Turn TOPdesk tickets into completed field jobs, hours and materials included

Pull TOPdesk tickets into OutSmart, register materials and hours on-site, and send the completed work order straight back to TOPdesk.

With OutSmart’s digital work order app, most manual tasks become unnecessary. Field service staff complete the digital work order on their mobile device (phone or tablet), and just seconds later, the office team receives it instantly.

After the work order is signed and completed, it is automatically sent to the customer by email as a clear PDF, including the signature and any attached photos. The work order is then forwarded to your TOPdesk account, where hours and materials are immediately added to a draft invoice.

More than 20,000 daily users

Benefits of the TOPdesk & OutSmart Integration

Linking TOPdesk with OutSmart offers numerous advantages. You can benefit from powerful features such as:

Tickets with a preset status in TOPdesk are retrieved in OutSmart
Completed work orders are sent back to TOPdesk and update the ticket
Synchronisation of materials, contacts, and employees

Integration Costs

The monthly fee for the OutSmart & TOPdesk integration is just €10 per company. Even with multiple licences, the cost remains the same low price.

The integration can be activated immediately, with no setup fees.

Thanks to improved efficiency, connecting OutSmart with TOPdesk results in significant long-term savings. With intentionally low monthly pricing, the integration is designed to stay accessible and highly attractive for any organisation.

How to Activate the Integration

Activating the integration is simple. Follow these four steps:

Click ‘Licence Manager’ in the left menu under Settings.
Click the blue ‘Order’ button in the top right.
Under Integrations, select the TOPdesk integration.
Configure the integration once via ‘External Integration’ in the left menu.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

Ticket handling with TOPdesk: with and without the OutSmart integration

How a ticket moves from TOPdesk to a completed, invoiced job, before and after connecting the two systems.

Step	Without the integration	With OutSmart + TOPdesk
Picking up a new ticket	Ticket details checked manually in TOPdesk before planning	Tickets with a set status are retrieved automatically in OutSmart
Reporting work back on a ticket	Ticket updated by hand after the job	Completed work order is sent back and updates the ticket automatically
Invoicing hours and materials	Entered again manually into a draft invoice	Hours and materials populate a draft invoice instantly
Keeping contacts up to date	Checked separately in TOPdesk and OutSmart	Contacts and employees sync automatically between systems

Frequently asked questions about the TOPdesk integration

It retrieves tickets with a preset status automatically from TOPdesk into OutSmart, so field staff only see jobs ready to be planned. Once a work order is completed, it is sent back to TOPdesk, updating the ticket and populating a draft invoice with hours and materials.

The TOPdesk integration costs €10 per month per company, at a flat rate regardless of how many licenses are used. There are no setup fees, so the connection can be ordered and start retrieving tickets on the same day.

Open Settings in OutSmart, go to the Licence Manager, click Order and select TOPdesk from the Integrations list. Configure the connection under External Integration to start retrieving tickets automatically, without needing a developer or a separate setup visit.

Tickets that have a preset status configured in TOPdesk are retrieved automatically into OutSmart. This means field staff only see jobs that have already been marked as ready for planning, rather than every open ticket in the TOPdesk system.

The completed work order is sent back to TOPdesk automatically, updating the linked ticket status and populating a draft invoice with the logged hours and materials, so office staff don't have to update the ticket or the invoice by hand.

Yes. Contacts and employees sync automatically between TOPdesk and OutSmart, so field staff always work with up-to-date customer information and office staff don't need to maintain the same contact records separately in two different systems.

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