Turn every booking into a ready job sheet

The problem

Between the booking and the work, details get re-typed, and re-typing loses things. A customer explains the job on the phone. Someone writes notes. Later, someone else types those notes into the job system, or a dispatcher builds a job sheet from a calendar entry that says "Smith, furnace, 10 AM". The access code, the model number, the dog in the yard and the customer's request for a text before arrival live in the first person's notebook, if anywhere.

So the technician arrives without the right part or can't get in. A second visit gets booked. The customer repeats themselves. The office spends the afternoon on calls that a complete job sheet would have made unnecessary.

The same pattern shows up outside the trades. An event venue re-types a booking into a function sheet for the kitchen. An accounting firm re-keys a new client's details into its practice management tool. Every copy is another chance to get something wrong, and nobody notices until it matters.

What we build

We build the flow on Maestro, our workflow automation, fed by Concierge, our AI sales and service agents, or any other booking source.

1. We define the job sheet for each job type. Together we list what a technician, chef or consultant needs before they start: fields, checklists, parts or materials, photos, access notes. Each job type gets its own template.
2. The booking captures those details up front. When Concierge takes a booking, it asks the questions the job sheet needs. Bookings from your website, your team or a marketplace are matched to the same template, and gaps are flagged.
3. Confirming the booking creates the job sheet. The moment a booking is confirmed, Maestro creates the job in your job management or field-service tool with the customer record, address, job type, notes, any photos the customer sent and the checklist for that type.
4. The job is assigned. Assignment follows your rules: skill, area, availability, or a dispatcher's review queue. The assigned person gets a notification with the job sheet.
5. Missing information is chased before the visit. If a required field is empty, the customer gets a text asking for it: a photo of the unit's label, the gate code, a preferred arrival window.
6. The customer is kept informed. A confirmation, a reminder the day before and an on-the-way message, if you want one.
7. The job sheet feeds the invoice. When the job is marked complete, the same record starts invoicing. Nothing is typed twice.

You choose how much runs on its own. Some teams want every job sheet reviewed before it's assigned; others only want the exceptions flagged.

How it connects

• Concierge is where most of the detail comes from. It asks the job sheet's questions during the call or chat, so information is captured once, at the source. See appointment booking and after-hours answering.
• Cadenza (lead follow-up). The booking and the job both sit on the customer record in your CRM, so review requests, follow-ups and reminders for the next service visit run from the same history.
• After the job, the same record drives the invoice and payment reminders. The cycle from first call to paid invoice runs on one set of data.

For more ways to take routine admin off your team, read workflow automation examples for small businesses.

What we measure

Before launch, we review a sample of recent jobs with your team to count missing fields, re-keying errors and return visits. After launch, we report the same measures against the agreed targets.

• Time from booking to job sheet. Minutes from a confirmed booking to a complete, assigned job in your job tool. Measured from booking and job-creation timestamps.
• Job sheets with all required fields complete. The share of job sheets with every field the job type needs filled in by the time the job starts. Measured by checking job records against the template for their type.
• Handoff errors from re-keyed data. Mistakes such as a wrong address, wrong job type or missing note. Counted from a sample of jobs before launch and tracked after, with your team's input.
• Return visits caused by missing information. Second visits needed because a part, an access detail or another piece of information was missing. Measured from a reason code your team records on each return visit.