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 in real time. Typical users include organisations delivering:
– Installation
– Repair & maintenance
– Commissioning
– Facilities Management
– Construction supply chain activities
The platform supports both planned maintenance and reactive call‑outs, including one‑off visits, multi‑day jobs and recurring schedules – assigned to individual technicians or to teams..
License terms and pricing flexibility
WORK MANAGER is licensed on a flexible, rolling 30‑day basis.
Licences are purchased per system user, so you can scale the number of users up or down each period to match workload and seasonal demand.
A licence is required for every user account (including office users and field operatives), and there is no long lock‑in period beyond the current 30‑day term.
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Where data is hosted and how it is protected?
Your data is hosted in secure UK data centres, and your data stays in the UK (including backups) to help meet UK data residency requirements.
Databases are encrypted, and you can optionally apply field‑level encryption to forms.
Admin users access the browser-based admin area using encrypted connections (256‑bit), and two‑factor authentication (2FA) is available.
The pro‑Forms® mobile app uses AES 128‑bit encryption as standard. If you need file transfers via FTP, SFTP (secure FTP) is available.
Can I import existing customers, sites and job information?
Yes.
You can import data from CSV and XLSX files using built‑in import routines.
This makes it easier to migrate from spreadsheets or another field service management system without re‑keying customer and job details.
Does WORK MANAGER integrate with Xero or QuickBooks?
Yes.
If you connect WORK MANAGER to Xero or QuickBooks, customer records, sites and key accounting information can be populated into your WORK MANAGER account automatically.
You can also push draft invoices from WORK MANAGER to Xero/QuickBooks to reduce duplicate data entry and speed up billing.
Can I create quotes and then invoice when the job is complete?
Yes.
WORK MANAGER includes a dedicated quoting module so you can issue time‑limited quotes, with optional automated reminder “nudges” ahead of the deadline.
You can save priced work items to build quotes and invoices quickly (including customer/site-specific rates).
Once work is completed, draft invoices can be pushed to Xero and QuickBooks via their APIs. For Sage 50 users, you can export draft invoices as a CSV file for import into Sage.
Invoicing can be produced at different levels depending on how you bill: individual visits, a full job (group of visits), or consolidated invoicing across multiple jobs.
I manage recurring jobs—can the system schedule these automatically?
Yes.
WORK MANAGER supports recurring job scheduling for planned maintenance and repeat visits.
You can apply rules to raise recurring jobs based on the time periods and frequencies you need and then review that the automatically allocated operative is still available for the upcoming appointments.
Is it easy to reallocate jobs between field engineers / technicians?
Yes.
Work can be reallocated by office admin staff either by drag and drop or by manually changing the details e.g. date, time, operative etc.
Once the details are changed and saved, the updates will be automatically shown on mobile app of the relevant field staff. This reduces the admin burden on office staff to interrupt site staff by phone call, text, email etc.
Our software also helps to reduce missed service appointments due to poor or missed communication between office and field staff.
Does WORK MANAGER use AI to help with job scheduling?
Yes.
WORK MANAGER now includes AI-powered job scheduling, which automatically suggests the optimal engineer for each job based on real-time analysis of availability, working hours location and team assignments.
The AI works alongside the Visual Job Planner — your office team keeps full control and can override or adjust any allocation at any time. Updates are pushed to the engineer’s mobile app automatically, so there is no need to contact field staff by phone or text when a schedule changes.