Service business software: appointments, work orders, and collections in one flow

Example scenario: Picture a firm in Izmir installing and servicing air conditioners. In the morning an office asks for a maintenance appointment, at noon a homeowner reports a fault with a photo, and in the evening accounting asks which of last month's invoices are still unpaid. The appointment sits in a calendar, the work order in a notebook, the invoice in the accounting program.

The price of this scatter is paid at the end of the job. The work was done but not invoiced; or the invoice was issued, but nobody saw that it was overdue. The software's job is to tie the links of the chain to the same record.

At service businesses appointments come by phone, WhatsApp, email, or the web form. Whoever answers the phone writes the appointment in their own diary; the technician learns about it from a WhatsApp group. When the customer calls to confirm the day, someone else picks up and knows nothing about it.

What most often goes missing from an appointment record is the description of the job. The air conditioner is not cooling and the air conditioner is dripping water call for different materials and different time. When the customer's own words and any photo they sent go on record with the appointment, the technician sets off properly prepared.

At a pest control firm an appointment needs preparation too: the customer is told in advance what to put away, where to keep pets, and when it is safe to go back in after the treatment. If this does not go on record with the appointment, the crew waits at the door, the job is postponed, and the customer has to set aside another day.

In Corex360 WhatsApp and Instagram are gathered in the same inbox, and the web form, email, and PBX calls are tied to the customer card. PBX calls are made from the browser, and the call history sits on the card of the calling number. The appointment is opened as a task, assigned to an owner, and put on the calendar.

A work order is the appointment on its way to the field. The address comes from the customer card, the job is written in the customer's own words, a technician is assigned, and the materials needed are noted. If the team has been to the same address before, the earlier service note sits next to the work order.

The plan changes during the day. An urgent fault jumps ahead of the maintenance planned for the morning, a customer postpones, a technician falls ill. If the change does not go on record, the office knows one thing and the field another, and the customer waits in between. When a work order changes, whose desk the change lands on matters as much as the work order itself.

In Corex360 the field team sees the day's plan in one list on the phone: visit, address, vehicle, and open job side by side. When the technician finishes, the note and photo go in from the app; the report is tied to the customer card, and the photo stays in the service record and comes up for the technician on the next visit. We told this day hour by hour on the field and operations page.

At a service business the customer is rarely a one-off. The air conditioner is serviced every year, pest control is repeated at intervals, and the lift needs regular checks. A different technician may go each time; if the earlier visit's details are not in front of them, the same questions are asked again for the same fault.

In Corex360 every visit, task, and field report takes its place on the customer card's timeline. The note and photo from the earlier report, the complaint the customer wrote on WhatsApp, and the quote given all sit on the same record. Before setting off, the technician sees which part was replaced last time, and the customer does not have to explain everything again at every visit.

At service businesses the invoice is often issued days after the job, because accounting learns the job is done from the paper the technician brings back in the evening. If the paper is lost, the invoice is never issued, and the business forgets to ask for payment for work it did. In Corex360 the contract sits on the customer card, which also has a Finance tab.

A late payment often stays one person's problem. Accounting knows, but sales is who talks to the customer, and sales does not know because it never sees the finance screen. The customer asks for a new appointment, the team goes, and the old balance is never mentioned.

With small jobs this happens even more often. Nobody thinks a single service invoice is worth a call; invoices pile up, the list is long at month end, and it is unclear which customer to talk to. A task opened on the first day of delay stops the pile before it starts. The conversation with the customer gets easier too: a polite reminder about one invoice is far more comfortable than a call about a backlog.

In Corex360, as a due date on the payment plan nears, the rule opens a task and carries it into the morning briefing. We described the invoice, payment plan, and attendance side on the accounting and HR page.

Scheduled maintenance is one of a service business's steady revenue lines, and also one of the easiest to forget. The maintenance date sits in one employee's calendar, and when that employee leaves, the calendar leaves too. Nobody remembers until the customer calls.

A customer with a maintenance contract expects the business to remember them; when it does not, they have no reason to renew. A scheduled visit made on time shows that the contract is alive in practice and not just on paper.

In Corex360 X AI follows rule-bound work. The contract's start and end dates sit on the contract card; in the report X AI gives every morning it shows pending jobs and unanswered quotes, and it stops to ask you when money or a contract is involved. An example of a maintenance contract that runs with the seasons is in pool and spa maintenance contracts. The quote follow-up, service day, and field report rules came out of Savaş Grup's own work.

The CRM's activity screens include the activity center, my tasks, meetings, appointments, notes and the agenda, and customer support tickets are tracked on a screen of their own. A task can wait for approval and gets an automatic code. The maintenance contract's start and end dates sit on the contract card. When the job is done, the sales invoice is issued in the Accounting module. X AI reports pending work every morning, sends an end-of-day summary, and stops to ask on money and contract decisions.