workflow (a clear, timestamped yes/no record), not a legally binding e-signature.

Question 7

How to read your quote win rate

Accepted Answer

Once you're sending quotes, the Reports page tells you what share of them turn into won work, how much money that is, how fast customers decide, and why the rest fall through. 1. Open Reports in the sidebar and scroll to the "Quote pipeline & win rate" card. 2. Pick a window (7 / 30 / 90 / 180 days). The window is the day each quote was SENT, so a quote you sent last week is judged on last week, not on when you first drafted it. 3. Read the win rate: won ÷ decided. Won means the customer approved the quote (or you already converted it into a job). Lost means they declined, or the quote expired unanswered. Quotes still sitting open are excluded from both sides; the tile tells you how many. 4. Compare "$ won of $ decided" with the plain count. A high count win rate but a low dollar rate means you're winning the small jobs and losing the big ones. 5. Check "Avg time to decide" and the status funnel underneath: sent, approved, converted, declined, expired, with the dollars behind each. 6. Read "Why they said no" for the decline reasons customers typed on the public quote page, and click "Show win rate by who sent the quote" for a per-person breakdown. Tip: The rate never counts an open quote as a loss; otherwise every quote you send would drag your number down until it's answered. If nothing has been decided yet the card shows "—", not 0%. Expired quotes DO count as losses: the customer had the price and the deadline passed. Drafts you never sent are ignored entirely.

Question 8

How to create and schedule a job

Accepted Answer

A job carries the customer, site, technician, schedule, priority, and required skills in one record. 1. Open Jobs in the sidebar and click New Job. 2. Give it a title, then pick the Customer (or quick-add a new one by name). 3. Optionally set the Service site, the Equipment serviced, Assign to technician, Priority (low / normal / high / urgent), and Required skills. 4. Set Scheduled start and Scheduled end, add a Description, and create the job. Tip: Need a repeat of a past job? Open it and click Duplicate: details and line items are copied as a new draft.

Question 9

How to move a job through the status workflow

Accepted Answer

Every job runs the same server-enforced path: draft → scheduled → en route → on site → complete → invoiced. 1. Open the job. The available action buttons match its current status. 2. From draft click "Schedule"; from scheduled click "Start (en route)"; from en route click "Arrived on site"; from on site click "Complete"; from complete click "Mark invoiced". 3. Cancel is available from any open state; a canceled job can be reopened with "Reopen as draft". 4. Status timestamps (en route / on site / completed) are stamped automatically, and transitions are role-gated: the workflow can't be skipped. Tip: If your org has turned on geofenced arrival and the site has a radius set, Field can suggest "Arrived on site" when the tech reaches the site — but it never applies the transition automatically. See "How to turn on geofenced arrival".

Question 10

How to turn on geofenced arrival

Accepted Answer

Stamp a defensible arrival time from the technician's position, so on-site hours and billed drive time stop being a matter of opinion. 1. This is off for every organization until an admin turns it on, and it captures a technician's location — tell your technicians before you enable it. 2. Set the fence on the site: open the customer's site and set "Geofence radius" in metres. 150m suits most addresses. Leave it blank and the fence is off for that site — no detection, no prompts, no errors. 3. Turn on capture: Settings → Workspace → "Geofenced arrival" → "Turn on". Confirm the notice that explains what is collected. 4. On the technician's side, open a job that is en route or on site. A "Share your location for this job?" card appears; tapping it is what grants the browser permission. Nothing is read until they tap it. 5. From then on the app sends a rough position (about 100m) roughly every 90 seconds while that job is en route or on site, and stops when the job is completed or cancelled. 6. When the tech crosses into the radius, the job records the arrival time and the screen offers "Mark as on site". A person still has to tap it — Field never changes the status for you, and the usual role rules on transitions still apply. 7. When they confirm, the drive leg is closed at the DETECTED arrival time, not the moment they tapped. That is what makes the billed drive time defensible. Tip: What is kept: only the technician's latest position, deleted automatically after 24 hours, plus the derived arrival timestamp on the job — the fact that they arrived, not a record of where they were all day. There is no location history. Customers never see a technician's location on the job-tracking page. A technician's position is included in a data export and removed by a deletion request. The full description is in the privacy policy.

