Service Autopilot

1. Go to CRM > Clients or CRM > Accounts

   Open Service Autopilot and navigate to CRM then choose Clients or Accounts, search for the client record you will use, and select that client from the list.

2. Click Quick Add (+) icon then select Job > Waiting List OR Add a recurring job from client

   In the header click the Quick Add (+) icon and choose Job > Waiting List; alternatively, on the client account screen click Add a Job then select Add a recurring job to open the New Recurring Job overlay.

3. Fill required fields in New Recurring Job overlay (Job tab)

   In the New Recurring Job overlay under the Job tab use Select a Client, decide whether to create a work order for this job, and select a Schedule from the Schedule dropdown.

4. Add services and scheduling details in the bottom section

   In the bottom section use the dropdown menu to add a service line, enter the Initial Start date, enter the date you want the job to Start Recurring, assign resources (or leave unassigned to assign later), enter a Qty, enter a rate, enter Budgeted Hours (B. Hrs.), and enter the estimated Team Size.

5. Click Save at the bottom of the overlay

   After confirming all required fields and service line items are populated, click Save at the bottom of the New Recurring Job overlay to create the recurring job.

6. Open Scheduling > Dispatch Board to view or extend multi-day jobs

   Go to Scheduling > Dispatch Board, set the Date Range and click Load Date Range (or click Load Today Only), locate the recurring job instance, hover over the Actions menu, click Extend Job (Multi-Day), choose the number of days in the dialog, then click Apply.

7. Use Scheduling > Dispatch Calendar to edit or extend visits

   Go to Scheduling > Dispatch Calendar, click the dispatched job card to open the Edit Visit overlay, hover over the More menu in the overlay, click Extend Job (Multi-day), and select the number of days to extend.

8. Assign or confirm resources on the Dispatch Board if needed

   If resources were not assigned during job creation, open Scheduling > Dispatch Board and assign resources to the job instance there so Team Size and crew assignments update when staff clock in.

1. Open 7-Step Setup Wizard

   In Service Autopilot, launch the 7-Step Setup Wizard and stop at Step 2 to configure accounting sync settings (do not go past Step 2 before your sync is complete).

2. Select QuickBooks sync option in Step 2

   When Step 2 prompts about QuickBooks, choose the QuickBooks sync option (select Yes if you will sync with QuickBooks; if you do NOT sync with QuickBooks click No to continue).

3. Enter next invoice number and Sales Tax in Step 3: Invoice Settings

   In Step 3: Invoice Settings (Invoice Settings / Invoice Preferences area), enter the next invoice number to keep invoices in order and set your default Sales Tax rate so synced invoices use correct tax values.

4. Create test clients

   After finishing the wizard steps, create a couple of test clients in Service Autopilot to verify invoices and customer data sync correctly before running a full production sync.

5. Edit Invoice Preferences on an Account

   Go to CRM > Accounts, click the Account name, on the Review Invoice overlay click Edit, open Invoice Preferences, adjust the 'When to Invoice' setting (Monthly / Weekly / Daily) as needed, then click Save Account.

6. Run QuickBooks Comparison report

   Go to Reports > Report Center > SA Reports > QuickBooks Comparison and run the QuickBooks Comparison report to audit balances and identify mismatches between Service Autopilot and QuickBooks.

7. Use the Legacy App to enter payments

   On the Legacy mobile app open the Invoice screen, tap the Payment icon then tap Enter Payment, choose Charge / Enter Card / Swipe Card as applicable, then tap Make Payment so the invoice and payment appear in the client record in Service Autopilot.

8. Force a mobile-to-SA sync (Legacy App)

   In the Legacy App tap the Menu icon, select Sync Everything, confirm by tapping Yes to push/pull mobile changes into Service Autopilot immediately; alternatively use Pull to Refresh on the current screen.

9. Review and resolve sync errors daily

   Regularly run the QuickBooks Comparison report and correct data issues (fix corrupt QuickBooks data, remove invalid characters like colons in Service names, ensure account names and parent/child relationships are correct) to avoid snowballing sync errors.

