Field Services Job Management System
NDA Client
Click to zoomOverview
End-to-end job management automation for an Australian field services firm. Handles job creation, technician scheduling, document generation, and financial sync across Outlook, NocoDB, SharePoint, and Xero, eliminating manual data entry across the entire ops cycle.
Stack
What needed solving
A field services business was managing jobs, technician scheduling, documents, and invoicing across disconnected tools. Data was being entered manually multiple times across systems, causing errors, delays, and missed billing.
How I approached it
A 90-node n8n workflow that connects every part of the ops cycle. Jobs flow from creation through scheduling, document generation, and financial sync automatically, with no manual data entry at any stage.
Step by step
- 01
New job request triggers the workflow via Outlook email or manual entry
- 02
Job details are parsed and stored in NocoDB as the central data layer
- 03
Technician scheduling logic assigns the right resource based on availability and location
- 04
Job documents are generated automatically and stored in SharePoint
- 05
On job completion, financial data is synced to Xero for invoicing
- 06
Status updates flow back to the client automatically via Outlook
- 07
The full job lifecycle is tracked in NocoDB from creation to invoice
Outcomes
- ✓
Manual data entry eliminated across the entire job lifecycle
- ✓
Job creation to invoice handled automatically with no human touchpoints
- ✓
Documents generated and stored without manual filing
- ✓
Financial sync to Xero removes duplicate entry between ops and finance
Key features
90 nodes covering the complete field services ops cycle
NocoDB as a flexible no-code database at the centre of the architecture
SharePoint integration for automatic document storage and retrieval
Xero sync ensures finance team always has accurate job-based billing data