Changing your field service or job-management software puts three things at risk: the next customer visit, the next invoice and your technicians' trust. Move customers, sites, recurring jobs and history across first, and the schedule keeps running through the switch.
FieldEx is field service management and maintenance management (CMMS) in one system. A field service software migration to FieldEx brings customers, contacts, sites, recurring service visits and past jobs across. Dispatchers schedule from a calendar and backlog on day one, and technicians work from the Android or iOS app.
Service companies change software when the old tool stops fitting the work: scheduling that lives in someone's head, a technician app that crashes, or contract visits tracked in a spreadsheet beside the system. FieldEx loads the customer side first, then the schedule, then the field team.
Billing records have the clearest rules. HM Revenue & Customs (HMRC) VAT Notice 700/21 says you must keep all business records, including orders and delivery notes, purchase invoices, copy sales invoices, and credit or debit notes. Records that form part of your electronic account must be kept digitally in functional compatible software.
The order matters as much as the list. Customers come first, then their sites and contacts, then assets at those sites, then recurring plans, then open jobs, then history. Each later record needs the earlier one to attach to.
The safe order is clients, then sites and contacts, then equipment, then contract plans, then open jobs, then history.
Some recurring visits are set in law. Under the UK Gas Safety (Installation and Use) Regulations 1998, regulation 36, a landlord must have each gas appliance and flue checked at intervals of not more than 12 months since it was last checked. A record of each check must be kept until two further checks have been made.
A service company carrying those visits for landlords can't let the switch push a date past its limit. The same applies to every contract that promises quarterly or monthly visits.
Export each recurring plan with its last completed date and next due date. Check ten of them by hand after the upload.
The risk in a field service switch is a job that lives in both systems, or in neither. Dispatchers book a visit in the old tool while the upload is running, and the technician never sees it. The fix is a clear cutover: one date after which every new job is booked in the new system only.
A short checklist helps. List open jobs the day before. Load them into the new board. Confirm each technician's next 3 days. Then switch the old tool to read-only.
FieldEx can host your data locally in Malaysia where data residency is required.
Technicians decide whether a new system works. FieldEx plans training around them: it trains your supervisors or lead technicians, who train the rest, and for larger teams it runs the sessions itself. Training runs online wherever you are.
Starting with one team or one site, then adding the rest, gives the first group time to become the experts others ask.
Under UK GDPR Article 28(3)(g), as set out by the Information Commissioner's Office (ICO), a contract with a data processor must require it to delete or return all personal data at the end of the service, at the controller's choice. The processor must also delete existing copies unless UK law requires it to keep them.
For a field service company, that data is customer names, contacts, addresses, signatures and photos on job records. Ask for the return first, check it loaded into FieldEx, then confirm the deletion in writing.
FieldEx can connect to any open system through REST APIs and has connectors for QuickBooks and Xero.
| Record | How long |
|---|---|
| UK company and accounting records | 6 years from the financial year end |
| UK VAT business records | 6 years |
| US tax records, general rule | 3 years |
| US employment tax records | At least 4 years |
Sources: GOV.UK company and accounting records; HMRC VAT Notice 700/21; IRS, How long should I keep records?
GOV.UK adds that records must be kept longer for equipment expected to last more than 6 years. Job sheets that support an invoice or a warranty claim fall under these periods.
Pick a cutover day. Stop booking in the old system the day before. Load open jobs and recurring plans. Confirm every technician's next 3 days.
NIST Special Publication 800-88 Revision 2 (September 2025), the US National Institute of Standards and Technology's media sanitisation guide, sets three levels. Clear protects against simple, non-invasive recovery. Purge makes recovery infeasible even with state-of-the-art laboratory techniques. Destroy does the same and leaves the media unusable.
Old job apps often hold customer addresses, photos and signatures offline. Sign each device out of the old tool, then choose the level for its next use.
HMRC's VAT record-keeping notice says records that form part of your electronic account must be kept digitally in functional compatible software, and that your records must be complete and up to date. A switch that breaks the link between a finished job and its invoice leaves gaps in both.
Run one week of jobs through to invoices in a test before the cutover, and compare totals with your accounting system.
FieldEx can connect to any open system through REST APIs and has connectors for QuickBooks and Xero.
Royal Facilities Management delivers hard and soft services across commercial and residential properties in Oman. The other software it considered didn't offer built-in preventive maintenance scheduling or a way for clients to check in on their properties.
With FieldEx, site staff report faults by scanning a QR code, and property owners track technician progress and completed reports in their own portal.
Chubb, an integrated security provider with 18 branches across Malaysia, used to receive technician photos and updates through WhatsApp, and weekly reports took several systems and manual work. With FieldEx, planners see active, pending and completed jobs on one dashboard.
Yes. Customers, contacts, sites and past completed jobs can all be uploaded. Each job links to its customer and site, so the office and the technician both see the history from day one.
Yes. Each recurring plan can keep a fixed anchor, such as a weekday or calendar date, or float from the last completed visit. Bring the last visit date across and the next job is raised on time.
Yes. Skills can be named after any licence or qualification, such as a Gas Safe registration or a manufacturer's training, and carry an expiry date. FieldEx uses skills, availability, shifts, leave and service zones to match the right technician to each job.
No. The FieldEx app runs on Android and iOS phones. Every licence is priced the same, whether for a technician or an office user, and every licence includes the mobile app.
Yes. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.
Yes. The customer portal lets clients see their jobs and upcoming asset maintenance, raise requests and reschedule visits. Requests arrive as unassigned jobs in your backlog.
FieldEx can connect to any open system through REST APIs and has connectors for QuickBooks and Xero.
No. Choose monthly or annual billing, with no minimum term and no notice period: you simply don't renew when your term ends. Annual billing costs less than monthly.
Most switches take 1 to 3 months, mostly depending on how quickly your data is ready. There is no setup fee, and training is at your office or online. See FieldEx implementation.
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.
Most moves take 1 to 3 months, depending mainly on how long your data takes to prepare. Setup, data upload and training are included, with no setup fee. See FieldEx implementation.
