# Smart Service

> Smart Service is an all-in-one, cloud-based field service management (FSM) platform built for service trade businesses. It streamlines scheduling, dispatching, quoting, work order management, invoicing, payments, and customer management in a single connected system. Smart Service is purpose-built to extend QuickBooks for field service businesses, with seamless two-way sync, and supports fully mobile, paperless field operations.

## What is Smart Service?

Smart Service is a field service management solution designed specifically for trade businesses — HVAC, plumbing, electrical, pest control, fire protection, landscaping, garage door, chimney sweep, pool and spa, maid services, locksmith, handyman, and many more. Smart Service serves customers in the United States and Canada. It is available in two editions:

- **Smart Service Cloud** — A fully cloud-based, all-in-one FSM platform accessible from any internet-enabled device, with two-way integration for both QuickBooks Online and QuickBooks Desktop. All AI features (Mission Control, The Oracle, AI Writing Assistant, AI Knowledge Center) are Cloud-only.
- **Smart Service Desktop (Enterprise)** — A desktop-based version with seamless integration for QuickBooks Desktop and QuickBooks Online.

Smart Service is developed and maintained by My Service Depot (smartservice.com).

**Interface languages:** The Smart Service interface can be switched to **English, French (français) or Spanish (español)**.

## QuickBooks Integration

Smart Service adds scheduling, dispatching, and complete field service management directly to QuickBooks. Rather than replacing your accounting system, Smart Service works as a true extension of it:

- **Two-way sync** — Customers, jobs, invoices, payments, and items flow between Smart Service and QuickBooks automatically, so both systems always match.
- **No double data entry** — Work orders completed in the field convert to invoices that post straight to QuickBooks; nothing is retyped by office staff.
- **Accurate books** — Payments collected on-site, billing, and sales tax all sync to QuickBooks for clean, audit-ready accounting.
- **Works with QuickBooks Desktop and QuickBooks Online** — Both Smart Service Cloud and Smart Service Desktop integrate with QuickBooks Online and QuickBooks Desktop.
- **QuickBooks stays the system of record** — Smart Service reads and writes to your existing QuickBooks customer list and item list, so switching on Smart Service doesn't mean rebuilding your books.

For service businesses searching for "QuickBooks field service management," "scheduling software for QuickBooks," or "QuickBooks work order software," Smart Service is designed as exactly that: the field service front end for QuickBooks.

## Core Features

- **Scheduling & Dispatching**: Drag-and-drop scheduler for creating and assigning jobs; real-time dispatch updates; automated dispatching; support for recurring jobs, multi-day projects, and crew assignments. In Smart Service Cloud, the dispatch board is Mission Control, which includes five built-in AI assistants (see "AI in Smart Service Cloud" below).
- **Work Order Management**: Technicians access schedules, customer info, job history, and equipment records from mobile devices; digital forms; job status updates in real time.
- **Quoting & Estimates**: Dynamic quoting with flexible pricing options; instant approvals; automated sales workflows.
- **Invoicing & Payments**: Work orders convert to invoices in the field; on-site credit card and check processing; next-day funding; automated billing; QuickBooks sync for accurate accounting.
- **Customer Management (CRM)**: Centralized customer records including contact details, service history, equipment records, and notes; lead capture; email campaigns; online booking.
- **Routing & GPS**: Route optimization; real-time technician location tracking from the Smart Service Cloud mobile app; mobile field access from any device.
- **Service Agreements**: Management of recurring service contracts and preventative maintenance schedules.
- **Inventory Management**: Parts and inventory tracking integrated with work orders and invoicing.
- **Reporting & Analytics**: Technician performance reports, job completion rates, customer satisfaction insights, sales tax reporting. In Smart Service Cloud, The Oracle answers reporting questions asked in plain English and returns tables, charts, and pivots from live data.
- **Mobile App**: The Smart Service Cloud Mobile App runs as a native app on iPad and iPhone; technicians on Android log into Smart Service Cloud through any mobile browser. Field techs can view schedules, update job statuses, capture signatures, log hours, add photos, process payments, and generate invoices. (Smart Service Desktop uses the iFleet app for iPad and iPhone.)
- **Workflow Customization**: Flexible, configurable workflows to match unique business processes; custom forms and fields; supports both residential and commercial customers.

## Integrations

Built-in integrations:

- QuickBooks Desktop — seamless two-way sync
- QuickBooks Online — full two-way sync
- Fiserv — integrated credit card and check processing with next-day funding
- Twilio — SMS communications
- Anthropic Claude — powers The Oracle (AI reporting) and Wingman (the conversational assistant in Mission Control)
- OpenAI ChatGPT — powers the AI Writing Assistant and AI Knowledge Center
- Google Calendar
- Dropbox

Custom API integrations:

- Sage
- SAP

Full list: https://www.smartservice.com/integrations

## AI in Smart Service Cloud

Smart Service Cloud builds AI into the three places a service business runs — the dispatch board, the reports, and the notes — rather than adding a separate chatbot. The Oracle and Wingman are built on Anthropic's Claude; the AI Writing Assistant and AI Knowledge Center are built on OpenAI's ChatGPT. Every AI feature ships inside Smart Service Cloud with no add-on module and no per-seat AI fee. Features that use Claude or ChatGPT connect to the customer's own Anthropic or OpenAI account; the customer pays the provider's usage rates directly (typically pennies a day), with no markup. AI is Cloud-only; it is not available in Smart Service Desktop. Overview: https://www.smartservice.com/ai