1. Check QuickBooks file for corrupt data

   Open your QuickBooks file and verify there is no corrupt data; fix any data issues first (the QuickBooks Sync guide warns that corrupt or incorrect data will cause sync errors).

2. Open QuickBooks Connector

   With your QuickBooks file open, open the QuickBooks Connector program on the same machine; for the initial sync use your QuickBooks Admin login credentials and set QuickBooks to single user mode.

3. Close open invoices and payments in QuickBooks

   Ensure no invoices or payments are open or being input in QuickBooks before starting the sync because QuickBooks will block the Connector if an invoice or payment is open.

4. Click Force Sync button

   In the QuickBooks Connector, click the Force Sync button to start the sync, then do not close QuickBooks while the sync is running.

5. Monitor 'Recent Activity' and 'Messages' tabs

   Watch the Connector's Recent Activity tab to see items processing and the Messages tab for items that produced errors so you can identify invoices or customers that failed to sync.

6. Run Balance report and check QuickBooks Comparison in SA

   Run the Balance report in the Connector (QuickBooks Desktop) to update SA, then in Service Autopilot go to Reports > Report Center > SA Reports > QuickBooks Comparison to verify account and client balances match.

7. Resolve sync errors daily

   Review errors shown in the Connector Messages tab and the SA QuickBooks Comparison report daily (examples of causes include prohibited characters in Service names or merged invoices); correct the source data in SA or QuickBooks and re-run Force Sync until errors clear.

8. Sync field changes from mobile

   If using the Legacy mobile app, tap Menu, select Sync Everything, tap Yes to push mobile updates into Service Autopilot before running the Connector so contacts and invoice changes are included.

1. Tap Comments > Add Comment

   On the Job Detail screen, tap Comments > Add Comment, type your notes in the field, then tap Save to attach the comment to the job record.

2. Tap View Work Order

   From the Job Detail screen, tap View Work Order to open the printable work order for that job.

3. Tap Sign

   In the Work Order view, tap Sign to open the signature box, have the client add their signature on your phone, then tap Save to store the signature with the work order.

4. Tap Email icon

   After saving a signed work order, tap the Email icon, edit the email address in the confirmation dialog if needed, then tap OK to email the signed work order to the client.

5. Tap your photo on My Schedule > Clock Out

   When finished for the day, open the My Schedule screen, tap your photo, then tap Clock Out to record end-of-day time.

6. Tap Contact icon

   On a Job Detail, tap the Contact icon and choose an option to call, text, or email the client to notify them you are coming or to communicate job details.

7. Tap Skip icon

   If you need to skip a job, tap the Skip icon, enter a reason for skipping the job, then tap Done to record the skip.

8. Tap Map icon

   From the Job Detail screen, tap the Map icon to open your phone's map application and get directions to the job site.

9. Tap Truck icon

   Tap the Truck icon when you are ready to drive to the work site; tap it again when you arrive to record travel status.

10. Tap Start

    When ready to begin work, tap Start; if the client has multiple services, select the checkboxes for the services you are starting and acknowledge any attached job notes by selecting their checkboxes before tapping Start.

11. Tap Stop Job

    When the job is complete, tap Stop Job and on the confirmation dialog tap Yes to end the job.

12. Tap Schedule > Add Job

    On the Schedule screen select Add Job, use the search bar to locate and tap the service to open the Add Job screen, update assignee, schedule date, appointment start/end times, budgeted hours, quantity, rate and job notes as needed, tap Client to select a client, then tap Save to create the new job.

A cloud-based field-service platform that centralizes scheduling, invoicing, payments and automated workflows for service businesses.

Service Autopilot offers tiered plans (Startup, Pro, Pro Plus, Elite); the vendor provides demos and a pricing page with details.

Yes — the site offers personal tours and demo requests so you can see how the software will work for your business.

Yes — the platform supports mobile access for field teams to receive jobs, track time and attach notes or photos while on site.

Automations are configurable workflows that run automatically to perform repeatable, money-making tasks once set up, reducing manual effort.