This training is designed for field technicians using the QuickService Android mobile software in the field.
It covers both work tickets and invoices. Use the shortcut buttons below to skip ahead as needed.
Note: This training includes the Android tablet version. Screen layouts for the Android mobile phone version of QuickService may vary slightly.
Opening a New Work Ticket
When first logging in to QuickService on an Android devise, the Home screen lists all work tickets available to the technician. Only 1 work ticket is listed below.
Checking the box on the left of the work ticket opens a menu for the user to upload (the complete) work ticket to the office, return an incomplete ticket to the office, or delete it from the mobile devise. Settings in the office give users permission to delete work tickets from the field.
Tap the Plus button on the top left of the screen to add a new work ticket or new quote from the field.
In the screenshot below, a work ticket is created in the office and dispatched to the field technician.
Either touch New Work Ticket Available to sync with office, or touch the Download More button to check if there are any new work tickets to download.
The screenshot below, the new work ticket is listed on the Android devise. If there is a list of work tickets on the mobile devise, users can search for a specific one using the search bar across the top of the screen. Tap a specific work ticket in the list to open it.
After touching a listed work ticket to open it, the user can view or edit the work ticket details. Note the different work ticket fields like Schedule Date, Promise Time, and Job Type.
Navigation buttons across the top of the screen allow the user to access other information about the work ticket, like location info, installed equipment, timecard (hours worked job), and service agreements.
Location Information
Tap the Location button to view customer info like address and phone numbers. If the field user is granted the user-rights from the office, location data can be edited and updated back in the office.
Touching the menu button on the top-right of the Location screen allows the user to edit location info, get driving directions or find the address using GPS.
Location Information – Work Ticket History
The user can download work ticket history for this location by touching the All Visit History button after touching the Menu button. Select a date range and tap Search.
The second screenshot shows 1 work ticket for this location in the last 4 months.
Location Information – Equipment
Touch the Equipment button along the top to view all installed equipment at this location. The list of equipment can be searched by using the bar across the top.
Touch a specific piece of equipment in the list to view details about it. Tap Meter Read Date to enter a new date and meter reading for the equipment.
Touching the Menu button in the bottom-left corner, then Work Ticket Tasks to show list of PM tasks to complete for jobs generated inside the QuickService Project Manager.
Location Information – Timecard
Touch the Time button to view the technician timecard for this work ticket. Start and stop times based on work ticket status changes (Quoted, Pending Dispatched, Dispatched) are shown. If the field user is granted the user-rights from the office, timecard data can be manually adjusted from the field by touching an item in the list.
Location Information – Agreements
Touch the Agreement button to view standard service agreements for this location. Details are visible for each agreement. Other agreements for the same location can be viewed using the drop-down menu.
Touching the Menu button in the bottom-left allows the user to view all work ticket history for that agreement.
Location Information – Projects
Touch the Project button long the top to view commercial service agreements and installation projects for this location. Details are visible for each project. Other projects for the same location can be viewed using the drop-down menu. Different pieces of equipment on the project can also be viewed using the equipment drop-down menu.
Touching the Menu button in the bottom-left allows the user to view all work ticket history and add a new work ticket for that project.
The work ticket example below is generated from a Project Manager commercial PM.
Editing Work Tickets
When editing the work ticket itself, the user touches fields like Status to edit them. This allows the user to change the Status from Dispatched to In Progress.
The arrow on the right-side of a line allows the user to edit the data in that field. Text-boxes have key words that can be selected to automatically fill in info linked to the key words.
If the field technician has recommendations for future work, he enters them on the work ticket screen where they can be reviewed and a quote sent out from the office. Depending on the specific Android devise, field techs can talk into the devise and it will dictate text directly into the text boxes.
After making any changes to the work ticket, the user must tap the Menu button on the top-right and touch Save.
To take a photo with the Android devise and save it with the work ticket, tap the Menu button, then select Take Picture. Multiple pictures can be saved for each work ticket if needed.
To open the invoice for the work ticket, tap the Menu button, then select Invoice to open the invoice.
The invoice for the work ticket is shown below. The user can view or edit details as needed, including entering info into the invoice Description textbox.
As with work tickets, touching the arrows on the right of the screen allows users to edit fields and select key words for text-boxes.
Editing Invoice Line Items
To view, edit, and add new items to the invoice, touch the Items button along the top. The items listed below were part of the original PM.