Question 11

How to add line items and sales tax to a job

Accepted Answer

Labor, parts, and expenses with live totals, plus per-line sales tax that flows onto the invoice to the cent. 1. On the job detail page, add line items: pick labor, parts, or expense, with a quantity and unit price. 2. Add from your Catalog to prefill the description, price, and default tax rate in a tap. 3. Set a Tax % on any line (or give the catalog item a default rate). The job shows a live subtotal / tax / total. 4. Edit or remove lines freely until the job is invoiced; items lock once the invoice is generated. Tip: Tax defaults to 0, so tax-exempt work is unaffected unless you set a rate.

Question 12

How to log job expenses

Accepted Answer

Capture the out-of-pocket costs that aren't parts, labor or fuel (a subcontractor invoice, a permit, a rental, dump fees), so the job's margin is real. 1. Open the job detail page and scroll to the Expenses card (under Fleet, beside the job cost tiles). 2. Click "+ Add expense", pick a category (subcontractor, permit, rental, disposal, materials, mileage, other), type a description and the amount you paid. 3. Optionally tick "Mark to re-bill the customer" and paste a receipt link, then click Add. 4. The Other tile and Total trip cost update immediately, and the job now carries that cost in the Job profitability & margin report (Reports → Job profitability), including its CSV export. 5. Edit or Delete any expense from the same list; the margin recalculates straight away. Tip: An expense is a COST, not a charge: it never lands on the invoice by itself. "Mark to re-bill" is only a reminder: to actually charge the customer, add a matching line item. Unlike line items, expenses stay editable after a job is invoiced, because real costs (a subcontractor's bill) often arrive weeks later.

Question 13

How to flag a callback and track your callback rate

Accepted Answer

A callback is a return trip to re-do work that wasn't right the first time. Flag it on the job and Field turns it into a real quality number — per technician and org-wide. 1. Create the return visit as a normal job for the same customer (Jobs → New Job), or open an existing job and click Edit. 2. Tick "This is a callback", then pick the Original job it re-does. The picker only lists that customer's completed and invoiced jobs; you can't re-do work that was never finished. 3. Optionally pick a Reason (Workmanship, Parts failure, Missed issue, Customer request, or Other) and save. 4. Open the original job: its side panel now lists every callback filed against it, and the callback job shows which job it re-does. 5. Open Reports and find the Callback rate card. Pick a window (30 / 90 / 180 / 365 days) to see your org rate, a per-technician table sorted worst first, and a count of why the crew went back. Each technician's own page shows their callback rate next to their average rating. Tip: A technician with no completed jobs in the window shows "—", not 0%: no completed work means there's no quality signal to report yet. Callbacks count from the day they're filed; completed jobs count from the day they're finished. Untick the box to unlink a job you flagged by mistake; the link and reason are cleared and the rate recalculates.

Question 14

How to record why a job was canceled (and see what it cost you)

Accepted Answer

A booked job that falls through is the most expensive kind of lost work: the slot was held and it produced nothing. Record why, and Reports totals how many jobs and how many dollars of quoted work walked out the door. 1. Open the job and click Cancel. A short dialog appears before anything changes. 2. Pick a Reason: Customer canceled, Rescheduled, Price too high, Went with a competitor, Duplicate job, No longer needed, Weather, Unable to access site, or Other. Leave it on "Not sure yet" if the office hasn't decided; the job still cancels. 3. Add a Note if the reason list doesn't cover it (up to 1000 characters), then click "Cancel job". 4. The canceled job now shows a red "Canceled" panel at the top with the reason and note, so anyone opening it knows what happened. 5. Open Reports and scroll to "Cancellations / Lost work". Pick a window (30 / 90 / 180 / 365 days) to see jobs canceled, quoted work lost, and the average per job. 6. Below that, three breakdowns: by reason, by technician and by customer, each sorted by dollars lost, so the relationships bleeding the most money surface first. The "Most recent" list shows the actual notes. 7. If a canceled job comes back, click "Reopen as draft". The reason and note are cleared automatically, and it drops out of the Lost-Work report. Tip: The dollar figure is the QUOTED value of the canceled job's line items: work that never happened, not revenue you collected and refunded. A job with no line items counts as a cancellation worth $0, which is correct: nothing was ever quoted. Jobs canceled before anyone recorded a reason are grouped under "Not specified" rather than dropped; "we canceled 12 jobs and never said why" is itself worth seeing. The reason is always optional, so nobody is ever blocked from clearing a dead job off the board, and existing integrations that cancel a job without one keep working unchanged. The Lost-Work report is dispatcher and above, like every other report; technicians and viewers do not see it.

