Every Job Confirmed, Staffed And Signed For

Confirm the job with the customer, assign the crew, track the materials that go into it, and capture a signature when it’s done. One work order holds the whole job from the customer’s yes to the invoice.

44%

of Medicaid-paid personal care services in New York from January 2021 to March 2023, worth $14.5 billion, had no matching electronic visit verification record.

Source: Office of the New York State Comptroller, Medicaid Program: Provider Compliance With the Electronic Visit Verification Program (2024)

Service jobs fall apart in the handoffs. The customer agrees to the work by phone, the office tells the supervisor by text, and the supervisor tells the crew in the parking lot. By the time anyone shows up, the scope has been retold three times and the crew is guessing which rooms are included.

Closeout is just as loose. Materials come off the truck and nobody writes them down, so they never make it onto the invoice. The crew finishes and leaves without anyone on site confirming the work, and two weeks later the customer disputes the bill. You have no signature, no materials list and no record of who was there.

ClearFM puts each job on a work order the customer has confirmed, assigns it to a crew, records the materials used, and captures a signature on site when the work is done.

Crews know exactly what they’re doing, materials make it onto the invoice, and a signed work order settles most disputes before they start.

What you get

Confirmed before the crew rolls

The job is confirmed with the customer before it’s scheduled, so the scope on the work order is the scope they agreed to, not the version the supervisor remembers.

Materials on the record

Track the materials that go into each job as the crew uses them. They stay on the work order for invoicing and for pricing the next similar job.

Signature at closeout

Capture the customer’s signature on site when the work is done. A signed work order is the strongest answer to ‘we never approved that.’

How it works

Confirm the job

Create the work order for the customer and site, with the scope, the date and any access notes, and confirm it with the customer.

Assign the crew

Assign the crew lead and the team. They see the site, the scope and the access notes on the work order instead of in a text thread.

Track materials

Record materials as they’re used: chemical, pads, filters, parts. The list builds during the job instead of from memory at the end of the week.

Capture the signature

When the work is done, the customer’s representative signs on site. The signed work order is ready to invoice.

Why teams run this on ClearFM

Crews arrive knowing the scope

A crew that shows up with the confirmed scope does the right work the first time. The stairwells are weekly, the conference rooms are extra, and the loading dock code changed in August. It’s all on the work order.

Materials stop disappearing from invoices

Materials used but not recorded are materials you paid for and didn’t bill. Tracking them on the job puts them on the invoice, and on time-and-materials work that’s often the difference between a profitable job and a break-even one.

Signatures end most disputes

A customer who signed the work order on Tuesday rarely disputes the invoice on Friday. When they do, the signature, the date and the scope are on the record, and the conversation is short.

Real job costs for the next bid

Labor and materials on completed work orders tell you what a job really took. The next floor strip at a similar building gets priced from that record instead of from a guess with padding.

Office and field see the same job

The office manager, the supervisor and the crew lead read one work order. Changes made in the office reach the crew, and notes from the field reach the office.

A history for every site

Completed work orders stay on the customer’s site record. When the property manager asks what you did there last spring, you open the site and show her.

Built for Commercial Service Providers

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Questions people ask

Can customers sign on site?

Yes. The customer’s representative signs the work order at closeout, and the signature is stored with the job along with the date.

What counts as a material?

Anything you want to account for on the job: chemical, pads, filters, belts, parts, carpet protector. Track the items that cost real money or that you bill for, and skip the ones that don’t matter.

How do work orders connect to invoicing?

The completed work order holds the scope, the labor and the materials, which is what the invoice is built from. Invoicing the job means billing what’s already on the record instead of reconstructing it.

Do crew members need their own seats?

Each person who signs in to ClearFM uses a team seat. Free includes two, Starter includes ten, and Professional has unlimited team seats.