Field Promax

Your First Work Order

Walk through the complete FieldPromax workflow from start to finish: create a customer, build a work order, add products, schedule the job, dispatch a service provider, complete the work, generate an invoice, and collect payment.

Before you start:

Step 1: Create a Customer

Every work order is tied to a customer. If you synced customers from QuickBooks or Xero, you may already have customers in the system. Otherwise, create one now.

  1. Navigate to Customers from the main menu.
  2. Click Create Customer.
  3. Enter the customer's Name (for example, "Acme Office Building").
  4. Fill in their Phone, Email, and Service Address.
  5. Click Save.

Result: The customer appears in your customer list and is available when creating work orders.

Step 2: Create a Work Order

  1. Navigate to Work Orders from the main menu.
  2. Click Create Work Order.
  3. In the Customer field, search for and select the customer you just created.
  4. Select a Job Type (for example, "Repair").
  5. Enter a Work Description that summarizes the job (for example, "Air conditioning unit not cooling -- needs diagnostic and repair").
  6. Click Save to create the work order.

Result: The work order is created in Open status. You are taken to the work order detail page where you can add products, schedule the job, and more.

Step 3: Add Products to the Work Order

  1. On the work order detail page, locate the Products tab.
  2. Click Add Product.
  3. Search for the product or service you want to add (for example, "Diagnostic Fee").
  4. Set the Quantity.
  5. Verify the Rate (price per unit). You can adjust it if needed.
  6. Click Save to add the line item.

Result: The product appears as a line item on the work order with the calculated total. You can add multiple products to a single work order.

Tip: If you have not set up products yet, you can type a custom description and price directly. However, using catalog products keeps your data consistent and makes reporting easier.

Step 4: Schedule the Job on the Calendar

  1. On the work order detail page, open the Schedules tab.
  2. Click Create Schedule.
  3. Select the Service Provider you want to assign to this job.
  4. Pick a Date for the appointment.
  5. Set the Start Time and End Time.
  6. Click Save.

Result: The schedule is created and the job appears on the dispatch calendar. The assigned service provider can now see this job in their mobile app.

Step 5: Dispatch to the Service Provider

Once a schedule is created, the service provider is automatically notified (if you have enabled email or text message notifications). You can also dispatch manually.

  1. Navigate to Dispatch from the main menu to see the calendar view.
  2. Locate the scheduled job on the calendar. It shows the customer name, time, and assigned service provider.
  3. If text message notifications are enabled, the service provider receives an SMS with the job details.

Result: The service provider sees the job in their mobile app with the customer address, work description, and scheduled time.

Step 6: Complete the Work

The service provider uses the FieldPromax mobile app to update the job status as they work.

  1. The service provider opens the mobile app and navigates to their assigned schedule.
  2. They tap In Route when heading to the job site (the customer receives a notification if enabled).
  3. They tap Checked In upon arrival.
  4. After completing the work, they enter a Work Resolution describing what was done.
  5. They capture the customer's Signature (if required by your settings).
  6. They tap Work Complete.

Result: The schedule status changes to Completed. If you enabled email notifications, the administrator receives a notification that the work is done.

Step 7: Generate an Invoice

  1. Return to the work order detail page in the web application.
  2. Verify that the products and totals are correct.
  3. Click Post and Close.
  4. Review the invoice summary that appears.
  5. Confirm by clicking Post and Close in the dialog.

Result: The work order status changes to Closed. An invoice is generated and synced to your connected accounting software (QuickBooks or Xero). The work order moves from the open list to the closed list.

Note: The Post and Close action creates the invoice in your accounting software and closes the work order in FieldPromax simultaneously. If you need to make changes after closing, you can reopen the work order.

Step 8: Collect Payment

If you have the Payments feature enabled, you can record payments directly in FieldPromax.

  1. Navigate to Payments from the main menu.
  2. Find the invoice for the work order you just closed.
  3. Record the payment method (check, cash, credit card via Stripe, etc.).
  4. Enter the Amount received.
  5. Click Save.

Result: The payment is recorded and the invoice is marked as paid. If you use Stripe integration, customers can pay online through a payment link.

Congratulations!

You have completed the full FieldPromax workflow. You created a customer, built a work order, scheduled and dispatched a service provider, completed the work, generated an invoice, and collected payment. This is the core cycle you will repeat for every job.

Next Steps