Question 15

How to use job checklists

Accepted Answer

Build a task-list template once (furnace tune-up, panel inspection) and drop it onto any job. 1. Open Checklists in the sidebar and create a template under "New template", marking steps as required where needed. 2. On a job's detail page, apply the template from the checklist panel (or add one-off items directly). 3. Techs check items off on their phone on site; the office sees live checked/total progress on the job. 4. Optionally enforce it: Integrations → Job checklists → require all required items before a job can be marked complete.

Question 16

How to capture on-site customer sign-off

Accepted Answer

Capture the customer's signature on a phone or tablet the moment work is done — timestamped proof of acceptance. 1. On the job detail page, open the signature pad while you're with the customer. 2. The customer signs with a finger, stylus, or mouse — no app install, no extra hardware. 3. Save it. The job shows "Signed by {name}" with the timestamp, stored privately with signed-URL access. 4. To make it mandatory, turn on "require a signature before invoicing" under Integrations → Customer sign-off. Tip: This is on-device acceptance capture (proof the customer accepted the work), not a legally binding e-signature service.

Question 17

How to attach photo evidence to a job

Accepted Answer

Before/after shots and on-site evidence, captioned and timestamped against the job. 1. Open the job's detail page and click "Add photo" in the photos panel. 2. Pick or take a photo and add a caption; the author and timestamp are recorded automatically. 3. Browse every photo across jobs in the Job photo gallery at /dashboard/photos. Tip: Photos are stored privately and served via signed URLs; they are never public links.

Question 18

How to work the dispatch board

Accepted Answer

A per-technician day view with an Awaiting Dispatch queue, priority sorting, and confirmation status at a glance. 1. Open Dispatch in the sidebar. Each technician gets a lane for the selected day; use Today and the arrow buttons to change days. 2. The Awaiting Dispatch panel lists unassigned and draft jobs, urgent first. Assign one to a tech straight from its dropdown. 3. Filter the board by priority, and watch for the priority badges and the green "Confirmed" indicator on each job card. 4. Jobs carry their priority from creation (or from their maintenance plan), so the urgent work always sorts to the top.

Question 19

How to plan a technician's drive for the day

Accepted Answer

See how far a technician actually has to drive before the day starts, and whether reordering their stops would cut out backtracking. Built from the site addresses you already have on file, so there is nothing to type in. 1. Open Dispatch in the sidebar and pick the day you want with Today and the arrow buttons. 2. In the Day route plan panel at the top, choose a technician. Their stops for that day load in scheduled order, with the distance and estimated drive time for each leg and a running total in miles. 3. If that technician's vehicle has a depot on file (Fleet → the vehicle → depot coordinates), the route starts there. Otherwise it starts at their first scheduled job. 4. Click Optimise route to see a suggested visit order alongside the scheduled one, with the distance and time it would save. If your order is already the shortest, the panel says so instead of inventing a saving. 5. Nothing is rescheduled. If you want the suggested order, move the job times on the board yourself; the double-booking guard and the working-hours check stay in charge of the schedule. Tip: Two things to know. These are STRAIGHT-LINE estimates at an average road speed: not turn-by-turn navigation and not traffic-aware, so real drive time will be longer; treat them as a comparison between orderings, not a promise of arrival times. And a job whose site has no coordinates cannot be routed: it is listed separately under "not on the route" so you know the totals only cover part of the day. Add the address on the site record to bring it into the route.

Question 20

How to block out breaks, training, and PTO

Accepted Answer

Keep non-job time visible on the board so nobody schedules over lunch, training, or a day off. 1. On the Dispatch board, click "+ Block" in a technician's lane. 2. Pick the kind (Break, Training, PTO, Hold, or Other) and set the time window. 3. Click "Add block". If the block overlaps the tech's existing jobs or blocks, Field warns you about the double-booking immediately. 4. Remove a block any time with the delete control on the block card.

