Plumbing Scheduling and Dispatch Software

Phone and online bookings captured in one system with no duplicate entry. Job type and priority set at intake -- routine, urgent, or emergency. Customer address and property history pulled automatically when the address is recognised in the system, including previous job records, parts fitted, and any outstanding recommendations from past visits.

Available slot selection is based on real technician availability calculated using GPS-based travel time estimates via the Google Maps Distance Matrix API, not a generic calendar that assumes every job takes 45 minutes. When a time slot is offered, the system factors in where the nearest available technician is, what job they are currently completing, and how long travel to the new site will realistically take. Job time estimation draws on historical data by job type -- a hot water unit replacement is allocated a different time window than a tap repair, based on how long those jobs have actually taken on previous visits.

New customer records are created on first booking with contact details, site address, and property notes. Booking confirmation is sent by SMS and email automatically on confirmation, with a link to the customer's job status page.

Visual board showing each technician's live GPS location, current job status, and estimated time to completion. Skill set and certification displayed per technician so emergency jobs are matched to the right person, not just the nearest available body. Nearest-technician routing uses the Google Maps Distance Matrix API to calculate travel time from each technician's current GPS position to the job site, accounting for current traffic conditions.

Drag-and-drop job assignment from the unallocated queue. Emergency job insertion is handled without breaking the existing schedule -- the dispatcher sees the revised run order, affected technicians receive updated job notifications, and customers whose appointments shift receive automated ETA updates via Twilio SMS. Van stock inventory is tracked per technician: parts consumed on each job are deducted from the van's stock record, so the dispatcher can see whether the technician has the parts needed for the next job before dispatching them. When van stock falls below a reorder threshold for a commonly used fitting or valve, a parts replenishment flag is raised for the warehouse or parts supplier. End-of-day job count and hours worked per technician are recorded automatically for operational review.

Daily job list with full job details, site address, access notes, and customer history on mobile. GPS stamp on arrival and departure recorded automatically -- no manual time entry. Job notes with structured fields for fault description, work done, and parts used. Parts recorded in the job are automatically deducted from the technician's van stock inventory, keeping the parts-on-hand record accurate without a separate stocktake process.

Photo capture is attached directly to the job record with before-and-after geotagged images. The geotag confirms the photo was taken at the correct site address rather than added from the camera roll, which matters for insurance documentation and warranty claims. Geotagged photos can also capture compliance evidence for works that require proof of installation location under local plumbing codes. Task checklist for jobs with multiple work items. Job completion recorded in the app updates the dispatch board in real time. Offline mode captures all job data locally and syncs when connectivity returns, which is important for sites in basement plant rooms or rural properties with poor mobile coverage.

Booking confirmation by SMS and email on job creation. Day-before reminder sent automatically for scheduled visits, reducing no-access callouts that waste a technician's time. Technician on-the-way alert is triggered automatically when the plumber marks the previous job complete and departs -- the message is sent via Twilio SMS and includes the technician's name, photo, and a GPS-based ETA calculated at the moment of dispatch rather than at booking time.

This removes one of the biggest operational friction points in field service: the customer calling the office to ask where the plumber is, with the office unable to give a reliable answer. The real-time ETA is accurate because it is based on the technician's actual current location, not the schedule estimate from two hours ago.

Post-visit summary is sent with job notes and any recommendations for follow-up work -- presented in plain language the customer can act on, not internal technician shorthand. Follow-up prompts are generated automatically for jobs with parts on back-order or issues that require a second visit. All customer messages are logged against the job record so the office team can see exactly what was communicated and when.

Every visit recorded against the property address, not just the customer account. This matters when rental properties change tenants or a commercial site changes its facilities manager -- the job history belongs to the address, so the attending plumber always has full context regardless of who called. Fault description, work completed, parts fitted by model and serial number, and geotagged photos stored per visit.

Any plumber attending a return visit can view the full site history before arrival, including what was recommended on previous visits but declined by the customer, parts installed under warranty and the warranty expiry date, and any access or safety notes the previous technician logged. Outstanding issues and follow-up recommendations are visible on the property record so nothing falls out of the system. Historical job data is searchable by address, postcode, customer name, or job type. Property notes capture access codes, meter locations, preferred contact person for commercial sites, or known site conditions such as old pipework requiring careful handling.

Job completion triggers invoice generation automatically from the work record, pulling labour time from GPS-confirmed arrival and departure stamps, parts from the van stock deductions recorded in the mobile app, and any call-out or after-hours surcharges from the job type and time-of-day rules. Labour and parts pricing are applied from pre-loaded rate cards -- no manual calculation by the technician or the office. Flat-rate pricing for standard jobs and time-and-materials billing for non-standard jobs are both supported, configurable per job type.

On-site payment is collected by card or digital wallet through the mobile app. Invoice delivery by email with an online payment link for customers not paying on site. Integration to Xero or QuickBooks pushes the invoice and marks it as paid when payment is received, so accounting reconciliation is automatic rather than a data entry task at the end of the week. Compared to platforms like ServiceTitan and Jobber, a custom-built invoicing integration gives you control over the accounting mapping, the tax handling for different job types, and the invoice format -- which matters when your accountant or franchise agreement requires a specific output format.