Book a meeting

Quick Setup Guide for Zoho FSM

Estimated reading: 4 minutes 1529 views

This quick setup guide walks new Zoho FSM users through onboarding your organisation and managing your first work order from creation to close.

1. Onboarding

Organisation details

When you first set up Zoho FSM, you will be asked for your organisation name, industry and business location. These settings determine your primary currency and can be edited later at Setup > General > Organization Details.

Time and language settings

Set your default time zone, based on your business location, and your organisation’s preferred language. These can also be updated later from Setup > General > Organization Details > Preferences. If you already use Zoho Invoice or Zoho Books, you can integrate it with FSM here, otherwise a new invoice account is created for you.

Tax settings

Set the tax rates that apply to your business transactions, such as estimates, work orders and invoices, along with the relevant tax authority. Tax settings can apply to services and products, contacts, and companies. You can adjust them later at Setup > Integrations > Billing > Tax Setting, or in Zoho Invoice > Settings > Taxes.

2. Work order management

Create a work order

A work order is created in response to a service request.

  1. Go to the Work Orders module.
  2. Click Create.
  3. Fill in the required details and click Save, including the summary, priority, type (Service or Inspection), due date, company and contact information, the associated asset if relevant, service and billing addresses, preferred service dates or times, and any notes.
  4. Add the services, parts and skills required for the job.

Create a service appointment

A service appointment is a scheduled task tied to a work order.

  1. Open the relevant work order.
  2. Click Manage Appointment, or open the Appointments tab and click Create Appointment.
  3. Fill in the summary, start and end date/time, and assign one or more service agents.
  4. Click Schedule to confirm.

Dispatch the appointment

  1. Go to the relevant work order and open the Appointments tab.
  2. Select the appointment and click Dispatch.

Start and complete work

From the mobile app, the assigned agent taps Start Work to begin a timer for the job.

After finishing, the agent taps Complete Work and fills in the Service Report, covering the problem statement, end date and time, contact feedback and the contact’s signature. This report serves as proof the work was completed.

Generate and send an invoice

  1. Open the work order and go to its Invoices tab.
  2. Click Create, select the service line items, then click Next.
  3. Add any additional details and click Generate Invoice. The invoice is created in Draft status.
  4. Open the draft and click Send Invoice. Contact email addresses are pre-filled, but can be edited or added to.

Invoices can also be generated from the mobile app.

Record payment and close the work order

Customers can pay online using the link in the invoice email, which updates the invoice to Paid automatically. For an offline payment, open the invoice, click Record Payment and confirm; the invoice will then show as Paid.

Once all of a work order’s service appointments are closed, the work order itself can be closed too.

Frequently asked questions

Where do I edit my organisation’s currency or time zone?

Go to Setup > General > Organization Details to update your organisation name, industry, location, currency, time zone and language.

Can I use my existing Zoho Invoice or Zoho Books account with FSM?

Yes, during setup you can integrate an existing Zoho Invoice or Zoho Books account, or Zoho FSM will create a new invoice account for you.

What does the Service Report capture when work is completed?

A problem statement, the end date and time, contact feedback, and the contact’s signature, which together serve as proof the work was completed.

Need help?

Need help setting up Zoho FSM for your team? Contact support@thoughtlogik.com or see our Zoho implementation services.

Quick Setup Guide for Zoho FSM - PreviousIntroduction to Zoho FSMNext - Quick Setup Guide for Zoho FSMHow to Manage your Organization in Zoho FSM

Leave a Reply

Your email address will not be published. Required fields are marked *

Learn how we helped 100 top brands gain success

Subscribe

×
Cancel