Question 21

How to set a technician's weekly working hours

Accepted Answer

Stop booking techs on their day off. Set each technician's recurring weekly shift once and the dispatch board warns you the moment a job lands outside it. 1. Open Techs in the sidebar and open the technician. The "Working hours" card sits above the tabs. 2. On each day they work, click "+ Add window" and set a start and end time (e.g. Monday to Thursday 08:00 to 17:00, Friday 08:00 to 12:00). Days you leave empty are days off. 3. Add a second window on a day for a split shift or a lunch gap, then click "Save working hours". 4. On the Dispatch board, any job that lands on a day off or outside those hours now carries an amber "Outside working hours" badge with the reason, next to the red double-booking badge. 5. To go back to no restrictions, click "Clear all" and save; a technician with no working hours is treated as always available. Tip: The warning is a heads-up, never a hard block; you can still schedule an emergency or overtime call. Times are the shop's local wall clock, so 8am stays 8am across daylight-saving changes.

Question 22

How to match jobs to technician skills

Accepted Answer

Tag techs with what they can do and jobs with what they need; the board surfaces the best fit. 1. Open Techs in the sidebar, open a technician, and add skill tags (e.g. HVAC, refrigerant-cert). 2. On the job form, fill in "Required skills" with the skills the work needs. 3. When assigning, Field ranks active techs by coverage (all skills / missing some / no match), best fit first. Tip: Skill matching is a private dispatcher hint. It never blocks an assignment; you can always override it.

Question 23

How to set up a recurring maintenance plan

Accepted Answer

Recurring jobs that spawn themselves: weekly mowing, quarterly filter changes, annual inspections. 1. Open Maintenance plans in the sidebar. 2. Under "New maintenance plan", set the title, customer, frequency (daily through annual, with custom interval multiples), and a priority. 3. Save it. The daily scheduler auto-spawns a draft job for every due plan; spawned drafts land in the Awaiting Dispatch queue. 4. Need one immediately? Click "Generate now" to spawn overdue jobs on demand. Tip: The plan's priority carries through to every spawned job, so a critical contract always surfaces first on the dispatch board.

Question 24

How to attach equipment to a maintenance plan

Accepted Answer

Put a registered unit on a plan once and every recurring visit files itself into that unit's service history. 1. Register the unit first on the customer's page (Customers → customer → Equipment). 2. On the maintenance plan form, pick the unit in the Equipment dropdown. 3. Every job the plan spawns is stamped with that unit automatically — no re-tagging on each visit. Tip: If the unit is later deleted or moved, the plan keeps spawning jobs safely; the equipment link is dropped.

Question 25

How to publish your online booking page

Accepted Answer

A public "Request Service" link that captures after-hours work instead of losing it. Off by default, opt-in per org. 1. Open Settings in the sidebar and switch to the Booking tab. 2. Turn on public online booking and optionally set a notify email so your dispatch inbox gets a heads-up per request. 3. Click Save. You'll see "Your booking link is live." 4. Use Copy or Preview next to your /book/your-slug link and put it on your website, invoices, or voicemail. Tip: The public form only ever shows your business name and offered services, never your customer list, pricing, or internal data. A honeypot field and per-IP rate limit blunt form spam.

Question 26

How to review and accept service requests

Accepted Answer

Booking submissions land in a dispatcher queue as pending; nothing becomes a live job until you say so. 1. Open Requests in the sidebar. Each pending request shows the requester's name, contact details, address, service type, and preferred time. 2. Click Accept to convert it into a draft job in one click: Field matches an existing customer by email or phone (or creates one) and carries the address across as a service site. 3. Click Decline to turn it down, with an optional reason. The requester stays in your records; nothing is scheduled. 4. The new draft job appears in Awaiting Dispatch, ready to schedule and assign.

Question 27

How to turn on customer notification emails

Accepted Answer

Automatic appointment, en-route, and job-complete emails fired straight off the job status workflow. 1. Open Integrations in the sidebar and find the Customer notifications card. 2. Check Enabled, then choose which events send: appointment scheduled, technician en route, and job complete. 3. Optionally set a Reply-to address so customer replies reach your inbox. Click Save. 4. Day-before reminder emails follow the appointment toggle automatically: one reminder ~24 hours before each appointment, deduped so it never sends twice.

