Required steps
- Tasks marked as required before a job can close.
- Tasks set to follow an order.
- Procedures brought in from job templates.
Inspection software that turns every job into a compliance record
Digital checklists, required steps, certificates with reminders and branded reports, so you can show what was done, when and by whom.
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FieldEx is field service management and a computerised maintenance management system (CMMS) in one system. As inspection software, it runs digital checklists, makes key steps required before a job can close, tracks each asset's certificates and inspections with reminders, and produces branded reports, building the compliance record as the work is done.
Checklists and required steps on every job.
Certificates and inspections tracked per asset.
Branded reports and locked records for audits.
What FieldEx does as inspection and compliance software
FieldEx builds the compliance record while the work happens: steps that must be done, checks answered on site, and a report at the end.
Each record stays with the job and the asset.
Inspection checklists
- Guided questions grouped into sections.
- Checklists matched to asset types and zones.
- Checklists created with AI from a description or your existing form.
Defects and follow-up
- An answer that raises a repair job with its tasks.
- Condition answers that update the asset's status.
- A follow-up checklist started when one is completed.
Certificates
- Certificates tracked per asset, each on its own renewal cycle.
- Reminders before the due date, by email, in the app or both.
- The certificate file uploaded to its record.
Scheduled inspections
- Inspections per asset, on the schedule each one needs.
- Each inspection linked to its checklist.
- Overdue, due and completed records at a glance.
Proof on the job
- Photos attached to the job, with place and time stamps.
- Check-in and check-out times on each task.
- The customer's signature on the phone.
Branded reports
- Report layouts with your logo, built for each job type.
- Reports generated automatically when a job reaches a chosen status.
- Every regenerated report kept.
Protected records
- Completed jobs locked, so only chosen roles can edit them.
- A full change history on every job.
- Reports that wait for a supervisor's review.
Compliance on the phone
- Certificates and inspections across all assets, listed on the phone.
- Inspections marked complete and certificates uploaded from the app.
- Checklists answered on site.
Required steps your technicians can't skip
Mark the steps that matter as required, and FieldEx won't let the job close until each one is done.
In FieldEx, a job's procedure is a list of tasks brought in from its template. Tasks can be set to follow an order, each finished before the next starts, and any task can be made required. A job with a required task still open cannot be completed.
The record then shows that the procedure was followed, step by step, rather than assumed.
Many safety rules are about following a set procedure every time. US OSHA's lockout rule, 29 CFR 1910.147, requires an inspection of each energy control procedure at least once a year, and a certification that records the machine, the date, the employees involved and the person who inspected it.
Inspection checklists built from the forms you already use
Turn your paper inspection forms into digital checklists, including by asking FieldEx's AI to build one from your existing form.
Most teams already have the right checks on paper. The problem is that paper forms get skipped, filled in late, or lost.
In FieldEx, a checklist is a set of guided questions grouped into sections, with answers technicians select on the phone. Checklists can be created with AI from a description, or from a PDF or PNG of your existing checklist or procedure.
Each checklist can be matched to the asset types and zones it applies to, so technicians only see the right ones.
Completed checklists stay on the asset's record and appear in reports, so a whole year of checks on one unit can be reviewed together.
When an inspection finds a defect, the repair job starts itself
Set any checklist answer to raise a repair job, so a defect found on site becomes tracked work straight away.
The weak point of most inspection regimes is the step after the inspection. A defect written on a form waits until someone reads it and books the repair.
In FieldEx, each answer on a checklist can be set to create a job from a chosen template, with its tasks. An answer describing the asset's condition can update the asset's status at the same time, and completing one checklist can start a follow-up checklist.
The repair job, the checklist that raised it and the asset are linked, so the record shows the defect, the follow-up and the fix together.
Certificates tracked with reminders before they fall due
Each asset's certificates carry their own interval and reminders, so renewals are scheduled before they are due.
In FieldEx, each certificate on an asset has its own renewal interval, an issuing authority and a start date.
Reminders go out before the due date, by email, in the app or both. When it is renewed, the certificate file is uploaded to its record and a chosen team can be notified.
The asset then shows each certificate's last date, next date and status.
Many certificates follow legal intervals. In Great Britain, regulation 9 of the Lifting Operations and Lifting Equipment Regulations 1998 requires thorough examination of lifting equipment for people, and of lifting accessories, at least every 6 months, and of other lifting equipment at least every 12 months.
Scheduled inspections for every asset
Set an inspection interval for each asset, link the checklist it uses, and FieldEx creates each inspection record on time.
In FieldEx, an asset can carry inspections on whatever schedule it needs, each linked to the checklist technicians complete. Each inspection record shows as overdue, due or completed, so missed checks stand out. The next due date can follow the last completion or stay on the original schedule.
Inspections and certificates also appear on the compliance dashboard, beside a calendar of what is due. A coordinator can filter it by asset type, team or service zone to see one region's checks.
Some records must show every check. GOV.UK guidance on fluorinated gases requires operators to record the dates and results of leak checks and keep those records for five years.
Proof captured on the job: photos, times and signatures
Photos, check-in times and the customer's signature are captured on the phone and kept on the job, ready for the report.
A customer or auditor rarely disputes that someone attended. They dispute what was done and when.
In FieldEx, technicians attach photos and videos to the job. Photos can be marked up and are stamped with the place and time they were taken. Check-in and check-out on each task record the time spent, and the customer signs on the phone at the end.
