Jobs & Scheduling

Service Forms

Build certificates, checklists, and maintenance logs; attach them to jobs and invoices; email completed PDFs.

7 min read

Service Forms

Build certificates, checklists, and maintenance logs for staff to fill on jobs and invoices. Completed PDFs go out with customer emails.

Service Forms are not Customer Forms. Customers do not get a portal link. Staff (web or mobile) attach a template, fill it, and complete it. They are also separate from Intake Flows, which run before the job exists.

Overview

Service Forms live under Settings → Service Forms (/settings/service-forms). Admins define reusable templates. On a job Overview tab or invoice detail page, the Service Forms card lets you attach a template, fill fields, complete the form, and download the PDF.

Completed PDFs attach when you email job completed, invoice sent, and invoice paid. You can also mention them in templates with {{service_forms.*}} merge tags.

How to access

Area	Menu path	Route
Template list	Settings → Service Forms	`/settings/service-forms`
Create form	Create Form	`/settings/service-forms/new`
Edit form	Row action	`/settings/service-forms/:id`
Job card	Job Overview tab	`/jobs/:id`
Invoice card	Invoice detail	`/invoices/:id`
Mobile	Job detail	Technician app job screen

Requires business:settings (or business:manage) to build templates. Attaching and completing forms uses job or invoice permissions for that record.

What you can do today

Create multiple templates: Certificate, Checklist, Maintenance log, or Custom form.
Mark a template Active so it appears in the attach picker; inactive templates stay on jobs that already use them.
Toggle Company letterhead (logo, name, address, and phone on the completed PDF).
Add fields: text, multiline text, number, date, checkbox, dropdown, signature, static text, and grid.
Use a grid as fields in cells (layout, 1–4 columns) or as a repeating table (columns + row count).
Bind fields to job, customer, invoice, or business data so they pre-fill (or stay hidden and auto-fill only).
Create from PDF — AI reads an uploaded PDF and drafts fields for you to review before saving.
Attach a form on a job or invoice, fill it, Complete (generates PDF), and download.
Email completed PDFs with job-complete / invoice-sent / invoice-paid messages.

Prerequisites

Admin access to Settings → Service Forms.
At least one Active template before staff can attach a form on a job or invoice.
Business name, address, phone, and logo under general settings if you want letterhead.
OpenAI connected for Create from PDF.

Step-by-step

Create a template

Go to Settings → Service Forms.
Click Create Form → /settings/service-forms/new.
Enter form name, optional description, and type.
Leave Active on so the form appears in the attach picker.
Leave Company letterhead on unless the form should print without your header.
Add fields with the type buttons. Reorder with up/down; Edit a field for label, required, options, and bindings.
Watch the live preview on the right, then Create Form.

Layout grid vs repeating table

Grid has two modes:

Fields in cells — place static text and fill-ins in a 1–4 column layout (row-major). Nested grids are not allowed.
Repeating table — define columns (text, number, checkbox, dropdown) and how many blank rows to show.

Static text prints instructions or labels. Staff do not fill it in.

Bindings and auto-fill

On a fill-in field, pick an optional default binding such as customer.fullName, job.jobNumber, or job.assignedTechnician.

Prompt at completion (default) — staff see the field; a submitted value wins over the binding.
Auto-fill only — the field is hidden when filling; the value comes from the binding at save/complete.

Common bindings include business contact fields, customer name/company/email/phone, job number/title/address/schedule/technician, and invoice number.

Import a PDF with AI

Confirm OpenAI is configured under Settings → Integrations.
On the forms list (or new-form page), click Create from PDF.
Upload a PDF (8 MB or smaller).
Review the drafted name, type, and fields in the builder — fix layout, static text, and tables as needed.
Save. The import is a starting point, not a pixel-perfect copy of the original PDF.

Attach, fill, and complete on a job

Open /jobs/:id → Overview.
On the Service Forms card, click Add form.
Choose an active template → Attach. The fill dialog opens.
Complete required fields (including signatures). Bound fields may already be filled.
Click Complete. ServiceFlow generates the PDF.
Use Download on a completed row to save the PDF.

Draft forms stay on the job until you complete or remove them. Removing an attached form does not delete the template.

Attach on an invoice

Same card on /invoices/:id. You can attach a form to the invoice (and optionally the related job). Completing it generates the same PDF used in invoice emails.

Fill on mobile

Technicians open the job in the mobile app, attach an active template if needed, fill the fields, and complete. Template create/edit stays on the web Settings page.

Customer emails

When a completed form exists for the job or invoice, ServiceFlow attaches the PDF to:

Job completed
Invoice sent
Invoice paid

In Email & PDF Templates, insert:

Tag	Meaning
`{{service_forms.link}}`	Time-limited public download link for the latest completed PDF
`{{service_forms.note}}`	Short sentence that documents are included
`{{service_forms.attached_line}}`	Line asking the customer to open the attached PDF

Tags stay empty when no completed form exists.

Current limitations

Service Forms are staff-only. For customer self-service in the portal, use Customer Forms.
Nested grids are not supported — put fill-ins in a single layout grid or a repeating table.
Letterhead uses your business name, formatted address, phone, and logo; it does not use a separate PDF overlay template.
AI PDF import needs OpenAI and works best as a draft to edit, not a one-click replica.
Deleting a template does not remove forms already attached to jobs or invoices.

Related features

Jobs List & Detail — Overview card where you attach and complete forms
Invoices — same card on invoice detail
Customer Forms — portal forms customers fill themselves
Intake Flows — staff intake before the job exists
Email & PDF Templates — merge tags and outbound email
Mobile & Desktop Apps — fill and complete in the field
OpenAI Setup — required for Create from PDF