Follow a maintenance request at Kernpunt Technical Services. See what the office needs, what the technician takes along and how the service agreement informs invoicing. Kernpunt and the customer details are fictional.
Start the work order with the equipment and customer request.
The air conditioning at De Waal Bakery is not cooling properly. Emma asks whether someone can visit on Thursday. The office has a report and a preferred day, but not a complete job yet. Which unit is affected, what was done before and which maintenance agreement applies?
Connect the report to the bakery and its equipment. Keep Emma's description with the work order and service agreement. Sanne can find those details while preparing the visit without asking the customer to explain everything again.
The air conditioning is not cooling properly. Can you come on Thursday?
Make clear which work the agreement covers.
Routine maintenance may be covered by a service agreement while a replacement part costs extra. Check coverage first. If new approval is needed, prepare a proposal covering work, materials and any call-out charge.
Record changes with the same work order and keep the original approval available. The quote and supporting document tell the technician what was agreed. A document requiring a signature can stay with the job through SignIQ.
Plan the technician's preparation too.
Sanne's example appointment lasts sixty minutes. The schedule also needs to allow for travel and materials. Reserving a time slot does not establish whether a filter kit is available.
Give the technician a short checklist: inspect the equipment, record the work and report anything unusual. Scheduling and route planning in the record show when the work takes place. Findings and materials used then belong with the work order.
- Air conditioning service10 Sept · 10:00 · Sanne VosScheduled
- Boiler fault10 Sept · 08:30 · Sanne VosCompleted
- Replace thermostat10 Sept · 11:30 · Sanne VosScheduled
Keep the visit report accessible to the customer and office.
Emma may ask a follow-up question on WhatsApp even though the original report arrived by email. The office needs access to the service report and agreement. The channel changes; the maintenance request stays the same.
Use the customer portal to share the bakery's appointment and service report. Keep internal preparation separate. The customer can read what was done, and your colleague has the background for the next conversation.
Air conditioning service. The shop's air conditioning is not cooling enough. Clean the filters, check the drain and measure the outlet temperature.
De Waal Bakery · Emma de Waal. The shop's air conditioning is not cooling enough. Clean the filters, check the drain and measure the outlet temperature. Agreements and feedback are kept with this record.
Invoice completed work under the service agreement.
At completion, check the work performed and materials used against the approval before preparing a draft invoice. An extra part and routine maintenance may have different billing arrangements.
For an ongoing service contract, you can use recurring invoices. Record the period and amount with that agreement and schedule the next maintenance visit separately. An invoice series does not replace visit scheduling.
Prepare the invoice from the job.
Check the work completed and materials used against the service agreement.
Air conditioning service · WB-2026-118
Amount and invoice date: as specified in the reviewed quote or agreement.Example data. Actions stay in this demo. Nothing is sent, signed or invoiced.
Shape the work order around the work you do.
Air conditioning needs different details from an EV charger or boiler. Start with one common job and identify the equipment details, checks and statuses the technician needs. Add a serial number or measurement while keeping customer details, documents and invoicing connected.
Try your own field and work stages below. Review the setup using a familiar work order before adding more types of work.
Turn your work into an initial setup.
Try a proposal, edit it and see the result in this demo. This example uses preset proposals for each workflow. Later, you can work with Rio on a personal example for your business.
Changes apply only to this demo and are cleared when you reload or switch industries. We discuss availability and the setup of your own workspace with you personally.