All of it stays on the job and feeds the completion report.
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Branded reports generated from the job
Design report layouts with your logo for each job type, and FieldEx produces the report automatically when a job reaches the status you choose.
A service report, a handover certificate and a compliance record need different content. One generic template rarely suits all three.
In FieldEx, report layouts are built for each job type, with your logo and the sections you need: job and customer details, technicians and their times, parts, attachments and the customer's signature. The report is generated and attached to the job when it reaches the chosen status.
If a supervisor needs to check the job first, the report can wait until the job is marked reviewed. Every regenerated report is kept on the job.
Records an auditor can rely on
Completed jobs lock, every change is logged, and the record stays on the asset for as long as you need it.
In FieldEx, completed jobs can lock so only the roles you choose can edit them, and delete rights are set per role. Every change to a job is logged with the field, the old and new value, who made it and when.
Jobs, checklists, certificates and inspections all stay on the asset's record, so the full trail for one unit is in one place.
Retention periods can be long. Under regulation 11 of the Lifting Operations and Lifting Equipment Regulations 1998, reports of periodic thorough examinations must be kept until the next report is made, or for two years if that is later.
What each person gets from FieldEx compliance records
Technicians know which steps are required, supervisors review before reports go out, and compliance leads see every certificate's next date.
Technician
Required steps and checklists on the phone, with nothing to write up later.
Supervisor
A review before the report reaches the customer.
Compliance lead
Certificates and inspections per asset, with reminders.
Maintenance planner
Defects found on inspections turned into repair jobs.
Service manager
Branded reports produced from each job.
Customer
A signed report for every visit.
Compliance records that field work and maintenance share
FieldEx is field service management and a CMMS in one system, so job, asset and compliance records are one record.
When inspections live in one tool, jobs in another and certificates in a spreadsheet, an audit means stitching them together. In FieldEx, an inspection runs on the asset, a defect raises a job, the job's report records the fix, and all three stay on the asset.
Maintenance plans schedule the regular visits, and customers can see their jobs and upcoming maintenance in the customer portal.
See how compliance connects to asset management, preventive maintenance, work order management, the mobile app and reports and insights, or read what to look for in CMMS software.
Royal Facilities Management: every required step followed on site
Royal Facilities Management (facilities management, Oman) delivers electrical, air conditioning, plumbing, cleaning, safety inspection and preventive maintenance work across many properties. With FieldEx, standardised mobile checklists ensure technicians follow every required maintenance step on site, helping maintain compliance where some steps carry potential penalties if missed.
Read the Royal Facilities Management story
Chubb: SOPs enforced on every job
Chubb, an integrated security provider in Malaysia, found jobs often had to be revisited because of missing forms or skipped SOPs, while photos and updates were sent through WhatsApp.
With FieldEx, jobs can't be marked complete unless all SOP steps are fulfilled, technicians upload mandatory photos directly in the app, and Chubb reports a 15% boost in technician productivity.
Read the Chubb story
Questions compliance and service managers ask about FieldEx
Is FieldEx good inspection software for maintenance and service teams?
Yes. FieldEx runs digital checklists, makes key steps required before a job can close, tracks each asset's certificates and inspections with reminders, and produces branded reports from the job. Because it is also field service software, defects found on inspection become repair jobs in the same system.
Can FieldEx stop a job being closed before required steps are done?
Yes. Any task can be marked required, and a job with a required task still open can't be completed. Tasks can also be set to follow an order.
Can we turn our paper checklists into digital ones?
Yes. Checklists can be created with AI from a description, or from a PDF or PNG of your existing checklist or procedure, then adjusted before use.
Can an inspection answer create a repair job?
Yes. Each checklist answer can be set to raise a job from a chosen template, with its tasks, and condition answers can update the asset's status.
Does FieldEx remind us before certificates expire?
Yes. Each certificate can have reminders before the due date, by email, in the app or both.
Can we schedule recurring inspections for each asset?
Yes. Inspections can run daily, weekly, fortnightly, monthly, quarterly, six-monthly or yearly, each linked to the checklist technicians complete.
Can we upload certificates to the asset record?
Yes. When a certificate is renewed, the file is uploaded to its record, from the web or the app, and a chosen team can be notified.
Can we create branded reports for different job types?
Yes. Report layouts with your logo are built for each job type and generated automatically when the job reaches the status you choose.
Can a supervisor check a job before the report goes to the customer?
Yes. The report can wait until a supervisor marks the job reviewed, and every regenerated report is kept on the job.
Are photos time-stamped?
Yes. Photos attached to a job are stamped with the place and time they were taken and can be marked up.
Can completed jobs be locked?
Yes. Completed jobs can lock so only the roles you choose can edit them, and delete rights are set per role.
Is there a change history on each job?
Yes. Every change to a job is logged with the field, the old and new value, who made it and when.
Can we see overdue certificates and inspections in one place?
Yes. The compliance dashboard shows certificates and inspections that are overdue, due soon or completed, with a calendar of what is coming up.
Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
Which checklists does a technician see for an asset?
Only the ones that apply. Each checklist is matched to the asset types, equipment types and service zones it covers, so technicians pick from a short, relevant list rather than every form you own.
How long does it take to set up compliance records in FieldEx?
There's no setup fee. Customers, sites, assets and past jobs can be uploaded. FieldEx helps with setup, and training is included.
You can also set FieldEx up yourself with guides, videos and the in-app AI assistant, which answers questions as you go.
Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer.
