Field Promax

Tips & Best Practices

Get the most out of FieldPromax with these workflow tips. Whether you are new or tightening up an existing setup, these recommendations save time, reduce errors, and keep your team productive.

Set Up Recurring Work Orders for Repeat Jobs

If you do the same job on a schedule (pool cleaning, lawn care, equipment checks), use recurring work orders. Pick a pattern — daily, weekly, monthly or yearly — assign the service provider and visit window, and FieldPromax creates each work order ahead of its date. Nobody has to remember to book the next visit.

If you sell maintenance plans or memberships that customers sign and pay for, use Service Agreements instead. It tracks the visits each customer is owed, creates their work orders, and handles billing and renewals.

Dispatch from the Calendar, Filtered by Crew

Stop searching for who is free. The dispatch calendar shows every service provider's day side by side — drag work from the Unassigned panel onto whoever has room, and use work groups to filter the board to just the crew you are scheduling. The map view adds live GPS, so you can see who is closest.

Give Customers the Customer Portal

Cut down on phone calls by giving customers the Customer Portal. They can see their upcoming and past visits, approve and sign estimates, send service requests, and message your office. Invoices are not shown in the portal yet, so keep sending those as you do today.

Use Profit Analysis to Track Material Margins

Knowing which jobs make money drives better pricing. The Profit Analysis tab on each work order compares what you billed with what each line cost you: parts, labor and subcontractors. Set your labor and product costs under Settings → Company → Profit Analysis so the numbers are real (see how). Review the profit reports (by service provider, work order or product) each month to spot weak-margin items and reprice them.

Set Up Checklists for Quality Assurance

Consistency keeps customers happy. Create checklist templates for your most common job types so they appear automatically on every work order. Checklists make sure service providers follow the right steps and do not skip safety or quality checks, which cuts callbacks.

Use Custom Pricing for Preferred Customers

If you give certain customers special rates (commercial accounts or high-volume customers), set up custom pricing with price levels. Once a customer is linked to a price level, their work orders and estimates use those prices automatically.

Configure Notifications to Keep Everyone Informed

Good notification settings keep the whole team aligned. Set up:

  • Admin emails for approved estimates, submitted service requests, and completed work — with CC lists for anyone else who should know.
  • Service provider texts and pushes for schedule assignments, changes, and the reminder before each visit.
  • Customer texts for schedule confirmations, in-route alerts, and reminders that cut no-shows.

The Notifications tour shows where each of these lives — texts on the Text Messages settings page, admin emails on each feature's settings page, and per-service-provider switches on the user record.

Regular Data Hygiene

Over time, duplicate records and outdated data slow down searches and cause confusion. Follow these practices:

  • Clean up duplicate customers — Search your customer list for duplicates. There is no merge, so check which record holds the work order history before you delete the extra one.
  • Close out finished work orders — Close jobs that are invoiced and paid so your open work order list and dashboard counts stay meaningful.
  • Review inactive users — Deactivate the accounts of people who have left the company so they can no longer sign in.
  • Update your product list — Remove discontinued products and keep prices and costs current, so invoices and profit analysis are right.
  • Verify integration connections — Check your QuickBooks or Xero, Stripe, and Google Calendar connections under Settings → Integrations every quarter, and reconnect any that have dropped.

Tip: Schedule a monthly 30-minute system review: check notifications, review reports, clean up data, and verify integrations. Small regular checks prevent big problems later.

Additional Optimization Ideas

  • Use Settings → Company → Application Features to switch modules on or off as your business changes. See the Company Settings tour.
  • Set the Startup Page (Settings → Company → Startup Page) to the screen your team uses most, such as the dispatch calendar or the work order list.
  • Train new service providers with an onboarding session covering the mobile app, timekeeping, and checklists.
  • Mark your go-to reports as Favorites so they sit at the top of the report list.

Next Steps