Question 28

How to send appointment texts, and how consent works

Accepted Answer

The appointment confirmation, the day-before reminder and the "on my way" alert can go out as text messages as well as email — but only to customers who have explicitly asked for them. 1. Open Integrations → Customer notifications and tick "Also send these by text message", then Save. Texts follow the same per-event toggles as the emails, so an event you have switched off stays off on both channels. 2. Optionally add a contact number for HELP replies — it is quoted back to any customer who texts HELP. 3. Record consent per customer: open the customer, click Edit, enter their mobile number and tick "Yes, text me about my appointments". The box will not enable until a number is entered, and it is never ticked for you. 4. Customers who book through your public booking page can tick the same box themselves; that consent travels with the request and is applied when you accept it. 5. The contact card shows the current state at a glance: "On" with the number and the date consent was recorded, "Not opted in", or "Unsubscribed (replied STOP)". 6. To check what actually went out, use "Recent text deliveries" under the SMS toggle on the Integrations page. It lists failures and skips as well as successes, which is what you need when a customer says they never got the text. Tip: Texting only happens when three things are all true: your account has a texting number configured, you have enabled the channel, and the customer has consented. If any one is missing, emails carry on exactly as before and no text is attempted. A customer who replies STOP is unsubscribed immediately and permanently — the only way back is for them to ask you to tick the consent box again, which records a fresh, dated consent.

Question 29

How to give customers a live technician tracking link

Accepted Answer

Every appointment and en-route email carries a private "where's my tech" page — no app, no login. 1. Turn on customer notifications (Integrations → Customer notifications); the tracking link rides along automatically. 2. When a job is scheduled or the tech heads out, the customer's email includes their personal tokenized /track link. 3. The page shows a live milestone bar (Scheduled → On the way → On site → Complete), plus the appointment time and the technician's first name. Tip: The link is scoped to one job and shows no pricing or internal data — safe to forward.

Question 30

How to send a customer their service report

Accepted Answer

When a job is complete, the customer gets a branded, print-to-PDF service report: a professional proof-of-work leave-behind for their records, warranty, and insurance. 1. Make sure customer notifications are on with the "job complete" event enabled (Integrations → Customer notifications); the completion email carries a "View / download your service report" button automatically. 2. The button opens the customer's private /report page: your business name, the service, the site, line items with tax and total, the completed checklist, job photos, and the on-site signature. 3. On that page the customer taps "Save as PDF / Print" to save a clean one-page document — nothing to install, no login. 4. To open the same report yourself, go to the job and click Service report (the button appears once the job is complete or invoiced). Tip: The report only appears once a job is complete or invoiced; before that the link shows a friendly "not ready" message. It reuses the same private link as the tracking page, so it's safe to forward.

Question 31

How to get customers to confirm their appointments

Accepted Answer

One tap on the tracking link tells you who'll actually be home before the truck rolls. 1. While an appointment is upcoming, the customer's tracking page shows a Confirm button (and a reschedule option). Reminder and confirmation emails carry a one-tap Confirm button too. 2. The answer stamps the job as Confirmed / Awaiting confirmation / Reschedule requested. 3. Check the dispatch board: each job card shows its confirmation state, so you chase only the unconfirmed ones.

Question 32

How to give customers an arrival window

Accepted Answer

Promise a real window ("Arriving between 8:00 and 10:00 AM") instead of an exact minute, so a tech running 30 minutes late doesn't read as a broken promise. 1. Open the job from Jobs or the dispatch board and click Edit. 2. Under "Customer arrival window (optional)", set both the start and end times. It sits just below Scheduled start / Scheduled end. 3. Click Save changes. Set both fields together, or leave both blank to keep promising an exact time. 4. The window now shows on the customer's tracking page as "Arriving between …" and replaces the exact time in the confirmation, day-before reminder, and en-route emails. Tip: The window is what the customer sees; your Scheduled start still drives dispatch, reminders, and reporting. Clear the window (blank both fields and save) to go back to showing the exact time.

Question 33

How to collect and moderate customer reviews

Accepted Answer

Every completed job invites a star rating through the tracking link, and nothing goes public until you approve it. 1. Once a job is complete, the customer's tracking page invites a 1–5 star rating with an optional comment. Nothing extra to set up. 2. Open Reviews in the sidebar. Every collected review starts as Pending. 3. Click Approve to publish a review, Hide to pull one back, or Feature to pin a standout to the top of your public page. 4. See the org-wide average under Reports (Customer satisfaction) and each technician's average on their detail page.