Touch the Plus button to add a new item to the invoice.
Adding a Part:
After touching the Plus sign and selecting Parts from the Items screen, the window below opens. Touching the arrow on the Part ID line allows the user to search for and select the correct Part.
The newly added Part is below. Be sure to adjust any fields needed like Markup rate, cost, text description, and whether to Charge, Tax, and Print the part on the customer invoice.
Also tap Equipment Serviced and select the correct piece of equipment the part was used on.
Touch Save for each Part added once complete.
Adding Labor hours:
After touching the Plus sign and selecting Labor from the Items screen, the window below opens. Fill in the data, including selecting the correct technician and discounts and customer rates applicable. Manually adjust billable and actual (cost) hours and billing rate and cost rate if needed. Select the equipment the hours apply to, and whether to charge, tax, and print the hours. Text description is on the bottom. Save any changes.
Note: If labor hours are setup to automatically be added to invoices directly from the timecard, they will be added once an invoice is returned to the office. If the field tech collects COD payments in the field, then this is a problem and billable hours should not be automatically added to the invoice.
Adding a Service Item:
After touching the Plus sign and selecting Services from the Items screen, the window below opens. Touching the arrow on the Service ID line allows the user to search for and select the correct Service.
The newly added Service is below. Be sure to adjust any fields needed like rate (price), cost, quantity and customer discount. Enter a text description, and whether to Charge, Tax, and Print the service on the customer invoice.
Also tap Equipment Serviced and select the correct piece of equipment the Service is applied to.
Touch Save for each Service added.
Adding a Misc item:
After touching the Plus sign and selecting Misc from the Items screen, the window below opens. Manually fill in the data, including price, cost, and customer discount. Select the equipment the item applies to, and whether to charge, tax, and print the item. Text description is on the bottom. Save any changes when complete.
Adding a new piece of Installed Equipment:
Installed Equipment is tracked as being located on the customer site once it is added to an invoice. PMs and service work tickets can be tracked for this equipment.
To add a newly installed item, touch the Plus sign and select Equipment from the Items screen. The window below opens. Touching the arrow on the Equipment ID line allows the user to search for and select the correct Item.
The newly added Equipment is below. There are more fields to complete for installed equipment, including model and serial number.
If the user’s inventory data is complete and accurate, these will automatically fill in. Be sure to adjust any other fields needed like Markup rate, cost, text description, and whether to Charge, Tax, and Print the part on the customer invoice.
Touch Save once complete. The example below was not saved.
Adding a Flat Rate Task:
After touching the Plus sign and selecting Flat from the Items screen, the search screen below opens. Use the search filters on top to limit the tasks by type and category. On the right side of the screen, select the Price Type for accurately pricing the task on the invoice.
Tap the correct item to add it to the invoice. All associated Parts, Labor, and other items will also be added to the invoice. Only the task itself will be charged to the invoice. The cost of the other items will be added.
In the example below, the Flat Rate Task was not saved to the invoice.
Note: To add a flat rate task the Invoice Type Flat Rate must be selected first.
To use bar code scanning to add items to an invoice, contact the QuickService training department for assistance setting it up. The feature is accessed from the Invoice Items screen by touching the Menu button, then selecting Bar Code Scan.
Touch an item in the list to open and edit the details. To delete an item, tap and hold it until the user has the option to delete the item.
Payment, Signature & Completing the Ticket
From the invoice screen, tap Payments along the top if the user is collecting a payment in the field. Touch the Total Sum button and fill out the payment details as needed. Save once complete.
Multiple payments can be made on 1 invoice. To add another payment, tap the Plus sign again and enter in the information.
If a customer signature is required, return to the work ticket screen using the Back arrow. Touch the Menu button on the top-right and tap Final Authorization. The customer can sign directly on the screen.
Touch OK to save the signature, Reset to clear and try again.
Multiple signatures can be saved for each work ticket if needed.
Return to the invoice screen and touch the Complete button. Touch the Menu button and Save the change. Next, tap the Menu button again and select to email the invoice to the customer, to the field user, or send it directly back to the office.
Note: Invoices and other documents in QuickService can’t be printed from an Android device.
If the tech needs to quote the work to the customer before beginning, the user must build the quote by adding all items to the invoice, then emailing it to themselves. The customer can view the quoted invoice in the tech’s email and accept the quote by signing on the work ticket Final Authorization screen.
