How to Automate Service Fusion

Service Fusion is where the call becomes a job and then an invoice

HVAC shops, plumbers, electrical contractors, appliance repair firms and locksmiths make up most of Service Fusion's customers, which tells you what it is for: unglamorous work booked at somebody's house and done by a technician with a phone. It belongs to EverCommerce, and a couple of dozen other trades run on it too.

One customer record holds the contact details, the service history, the estimates, the contracts and everything anyone has said to them. Jobs get dragged onto the schedule and assigned. Technicians carry the mobile app, which pushes the day's work out and takes back photos, signatures and notes. Estimates arrive pre-populated with your own service rates and tax, get signed in the field, and become work orders and then invoices without anyone keying them a second time. Money comes in by card or ACH through Service Fusion Payments, GPS Fleet Tracking says where the trucks are, and ServiceCall.ai deals with the phone.

For a shop with six vans and one person answering the office phone, that is the entire business on one screen.

The afternoon goes to websites that belong to somebody else

An electrical contractor's schedule is full of jobs that cannot start yet, and the reason is never inside Service Fusion.

The service change is waiting on the authority having jurisdiction, whose portal still says under review. The meter base swap needs the utility to send somebody, and that gets booked on the utility's own system. The panel quoted three weeks ago is on backorder at the supply house and the price has moved since. The homeowner's financing application is sitting with a lender. The rebate that made the EV charger affordable is administered on the utility's program site. Tuesday's job came from a home warranty company that wants its own authorisation number on the paperwork. The master licence renewal is on the state board's website.

Each one is a login, a search box and a status. Together they are somebody's whole afternoon, every week.

Service Fusion

Rebate and financing answers on the schedule Utility program approvals and lender decisions checked each morning, so a job is booked on an answer rather than on a hope.

Today's price on the panel you quoted Supply house stock and pricing read before an estimate goes out, so the margin is set on this week's number.

Nothing worked and left unbilled Completed jobs compared against the accounting system overnight, so a batch that never made it across shows up the next morning.

Everything with a job number attached is already handled

Service Fusion covers the inside of the job properly, and a shop that has not turned all of it on should do that first.

Scheduling and dispatching are drag and drop, with routes ordered for the day and adjustable while drivers are out. Automated pre-job text notifications tell the customer the technician is coming, which removes most of the calls asking where he is. Estimates carry your rates and tax automatically, convert into work orders and invoices, and can be signed on the spot with eSign. Service Fusion Payments takes card and ACH, and the QuickBooks integration carries the result into the books.

Every one of those starts from something Service Fusion created. A job exists, so it can be scheduled, texted about, completed, invoiced and paid.

The list in the previous section is not that shape. A permit status is a fact held by a municipality. A rebate approval belongs to a utility program office. A lender decides on financing and tells the homeowner, not the contractor. None of those has any reason to know your job number, and none of them will build an integration for a six-van shop.

Inspection dates, rebate approvals and financing answers can be waiting on Monday

A schedule full of jobs that cannot start is not a scheduling problem. What decides whether the work can go ahead is scattered across other people's systems, and it can be read every morning instead of when somebody remembers.

Financing applications checked with the lender, so the kitchen rewire is either booked or is a different conversation today. Utility rebate submissions tracked to approval, because a rebate that quietly failed is a customer who thinks they are owed money. Permit and inspection status pulled from the jurisdiction each morning, so no crew is sent to a site that cannot be worked.

Supply house stock and today's price for the panel, the wire and the breakers, read before the estimate goes out rather than discovered at the trade counter. Home warranty and property management portals opened for new work orders and their authorisation numbers, so those jobs enter the schedule on Monday instead of being found on Friday when payment fails.

Licences, insurance certificates and continuing education hours checked against the boards that issue them, well before the renewal date.

Nobody has to build anything for this to work

The whole list breaks down into the same four moves. Somebody signs in, looks at a page, writes down what it says and does something about it. Only the last part needs a person who knows the trade.

WebRun does the first three. It drives a real browser, signed in as your office is, on the schedule you set, inside a policy that names which sites it may open and what it may type. There is no API to wait for, no integration to commission and no add-on to buy first.

Anything that leaves the building is drafted, not sent. The estimate follow-up, the note telling a customer their rebate came through, the chaser on a sixty-day invoice: all written, all waiting on you. The looking happens overnight.

The cards below are the jobs contractors hand over first.