Regain Control Of Your Field Service Activities With
WORK MANAGER
WORK MANAGER field service management software is used by companies that carry out both planned and reactive type work, catering for one-off, multi-day and recurring visits by individuals or teams. Now with AI-powered job scheduling — automatically matching the right engineer to the right job based on location and availability — WORK MANAGER gives you smarter control of your field service operation from first call to final invoice.
Current users are from:
- Installation
- Repair & Maintenance
- Construction Supply Chain
- Facilities Management
PRICE: £30/ user/ month
With all the features required to keep control of your field service activities from quoting, to work planning and through to invoicing, WORK MANAGER has it covered.
pro-Forms WORK MANAGER is built and hosted entirely in the UK. All your job data and mobile form submissions stay in UK data centres – meaning simpler GDPR compliance, no transatlantic data transfers, and support from UK-based staff during UK business hours.
Companies trust our field service management software to complete tasks faster, improve first-time fix rates and reduce technician downtime.
Just some of our field service management software users…
Field Service Features
What’s included in the Plan?
With all the features required to plan, issue, track & price jobs throughout each step of the process our field service management software has it covered.
> Android and iOS app versions
> Job scheduling, visual planner, location mapping
> Replace paper job sheets with unlimited mobile forms
> Customer Portal, sites and Journal
> Vehicle management, mileage & checks
> Quote management
> Job Costing/Pricing
> Inventory & parts management
> Integrations & connectors
> Set-up, configuration & training
Field Service Management Features in more detail
Job Planning & scheduling
- Visual Job Planner – day, week, month.
- AI-powered job scheduling.
- Location mapping.
- Real-time job status updates.
- Set default forms for job types.
- Send customer reminders & operative digital profiles.
- Full job & visit history.
- Auto-populate job forms with job details.
- Bulk import jobs.
- Assign jobs to individuals or groups.
- Set recurring jobs.
- Assign priority codes.
- Full reporting with filters.
- Attach files to jobs to view on mobile app.
- Assign assets to jobs.
- Block out time for planned events.
Health & Safety Management
- Visual dashboard of key information.
- Create dynamic Risk Assessments.
- Create Risk Assessment templates for re-use.
- Create a library of hazards & control measures.
- Create COSHH Assessments.
- Add/ maintain Suppliers database.
- Comprehensive Accident logging.
- RIDDOR, injured party, day/ time/ body part reporting.
- Incident logging.
- Near miss logging.
- Add/ maintain Substances database.
- Maintain Substances Statements & required PPE.
Quotes & Inventory
- Raise Quotes & convert to jobs.
- Duplicate Quotes to save time.
- Email Quote directly to Customer.
- Set Quote expiry date.
- Set Customer reminders prior to expiry.
- Customer accept/ reject via online interface.
- Collect & analyse reject reasons.
- Add item lines directly from stored Inventory.
- Make Quote fields hidden/ visible.
- Customise & brand Quote email layout.
Job Costing & Invoicing
- Send draft invoices to Xero, Quickbooks or Sage accounting.
- Price visits, multi-visit jobs or consolidated jobs levels.
- Pre-set default pricing for job types.
- Create priced Work Items at individual Customer and site level.
- Full audit trail of changes made.
Mobile app
- Android & iOS versions available.
- Works on and offline.
- Save forms as ‘drafts’ prior to sending.
- Send Log summarises all traffic leaving the device.
- Includes geo-tagging & photos with annotation.
- Collect on-screen signatures.
- Configure job visibilty dration for mobiles.
- Full job details & map route displayed.
- Real-time job status updates.
- Retrieve previously submitted forms.
- Signal strength indicator.
- Encrypted data transmission between device & servers.
User Management
- Account types to separate office staff from field workers.
- Add individuals to ‘user groups’.
- Grant access to mobile forms by user group.
- Configure user working hours for job scheduling.
- Assign individuals to ‘teams’ for scheduling.
- Limit user access to reports.
- Set access permissions to features by user group.
- Bulk import users.
- Track user logins by date/device/app version.
- Collect & map user mobile locations.
- Archive users for reinstatement later.
- Set 2FA for admin user logins.
- Add & maintain user training & competencies records.
Who uses WORK MANAGER?
> Materials handling/ powered access equipment
> General service & maintenance
> Building maintenance companies
> Machinery/ equipment manufacturers
> Fire & Security and HVAC installation & maintenance
> Operated hire road sweeping
> Facilities managers
NEW FEATURE: AI-Powered Job Scheduling
WORK MANAGER now includes AI-powered job scheduling — automatically matching the right engineer to the right job, without the manual back-and-forth.
The AI engine analyses engineer availability, working hours, location and team assignments in real time, then suggests the optimal allocation for each job in your queue. It works alongside the existing Visual Job Planner, so your office team retains full visibility and control — with intelligent recommendations handling the routine decisions.
What AI scheduling does for your team:
- Reduces scheduling admin — stops office staff spending time manually cross-referencing engineer diaries, locations and availability.
- Improves reactive response times — instantly identifies the closest available engineer when an urgent call-out comes in.
- Fills gaps automatically — when a job is cancelled or completed early, the AI identifies the next best job to slot in rather than leaving an engineer idle.
Optimise your daily workload and routes using
the one-click Optimise button
Keeping your field service team running smoothly & efficiently
WORK MANAGER will help your business to run a more efficient and effective field service team by centralising job management, automating workflows, and improving real‑time communication across your workforce.
With features like intelligent engineer dispatching, mobile job management, asset tracking and digital forms, your field service team can complete tasks faster, improve first-time fix rate, reduce technician downtime, and minimise errors.
Managers will gain full reporting visibility into workloads and performance, enabling smarter resource allocation and improved customer response times. By streamlining operations and eliminating manual processes, WORK MANAGER will enhance productivity, boost customer satisfaction, and support long‑term business growth.
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.
Read more click here
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.