Question 34

How to have the completion email ask your customer for a review

Accepted Answer

The job-complete email asks for the review automatically (one tap, at the moment of peak satisfaction), and a gentle nudge chases anyone who hasn't answered. 1. When a job is completed for a workspace that sends customer notifications, the completion email now includes a "How did we do?" review ask with five tappable stars and a Leave a review button. It only appears when the job doesn't already have a review. 2. Tapping a star opens the review form on the tracking page with that rating pre-selected: the customer confirms and submits, so it stays a genuine, customer-submitted review (nothing is auto-posted). 3. If a completed job still has no review a couple of days later, one follow-up "How did we do?" email goes out automatically. Each job is only ever asked once: the completion email and the follow-up share the same de-duplication, so nobody is pestered twice. 4. Turn the ask on or off for the whole workspace under Settings → Notifications (the "review" toggle). It follows your completion-email setting by default, so if you already email customers when a job is done, you're already asking for reviews. 5. Track how it's working on Reports → Customer satisfaction: the review request rate (share of completed jobs you asked) and review conversion rate (reviews ÷ jobs asked) sit next to your average rating. Tip: The ask reuses the same tracking link the customer already has, so there's nothing for them to install and no login. Approved reviews still flow to your public reviews page and website widget exactly as before; this makes sure the ask actually goes out.

Question 35

How to publish reviews publicly and embed the widget

Accepted Answer

A branded public reviews page plus a copy-paste widget for your own website. 1. Open Reviews in the sidebar. At the top you'll find your public page link (/reviews/your-slug) with a Copy link button. The page shows your aggregate rating and every approved review. 2. In the "Embeddable website widget" card, click Copy snippet. 3. Paste the snippet into your own website's HTML. It renders your average rating and recent approved reviews, self-contained with zero dependencies. Tip: Only approved reviews are ever exposed (enforced server-side), and reviewers appear as first name + last initial only. The public page ships AggregateRating structured data so your stars can surface in search results.

Question 36

How to invoice a job through Hosting Books

Accepted Answer

One click turns a finished job into a real, sendable invoice in Hosting Books. 1. Complete the job (status on site → Complete). 2. Click "Mark invoiced". Field generates a draft invoice in Hosting Books with the job's line items and per-line sales tax, computed to the cent. 3. The job detail shows a Hosting Books invoice card with the number, total, and live payment status. 4. Open the invoice in Books to review and send it to the customer. Tip: If "require a signature before invoicing" is on (Integrations → Customer sign-off), the job must be signed off first. Line items lock once the invoice exists.

Question 37

How to record a payment (or a deposit) on a job

Accepted Answer

Log the cash, check, or card the tech collected on site (or a deposit taken up front), and it settles the Hosting Books invoice automatically. 1. Open the job: Jobs → the job you want. Find the "Payments" card (just above Expenses). 2. Click "Record payment". Enter the amount, pick a method (cash, check, card, ACH, or other), and optionally add a reference (check #, card last-4) and date. 3. Click Save. The card updates Total / Paid / Balance due, and the payment appears in the ledger. 4. Taking a deposit before the work? Record it the same way: it can be logged at any job status, and it is netted against the total automatically. When you later invoice the job, the deposit is already on the Books invoice. 5. On an already-invoiced job, the payment lands on the Books invoice immediately; once the invoice is fully paid it settles itself and drops out of your A/R aging report and overdue reminders. Tip: Typed the wrong amount? Click Delete on the payment; it reverses the entry on the Books invoice too, and re-opens a fully-paid invoice if the balance goes positive again. This records payments you already collected; it is not a card terminal and processes nothing.

Question 38

How to chase overdue invoices automatically

Accepted Answer

Opt-in payment reminders that politely escalate on a ladder you never have to remember. 1. Open Integrations → Customer notifications and check "Overdue-invoice payment reminders (dunning)". Save. 2. A daily task emails the customer for every still-unpaid invoice raised from a job: at the due date, one week, two weeks, and one month past due. 3. Each email carries the invoice number, amount, due date, and a link to their job page. Exactly one email per invoice per milestone. 4. Reminders stop the instant an invoice is paid, void, or written off. Tip: Off by default: your org never starts emailing customers about money until you turn it on.

