How to move from paper scheduling to software
Moving from paper scheduling to software goes smoothly when you do it in a fixed order: choose the software, move your customer list, enter the jobs already booked, run paper and software side by side for one week, then stop using paper on a set date and train your techs on a real job. Here is each step.
By Business Genie, Mesa, Arizona · Published · Updated
What a paper schedule costs you
A paper schedule’s costs never show up on a bill, but they are real. The book is in one truck, so the office can’t see it. When a customer calls to reschedule, someone has to find the right page. Notes from the last visit are in somebody’s head. There is no backup if the book is lost or rained on. And every job gets written down twice: once to schedule it and again to invoice it.
- The book is in one truckThe office can’t see it
- A customer reschedulesSomeone has to find the page
- Notes from the last visitIn somebody’s head
- No backupIf the book is lost or rained on
- Written down twiceOnce to schedule, again to invoice
Step 1: Choose the software and start a trial
Choose software for the essentials (scheduling, invoicing and payments, and a phone app your techs will actually use), then run the free trial on real jobs. Adopt the software’s way of working; don’t rebuild your paper system inside it. The guide to choosing field service software lists what to compare. Business Genie’s trial is one month, and you don’t need a credit card to start.
One row per tech, not a page per day
Step 2: Move your customer list
Start with active customers: name, service address, phone, email, and any notes that matter on the next visit, like a gate code, a dog, or where the unit is. A spreadsheet is enough. Most software can import one. With Business Genie, setup is free: the team moves your existing customer data in for you.
- Harper – Ellsworth – gate 4471Harper Residence(480) 555-0142E Ellsworth RdGate code 4471
- Dale Ortiz – Val Vista – DOG!Dale Ortiz(480) 555-01781480 S Val Vista DrDog in the yard
- Oak Ridge duplex – unit B, upstairsOak Ridge Duplex(480) 555-0120905 N Oak Ridge CtUnit B, upstairs
- Linden Ct – side doorLinden Court(480) 555-0163318 W Linden CtUse the side door
- Nair – 2231 Baseline – 555-0191Nair Residence(480) 555-01912231 E Baseline Rd
Step 3: Enter the jobs already booked
Put every job booked for the next two weeks into the software, with its time and the tech doing it. From that point on, new jobs go into the software first and nowhere else. See scheduling in Business Genie.
Step 4: Run both for one week, then stop
For the first week, keep paper and software side by side and check that they match each morning. When a week goes by with nothing missed, stop using paper completely. If paper stays around as a backup, the team never fully switches.
Mon, Oct 5
Step 5: Train techs on a real job
Skip the classroom session. Give each tech the iOS or Android app and walk them through one real job: open the day’s schedule, get directions to the address, do the work, create the invoice and take the payment. Most people learn it faster by doing it once than by being shown every screen.
- Do the workOn site
One day of a paper schedule, as it rides in the truck. Sample entries.
Questions about switching from paper
How long does the switch from paper to software take?
Most of the work is moving the customer list, and that depends on how many customers you have and what shape the list is in. With the list in a spreadsheet, it’s a short job. Expect the team to need a week or two before the new routine feels normal. Business Genie’s team does the setup and moves your data in for free.
What if my team resists using software?
Some resistance is normal. Make the software the only place jobs live after a set date, rather than an option. Start with the tech who is most comfortable with a phone, and let them help the others on real jobs.
Do I need to be good with computers?
No. If you can text and take photos on a smartphone, you can learn scheduling and invoicing in an app. Learn it by doing one real job from start to finish rather than by reading about every setting.
Put the schedule where the whole team can see it
Free setup: the team moves your customer data in for you. Then run a month free, on the web and in the iOS and Android app. No credit card to start.