Field Service Management Software FAQs – pro‑Forms® WORK MANAGER
Answers to common questions about job management, scheduling, quoting and invoicing for mobile service teams.
These FAQs explain how pro‑Forms® WORK MANAGER helps businesses run planned and reactive field service work—raising jobs, scheduling engineers, capturing job sheets on mobile devices, and pushing accurate job data through to invoicing. If you’re comparing field service management (FSM) software, need job management software for field technicians or want to reduce admin time while improving visibility, you’ll find clear answers below.
Next steps
If you’d like to see how WORK MANAGER could fit your workflows—job scheduling, mobile job sheets, quoting and invoicing—request a demo or start a trial, and share a couple of examples of your typical jobs so we can map the setup to your process.
Who uses WORK MANAGER (and what types of field service work it supports)?
WORK MANAGER is used by companies that manage a mobile workforce and need to plan, dispatch and track on-site work reliably and in real time.
Typical users include organisations delivering installation, repair and maintenance, commissioning, facilities management and construction supply chain activities. The platform is well suited to businesses of all sizes operating in sectors such as fire and security, HVAC, materials handling, building maintenance, specialist machinery, facilities management and operated hire.
It supports both planned maintenance and reactive call-outs within the same system, so there’s no need for separate tools or workarounds to handle different job types. One-off visits, multi-day jobs and recurring scheduled maintenance are all catered for, and work can be assigned to individual technicians or to teams.
If your business sends people to customer or client sites to carry out any kind of service, installation or maintenance work, WORK MANAGER is designed for you.
License terms and pricing flexibility
WORK MANAGER is licensed on a flexible, rolling 30-day basis, which means you’re never locked into a long-term contract. Licences are purchased per system user, covering both office-based staff and field operatives, so you only pay for the number of accounts you actually need.
Because the commitment is month-to-month, you can scale the number of licences up or down each period to reflect changes in headcount, seasonal demand or workload — useful for businesses that take on extra engineers during busy periods or reduce capacity over quieter months.
There is no long lock-in period beyond the current 30-day term, giving you genuine flexibility to adjust your spend as your business changes.
A licence is required for every active user account, regardless of whether that person works in the field or in the office. Full details of the current plan pricing are available on the WORK MANAGER pricing page.
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Where data is hosted and how it is protected?
Your data is hosted in highly secure, purpose-built UK data centres and remains in the United Kingdom at all times, including all backups. This supports UK data residency requirements and simplifies your GDPR obligations by keeping data within UK jurisdiction.
System databases are encrypted as standard, and you can optionally apply field-level encryption to sensitive data captured through online or mobile forms.
Office and admin users access the browser-based platform through encrypted connections using 256-bit security, and Two Factor Authentication (2FA) is available for all admin accounts to strengthen login security further.
The pro-Forms® mobile app uses AES 128-bit encryption as standard, protecting data stored on and transmitted from field devices.
Where file transfers are required as part of an integration or data export workflow, Secure SFTP is available as an alternative to standard FTP.
The platform is fully GDPR compliant and is developed, hosted and supported entirely within the United Kingdom.
Can I import existing customers, sites and job information?
Yes.
WORK MANAGER includes built-in import routines that allow you to bring in existing data from CSV and XLSX files, making it significantly easier to get started without having to re-key large volumes of customer, site or job information manually.
This is particularly valuable if you are migrating from spreadsheets or moving across from another field service management system and already have structured data you want to carry over.
The import process is designed to be straightforward for office administrators to manage without specialist technical knowledge or external support. Once imported, customer records, site details and any associated job history are immediately available within the platform and visible to both office staff and field operatives through the mobile app.
If you have any questions about preparing your data for import or need guidance on the file formats required, our support and onboarding team is available to help you through the process.
Does WORK MANAGER integrate with Xero or QuickBooks?
Yes.
WORK MANAGER integrates directly with both Xero and QuickBooks via their respective APIs.