Question 39

How to read the accounts-receivable aging report

Accepted Answer

Who owes you, and what's overdue — without leaving Field. 1. Open Reports in the sidebar and find the Accounts receivable card. 2. Every unpaid invoice you generated from a job is aged into Current / 1–30 / 31–60 / 61–90 / 90+ day buckets, with per-bucket totals and an overall outstanding figure. 3. Use the drill-down table as a collections worklist: each row shows the live Books payment status and links straight back to its job. 4. Paid, void, and written-off invoices drop out automatically.

Question 40

How to run the job profitability report

Accepted Answer

Revenue minus true cost (parts, labor hours, and fuel) for every job, worst margin first. 1. Feed it costs: set an internal Unit cost on your catalog parts (never shown to customers) and a Pay rate on each technician. 2. Open Reports and find the Job profitability panel. Pick your date window. 3. Read the headline tiles (revenue, cost, gross profit, average margin), then scan the per-job table, sorted worst margin first. 4. Click Download CSV to export the table. Tip: Jobs still missing a labor rate or part cost show as "partial" rather than a fake 100% margin.

Question 41

How to track parts stock and get low-stock alerts

Accepted Answer

Flag the parts you care about and Field counts them; jobs decrement stock automatically. 1. Open Catalog in the sidebar and add your common parts and services with a unit price (and an optional internal unit cost). 2. Enable "Track stock" on a part and set its "Reorder at" point. 3. Adding a tracked part to a job auto-decrements on-hand stock. Use "Update stock" for manual movements and "Stock history" to see the full ledger. 4. When on-hand hits the reorder point, a low-stock badge tells the office what to reorder before a tech is stuck on site without it. Tip: Stock tracking is opt-in per part: it's a field-service parts counter, not a full warehouse system.

Question 42

How to track stock per van instead of per company

Accepted Answer

Every vehicle can hold its own parts count, so you can answer "does that truck have it?" before you dispatch — instead of reading a company total that tells you nothing about the van in question. 1. Open a vehicle (Fleet → pick a truck) and click the Stock tab, then "Give this van a stock location". Every org already has a Main warehouse, which is where all your existing stock is. 2. Move parts onto the van: Catalog → click the on-hand number for a part → "move". Pick From (usually Main warehouse), To (the van), and a quantity. 3. From then on, parts used on that truck’s jobs come off ITS count. Field works out which stock to use — the job’s vehicle first, then the assigned tech’s usual truck, then the warehouse. 4. Click any on-hand number in the Catalog to see where that part actually is, location by location. 5. Set a per-van target if a truck should always carry a minimum: that van then shows as low against ITS number, not the company’s. 6. Check Purchasing → "Low stock by location" to see which van is short before someone drives to a job without the part. Tip: Nothing changed for your existing counts: every part you already had is at Main warehouse, and the company total on the Catalog page is the same number it always was — it is now the sum of your locations rather than a figure written directly. Two things worth knowing: a transfer writes both sides, so moving stock never changes what the company owns, only where it is; and a van cannot be retired while it still holds parts — Field tells you what is on it and asks you to move them off first, rather than quietly stranding them.

Question 43

How to raise and receive purchase orders

Accepted Answer

Close the loop on low stock: PO out to your supplier, stock back on the shelf. 1. Open Purchasing in the sidebar and add your suppliers with "Add supplier". 2. Create a purchase order with "New PO" and add lines, or hit "Create PO" from the low-stock list to pre-fill every below-reorder part with a suggested quantity. 3. Click "Mark ordered" when it's sent. Ordered quantities show as on-order in the low-stock view, so you never double-order. 4. When the parts arrive, click "Receive all" (partial receiving works too). Stock-in movements post to the inventory ledger and bump on-hand counts; re-receiving never double-counts.

Question 44

How to track technician hours and export payroll timesheets

Accepted Answer

Clock in on the job, bill the hours as labor, and download a payroll-ready CSV for any pay period. 1. Techs clock in and out right on the job detail page; multiple segments across visits (and lunch breaks) are fine. 2. Set each technician's hourly rate under Techs → technician → Pay rate. It drives labor billing and job costing. 3. On the job, click "Add as labor line item" to turn tracked hours into a billable labor line at the tech's rate. 4. For payroll, open Reports → Technician timesheet, pick the pay period, and click Download CSV. Tip: Running (not clocked-out) timers are shown but excluded from totals, and pay rates are hidden from technician and viewer roles.

