When a service company changes its job management system, clients still expect the technician on the agreed day and the invoice on time. Move clients, sites, contract visits and job history into FieldEx first, then switch your team over branch by branch.
FieldEx is field service management and maintenance management (CMMS) in one system. Malaysian service companies changing field service software can upload clients, contacts, sites, contract visits and past jobs. Planners assign jobs from one calendar, technicians use the app in English, Bahasa Malaysia or Chinese, and client data can be hosted in Malaysia.
Companies change field service software when planners still run the week on WhatsApp beside the system, when technicians won't use the app, or when the vendor stops answering. FieldEx sets up the client side first, then the schedule, then trains the team.
The Inland Revenue Board of Malaysia (LHDN) Public Ruling No. 4/2000 (Revised) on keeping sufficient records says records must be kept for at least 7 years from the end of the year the income relates to.
Records first made electronically may stay electronic. Where a business uses computers, it should also keep its system documentation, such as the accounting manual and chart of accounts.
The safe order is clients, then sites and contacts, then equipment, then contract plans, then open jobs, then history.
Under the Personal Data Protection Act 2010 (PDPA), section 9(2), when a data processor such as a software provider handles personal data for you, you as the data user must ensure it gives sufficient technical and organisational security guarantees.
Law-firm commentary on the 2024 amendments notes that, since 1 April 2025, data processors are also directly bound by the PDPA Security Principle.
For a service company, the personal data in the old system is client names, phone numbers, addresses, signatures and site photos.
Section 129 of the PDPA governs transfers abroad. Before the 2025 amendments, a place had to be specified, with a law substantially similar to the PDPA or an adequate level of protection. Law-firm commentary notes that, from 1 April 2025, data users may transfer personal data to countries whose data protection laws are substantially similar.
Some clients, such as government agencies and government-linked companies (GLCs), ask for data to stay in Malaysia regardless.
FieldEx can host your data locally in Malaysia where data residency is required.
Section 10 of the PDPA, the Retention Principle, says personal data must not be kept longer than necessary for its purpose. Data no longer required must be destroyed or permanently deleted.
That has to sit alongside the seven-year LHDN period for business records. Keep the records the law requires, move them into the new system, and ask the old provider to delete the rest in writing.
According to LHDN's e-Invoice FAQ (updated 4 September 2026), e-Invoice applies from 1 January 2026 to businesses with annual turnover up to RM5 million, and businesses below RM3 million are exempt. The Companies Commission of Malaysia (SSM) training note on MyInvois explains that e-Invoices go to LHDN through the MyInvois Portal or through an API.
For a service company, the job record is where the invoice detail starts. The parts, labour and visit details need to reach your accounting system cleanly.
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?
The risk in a switch is a visit that slips between two systems. A quarterly fire alarm service or a monthly lift visit is set by contract, and the client notices a missed date before you do.
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.
FieldEx trains your supervisors and senior technicians first, so the team learns from people they already work with; for big teams, FieldEx runs the sessions itself. Training happens at your office or online, in Bahasa Malaysia or English.
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.
During a switch, the busiest channel is usually the planner's WhatsApp. Moving requests into the system early takes pressure off the cutover week.
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. Clients, contacts, sites and completed jobs can all be uploaded. Each job sits under its client and site, so planners and technicians see the history from the start.
Yes. Each recurring plan keeps fixed dates or counts from the last visit done. Bring the last visit date across and the next job is created on time.
Yes. Skills can be named after licences such as ST chargeman or wireman grades, or DOSH competent person, with an expiry date. FieldEx matches jobs on skill, availability, shift, leave and service zone.
Yes. The FieldEx app works in English, Bahasa Malaysia and Chinese, on Android and iOS phones.
Yes. FieldEx can host your data locally in Malaysia where data residency is required.
FieldEx can connect to any open system through REST APIs and has connectors for QuickBooks and Xero.
No. Billing is monthly or annual. There is no minimum term or notice period, so you can stop by not renewing. The annual option costs less than monthly.
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 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.