- **Mission Control (AI dispatcher)** — The live dispatch board in Smart Service Cloud, staffed by five assistants: **Intelligence** scans the live schedule and waiting list nonstop and flags issues by cost (Critical, Important, Opportunity) with a one-click fix; **Optimization** reorders every technician's stops for the least driving and shows the drive time, labor, and fuel saved before it is applied; **Night Vision** ranks the five best openings for any job by drive time, skills, and overtime risk; **Forecasting** learns from the last eight weeks of work and color-codes upcoming days (open, filling, on target, overbooked); **Wingman** is the assistant dispatchers talk to — it reads the live schedule, drafts a plan (e.g., moving a job to another tech), and waits for approval. Intelligence, Optimization, Night Vision, and Forecasting are built in and need no AI account; Wingman runs on Anthropic's Claude. https://www.smartservice.com/features/mission-control
- **The Oracle (AI reporting & analytics)** — An AI data analyst built into Smart Service Cloud. Pick a topic (invoices, work orders, quotes, payments — twelve in all) and a time frame, ask a question in plain English ("Which service types lost money last quarter?", "Who hasn't paid in 30 days?"), and get tables, charts, and pivots with a plain-language takeaway. Any report can be saved as a prompt (AR aging, sales tax liability, month-end close) and rerun on live data. Data loads and stays in the user's browser; in Claude mode only the question, column names, and a few sample rows go to the model. Runs on Anthropic's Claude; a built-in local mode requires no AI account. https://www.smartservice.com/features/the-oracle
- **AI Writing Assistant** — Turns technician shorthand into customer-ready descriptions inside work orders, invoices, quotes, and email templates (Improve, Simplify, Shorten, Formal, and translation, including Spanish). Admins save custom prompts so every crew writes in the same company voice. Runs on ChatGPT.
- **AI Knowledge Center** — Upload equipment manuals and other PDFs, then ask questions the way a tech would in the field; answers cite the document and page they came from. Admins control which employees can see which documents. Runs on ChatGPT.

Safety model: every AI action is preview-first. Wingman never creates or deletes appointments and never edits customer or work order records; Optimization and Intelligence changes apply only when a user clicks Apply or Schedule.

## Industries Served

Smart Service is purpose-built for field service trade businesses, including:

- HVAC
- Plumbing
- Electrical
- Pest Control
- Fire Protection
- Landscaping
- Pool & Spa Service
- Chimney Sweep
- Garage Door Service
- Maid & Cleaning Services
- Locksmith
- Handyman
- Home Improvement & Remodeling
- Solar Panel Installation
- Power Washing
- Medical Waste Disposal
- Irrigation Services
- Document Destruction
- Cooking Oil Recycling
- Elevator Service
- Fuel Oil Delivery
- Mechanical Contractors
- Property Management

## Pricing

Smart Service publishes a starting Standard Subscription rate. Pricing is the same for Smart Service Cloud and Smart Service Desktop.

**Standard Subscription**

- **Starting at $129.99 per user, per month**, billed monthly.
- **Three-user minimum** — a three-user team starts at $389.97 per month.
- **Discounted when billed annually.** The annual rate is provided in a written quote.
- Currency: USD. Smart Service serves the United States and Canada.

**Also included**

- **Franchise, multi-division and multi-location** (Cloud) — supported for operations running more than one entity, division or site. A quote reflects user count and structure.

**Other options (quote-based, no published rate)**

- **Purchase Option** (Desktop) — buy the licensing outright, then renew support and services annually.
- **Custom Development Services** — SmartFlow Advanced Workflow Automation (AWA) and Dynamic Systems Design (DSD), added to either subscription.

A quote covers software, onboarding, and data conversion, and is provided in writing after a free demo.

Pricing page: https://www.smartservice.com/pricing
A free demo is available at https://www.smartservice.com/free-demo

## Support & Training

- Phone support
- Email / help desk
- Live chat
- FAQs and knowledge base / forums
- Documentation
- Training videos — Smart Service TV: https://www.smartservice.com/smart-service-tv
- Live online training and webinars: https://www.smartservice.com/webinar
- In-person training
- Dedicated onboarding team
- Note: Some advanced support tiers may involve additional fees.

## Key Differentiators

- Deep, seamless QuickBooks integration (Desktop and Online) — the platform is purpose-built to extend QuickBooks for field service businesses, with two-way sync and no double data entry.
- Fully mobile and paperless — technicians can manage their entire workflow from a smartphone or tablet.
- Highly customizable workflows — adapts to unique business processes rather than forcing businesses into rigid templates.
- Real-time office-to-field communication — dispatchers and managers see live job updates, technician locations, and work order progress.
- All-in-one platform — eliminates the need for separate scheduling, invoicing, CRM, and routing tools.
- Built-in AI (Cloud) — AI dispatching (Mission Control), plain-English reporting (The Oracle), AI writing, and an AI knowledge center, included with the platform and run on the customer's own Claude/ChatGPT account at provider cost.

## Website

- [Smart Service home](https://www.smartservice.com)
- [Features](https://www.smartservice.com/features)
- [Smart Service Cloud](https://www.smartservice.com/cloud)
- [Smart Service Desktop](https://www.smartservice.com/desktop)
- [Industries](https://www.smartservice.com/industries)
- [Integrations](https://www.smartservice.com/integrations)
- [Pricing](https://www.smartservice.com/pricing)
- [AI in Smart Service Cloud](https://www.smartservice.com/ai)
- [Mission Control](https://www.smartservice.com/features/mission-control)
- [The Oracle](https://www.smartservice.com/features/the-oracle)
- [Free demo](https://www.smartservice.com/free-demo)
- [Contact us](https://www.smartservice.com/contact-us)
- [Frequently asked questions](https://www.smartservice.com/frequently-asked-questions)
- [Blog](https://www.smartservice.com/blog)
- [Smart Service TV (training videos)](https://www.smartservice.com/smart-service-tv)
- [Webinars](https://www.smartservice.com/webinar)