OpenField

Job dispatch and field operations for service businesses

OpenField runs the operational cycle for service businesses that send crews out to client sites — scheduling the work, dispatching the job, capturing proof from the field, and turning completed visits into invoices.

It covers clients and service locations, quotes, recurring schedules, crew assignment, mobile evidence capture, timesheets, invoicing and accounting sync in one system, built on Drupal 11.

Work moves from enquiry to cash through twelve defined transitions: an enquiry becomes a client and a service location, a quote goes out and is accepted through a signed decision link, a recurring schedule generates individual visits, crews are assigned and rescheduled, field staff capture photographic evidence — including with no signal, replayed when they reconnect — timesheets are submitted and approved, and invoices sync to the accounting system with payments reconciled back.

A single state-machine service governs every transition, so the rules for what may change, by whom, and what happens next live in one place instead of being scattered across forms. The platform is multi-tenant by construction: each operating business gets an isolated tenant with its own clients, schedule and books, which also lets a group or network run many businesses on one install with consolidated read-only oversight.

Key features

Client, contact and service location records with site access instructions and risk notes
Public enquiry intake routed automatically by service area
Quotes with line items, accepted by the client through a signed decision link
Recurring schedules that generate individual visits
Job dispatch: assignment, rota, reschedule and substitution rules
Mobile field app with offline evidence capture and replay on reconnect
Photographic proof of work linked immutably to the visit
Job outcomes and failure reporting straight from the field
Timesheet submission, approval and locking
Receivable invoicing with reasoned expense lines
Supplier self-billing
Accounting sync with payment reconciliation
Multi-tenant isolation: every record stamped with the business that owns it
Group oversight: read-only reporting across operating businesses
Three addressing options: platform path, subdomain, or the customer’s own domain
Five business roles with restricted-field overlays for pay and financial data
Immutable audit log on every state transition
Notification delivery log with resend on failure
Tenant-scoped public website pages per operating business
96 pages across public site, field app, operations console and platform admin
One state machine service governing all twelve workflows

Use cases

Recurring Site Services

Cleaning, landscaping, grounds and facilities rounds: generate visits from a schedule, dispatch the crew, and prove the work was done.

Reactive Callouts & Repairs

Take the enquiry, quote it, dispatch it and invoice it without the job ever leaving the system.

Multi-Site Contractors

Run many client locations at once, with access instructions, risk notes and site contacts held against each one.

Groups & Networks

Give each operating business its own isolated tenant and books, with consolidated read-only reporting for head office.

The public-facing site a field-service business publishes to win work, showing its services, credentials and the route into requesting a quote.
The public enquiry form a prospect completes, capturing the job, the address and contact consent so a lead arrives ready to be worked.
Every live lead on one board from new through to won or lost, with qualified leads queued for conversion so none of them sits unworked.
One lead opened up with the captured need, its qualification fields, the workflow actions currently permitted and a full activity trail.
The priced quote built line by line with quantities, discounts and tax, alongside its version history so what was sent is never guessed at.
The quotation exactly as the customer receives it, setting out priced and optional lines, terms and payment conditions on a single page.
The page a customer opens from an emailed quote to read the priced lines and terms and then accept or decline without creating an account.
The working day at a glance for the office: visits running now, leads to qualify, timesheets awaiting approval and money past its terms.
A whole month of scheduled work laid out as a diary grid, so a gap, a clash or an overloaded day is visible before crews are committed.
Repeat maintenance agreements with their frequency, start and end dates and how far ahead visits have already been generated from them.
The whole field workforce with skills, qualifications, experience and employment type, so only competent people are sent to a given job.
The field worker phone view of today: the next action, every assignment with its time window and address, and anything queued offline.
Photographs and documents captured on site and linked to the visit, including items still held on the device while it is out of signal.
A field worker own hours split into what still needs them, what has gone to the office and what has been approved and locked.
One submitted hours claim with its travel, correction history and linked evidence, so the office can approve it or return it with a reason.
Every invoice with its type, total, due date and status, so money that has slipped past its terms is visible while it is still collectable.
Incoming payments matched against invoices, with unmatched receipts held next to candidate invoices so the ledger can be reconciled by hand.
Self-billed invoices raised to subcontractors from their approved hours, each showing the period covered, the total and its payment status.
Every push and pull against the connected accounting system with its outcome, attempt count and error code, so a failure can be re-queued.
Work the system could not resolve on its own, each row naming the condition, why it arose and the only correction the rules permit.
A timestamped trail of who changed which record and of refused access attempts, so any decision can be explained long afterwards.
Every franchise partner side by side on territory, clients, commercial position and work delivered, giving the group one comparable view.

Tech stack

  • Drupal 11
  • PHP 8.3
  • MariaDB / MySQL
  • Twig
  • Offline-capable Field App
  • Accounting API Sync

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