Question 45

How to add vehicles and set service intervals

Accepted Answer

Treat your trucks, vans, and EVs as first-class data, with service reminders that spawn real jobs. 1. Open Vehicles in the sidebar and click Add Vehicle: VIN, plate, make/model, fuel type, and current odometer. 2. Open the vehicle and switch to the Service tab. Add intervals by miles, days, or both: oil, tires, brakes, inspection, and more. 3. "Due soon" warnings appear 500 miles or 14 days before the next service. 4. On the Fleet dashboard, use the spawn due-service jobs action to create a draft job for every overdue interval; the daily scheduler also does this automatically. Tip: Attach a vehicle to each job so drive legs, mileage, and trip costs accrue against the right truck.

Question 46

How to run a daily vehicle inspection and close out defects

Accepted Answer

A pre-trip walk-around your techs do on their phone in the parking lot, where every defect found becomes a tracked repair instead of a note that gets lost. 1. Open the vehicle and switch to the Inspections tab, then click Start inspection. (Scanning the vehicle's dashboard QR with ?action=inspect opens this form directly.) 2. The checklist loads your org's pre-trip points: tires, lights, leaks, brakes, mirrors, horn and wipers, load security. A default list is created for you the first time, and a dispatcher can edit it to match your trucks and trade. 3. Enter the odometer, then mark each point OK, Defect, or N/A. Marking a Defect opens a note field for what is wrong. 4. The result rolls up as you go: any defect on a required point reads Fail, a defect on an optional point reads Pass with defects, and everything else is a Pass. 5. Click Save inspection. It appears in the vehicle's inspection history with its result and odometer. 6. Every defect now shows in the Open defects panel at the top of the tab. When the work is done, click Log repair: that creates a service record on the vehicle, linked back to the defect that caused it, and clears it from the open list. Tip: The tool records the walk-around; it does not perform it and it never takes a truck out of service for you; that call stays with you. N/A never counts against the vehicle, so "no trailer today" is not a fault. Because each repair is linked to the defect that triggered it, a truck with a steady drumbeat of small problems becomes visible in its service history long before it strands someone.

Question 47

How to log fuel and EV charging

Accepted Answer

One unified log for gasoline, diesel, LPG, and electric, with receipts and efficiency math built in. 1. Open the vehicle and switch to the Fuel / Charge tab. 2. Log the fill or charge session (gallons or kWh, cost, odometer) and attach the receipt. 3. MPG / MPGe is computed automatically between full-tank fills, and spend rolls up per vehicle and per job. 4. Running an evcc charge controller? Enable it under Integrations → evcc (base URL + optional token) and completed charge sessions sync in as electric fuel logs automatically.

Question 48

How to stay ahead of document expiry

Accepted Answer

Insurance, registration, DOT cards, licenses — tracked with warnings long before an audit finds the gap. 1. Open a vehicle and switch to the Documents tab to record insurance, registration, inspection, DOT card, lease, warranty, or permits with their expiry dates. 2. Do the same for people under Techs → technician → Documents: driver's license, CDL, trade licenses, certifications. 3. The Fleet dashboard rolls up everything expiring within 60 days. 4. With email configured, the daily Fleet digest mails the office each morning with expiring documents, due services, and expiring equipment warranties. Tip: Attach a file URL to any document for one-click access during an audit.

Question 49

How to manage your subscription

Accepted Answer

Flat monthly tiers with a 14-day free trial: upgrade, downgrade, or cancel in-app, no sales call. 1. Open Settings in the sidebar and switch to the Billing tab. 2. New to Field? Choosing a plan takes you to checkout with a 14-day free trial, and you can enter a coupon code on the review step if you have one. 3. Already subscribed? Upgrade or downgrade in place; the change is prorated on your current subscription, with no second trial. 4. Click "Manage billing" to open the billing portal for payment methods and invoices. Cancel or resume any time.

Question 50

How to configure org-level settings and integrations

Accepted Answer

One page for the switches that shape how your org runs. 1. Open Integrations in the sidebar. 2. Customer notifications: appointment / en-route / complete emails, day-before reminders, and overdue-invoice payment reminders. 3. Customer sign-off and Job checklists: optional gates that require a signature before invoicing or a finished checklist before completing. 4. evcc: sync EV charge sessions as fuel logs. The MQTT event bus (configured server-side) publishes every job transition to your broker for home-automation or SCADA hooks. 5. Org basics (name, slug, org switching, members and roles, and your booking link) live under Settings.

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