Once connected, customer records, sites and key account information can be synchronised between your accounting platform and WORK MANAGER automatically, reducing the need for duplicate data entry and helping to keep records consistent across both systems.
When a job is complete and ready to bill, draft invoices can be pushed from WORK MANAGER directly into Xero or QuickBooks, saving your office team significant time and reducing the risk of errors that come with manual re-keying.
For businesses using Sage 50, draft invoices can be exported from WORK MANAGER as a CSV file and imported into Sage using the standard Sage import process.
The integration is designed to fit neatly into your existing billing workflow rather than replacing it, so your accounts team can continue working in the accounting software they already know while benefiting from cleaner, faster data flow from the field.
Can I create quotes and then invoice when the job is complete?
Yes.
WORK MANAGER includes a dedicated quoting module that allows you to raise professional, time-limited quotes and send them directly to customers by email.
You can set a quote expiry date and configure automated reminder nudges to be sent to the customer ahead of the deadline, helping to improve conversion rates without requiring manual follow-up from your office team. Customers can accept or reject the quote through a simple online interface, and rejection reasons can be collected and analysed to support continuous improvement.
Priced work items can be saved at individual customer and site level, making it quick to build accurate quotes and invoices for repeat customers or standard job types.
Once work is completed, draft invoices can be pushed to Xero or QuickBooks via their APIs, or exported as a CSV for Sage 50.
Invoicing can be produced at visit level, full job level, or consolidated across multiple jobs depending on how you bill your customers.
I manage recurring jobs—can the system schedule these automatically?
Yes.
WORK MANAGER includes full support for recurring job scheduling, making it well suited to businesses that carry out planned preventative maintenance, regular inspections or any other repeat visit work on a fixed schedule.
You can set rules to raise recurring jobs automatically based on the time periods and frequencies your contracts require — whether that’s weekly, monthly, quarterly or annually — and the system will generate the upcoming jobs accordingly without requiring manual intervention each time.
Once the recurring jobs are raised, you can review the automatically allocated operative for each upcoming appointment and make changes if availability has shifted or if a different engineer would be more appropriate.
This gives you the efficiency of automated scheduling while retaining full control over who is sent where. Recurring jobs appear on the visual job planner alongside one-off and reactive work, giving you a complete picture of your scheduled workload at a glance across day, week and month views.
Is it easy to reallocate jobs between field engineers / technicians?
Yes.
Job reallocation is straightforward and can be carried out by any office admin user without needing to contact the engineer directly. Work can be reassigned using a simple drag-and-drop action on the visual job planner, or by manually updating the relevant job details — including the date, time and assigned operative — through the job record itself.
Once the changes are saved, the updated job details appear automatically on the mobile app of the relevant field staff, so the engineer receiving the job and the engineer being removed from it are both updated instantly without anyone needing to make a phone call, send a text or write an email.
This removes a significant source of miscommunication between office and field teams and helps to reduce missed appointments caused by poor or delayed communication. It also frees up admin staff to focus on higher-value tasks rather than spending time chasing confirmation that engineers have received updated instructions.
Does WORK MANAGER use AI to help with job scheduling?
Yes.
WORK MANAGER includes AI-powered job scheduling that automatically suggests the optimal engineer for each job based on real-time analysis of availability, working hours, location and team assignments.
Rather than replacing your office team’s judgement, the AI works alongside the Visual Job Planner as an intelligent assistant — surfacing the best available match for each job so your team can make faster, better-informed scheduling decisions without having to manually cross-reference engineer diaries, locations and availability themselves.
Your office team retains full control at all times and can override or adjust any AI-suggested allocation whenever needed. Once a schedule is confirmed or updated, the changes are pushed to the relevant engineer’s mobile app automatically — removing the need to contact field staff by phone, text or email every time something shifts.
The result is a faster, smarter scheduling process that reduces admin time, minimises travel and helps get the right engineer to the right job, first time.