Implementation guide, Service and maintenance
How to replace Excel for service and maintenance tracking?
- Author
- PureField
- Published
- Updated
A service tracking program is software that keeps work orders, device history, service reports and billing in one system, not in separate spreadsheets. PureField connects these records on one platform, with Copilot and digital employees working on PAIOS. Excel can remain a starting point until several people update records or jobs link to stock and invoices.
When Excel is enough and when it stops being enough
A single spreadsheet works well for one person handling a small number of jobs. Three signals show when it is time to move:
- How many people update service records at the same time
- How many work orders open each month
- Whether jobs need to link to stock, orders or invoices
When two of these signals grow, records spread across several files and it becomes hard to give a customer the same answer from one source.
Comparing Excel with a service tracking program
The table below lists the criteria to check when choosing how to track service work.
| Criterion | Excel spreadsheet | PureField |
|---|---|---|
| Shared updates | One file is passed between people and edited in turn | Customer, device and work order records sit in one database, opened by role and module |
| Field work | The file travels to site and updates return to the office later | Technicians see their own work orders in the mobile app and scan the device QR code |
| Device history | Each detail lives on a separate sheet | Warranty, maintenance and service reports stay together on the device card |
| Billing link | Invoices are created in a separate file | An invoice is created from a completed service report with Service Billing |
| Access control | Access depends on file sharing settings | Permissions are set for each user and for each module |
Five service records that spread across Excel tabs
- Device history: last service, warranty and next maintenance date sit on different sheets.
- Work order status: assignment, dispatch and closure are spread over several columns.
- Service report: photos, signatures and customer approval stay outside the file.
- Payment and invoice: the link between a closed job and its invoice is built by hand.
- Customer record: the customer's devices, quotes and service history are kept in separate places.
Moving from Excel in four steps
- Map the columns: list the columns you use most in the last three months and match each one to a field on the customer, device or work order record.
- Set required fields: agree on the minimum data for a customer, a device and a closed job, such as serial number, warranty date and next maintenance date.
- Enter the first records: start with active customers and their devices, then add open work orders. Move records in batches so each batch can be checked.
- Run both in parallel: keep the spreadsheet as an archive and check the new system against it for the first two weeks.
How a technician closes a work order in the field
The technician opens the work order in the mobile app and scans the device QR code to reach its history. Before and after photos are added to the report, and the engineer and the customer signatures are captured. When the job closes, the report is created as a PDF and sent by email. The office sees the same record in the web panel, finishes any draft report there, and sends it to the customer. The data is entered once and used across the team.
Reminders for preventive maintenance
When a device has a next maintenance date, a reminder email is sent to the customer as the date approaches. After the reminder, the team opens a service request or work order for the visit, so the maintenance plan stays in the hands of the service manager.
Billing and collections after the job
A completed service report can be used to create an invoice through Service Billing. Payments and collections are tracked in the accounting module, so the customer record shows what has been billed and what has been paid. Invoices and payments follow the same customer card as the service history.
Permissions and data protection
Each user gets access to the modules their role needs, so technicians, service managers and accounting staff see different parts of the same customer record. Set access rules before the first import. Data protection duties depend on your country and sector, so consult a legal professional for compliance questions.
Evidence
- Customer card
- Customer, device, quote and service history are linked on one card.
- QR device record
- Warranty, maintenance date and documents are kept on the device card, and the technician reaches its history by scanning the QR code.
- Service report
- Before and after photos and engineer and customer signatures are added, and the report is produced as a PDF and sent by email.
- Service Billing
- An invoice is created from a completed service report.
- PM reminder
- A reminder email is sent to the customer when the next maintenance date approaches.
Bring your current Excel service log to a demo and we will walk through it with your own work order flow. Book a demo
Frequently asked questions
Can I start service tracking in Excel?
Yes. A single spreadsheet is often enough for one person and a small number of jobs. Consider moving when several people update the same records or when jobs need to link to stock and invoices.
How long does a switch from Excel take?
It depends on record volume, team size and the number of modules you move. Share your current spreadsheet during a demo and we will outline a plan for your workflow.
How do I keep my existing Excel files?
Keep them as an archive after the move. List which records will be carried over first, then run both systems side by side for the first two weeks.
How does a technician close a work order in the field?
The technician opens the work order in the mobile app, scans the device QR code, and adds photos and signatures. When the job closes, the report goes to the office, which sends it to the customer from the panel.
What should I check for data protection?
Define which user can access which customer and device data before the first import. Data protection duties depend on your country and sector, so get advice from a legal professional.
How much does it cost?
Pricing is shared through a tailored offer. Send the quote form and we will prepare one based on your record volume and the modules you need.