What are digital work orders?

Digital work orders are electronic versions of paper work orders. Technicians fill them in on a smartphone or tablet: hours, materials, photos and the customer's digital signature. The completed work order is immediately visible in the back office and can be converted into an invoice with one click.

How does the digital work order work in OutSmart?

The planner creates a work order and assigns it to a technician. The technician receives the job in the app, fills in the work order on site and has the customer sign. The work order is immediately visible in the back office, and OutSmart automatically links hours and materials to Exact Online, AFAS or SnelStart.

Can technicians work offline with the digital work order app?

Yes. The OutSmart app works fully offline. Technicians can fill in work orders, add photos and have the customer sign without an internet connection. As soon as a connection is restored, the app syncs automatically.

How do I connect the digital work order to my accounting software?

OutSmart has standard integrations with Exact Online, AFAS, SnelStart, Moneybird and Yuki. After completing a work order, hours and materials automatically transfer to your accounting package — no manual re-entry needed. The integration is included in all subscriptions.

Can a customer sign the work order digitally?

Yes. Customers sign directly on the technician's screen. The signature is legally valid and is stored together with the work order, photos and timestamp. This prevents disputes afterwards and provides proof of completed work.

What does work order software cost at OutSmart?

OutSmart offers subscriptions from €168 per year for 1 user (Launch plan). The most popular Accelerate plan costs €1,625 per year for 5 users. All plans include digital work orders, planning and accounting integrations. 14-day free trial, no credit card required.

How do I switch from paper to digital work orders?

Most OutSmart customers are operational within one week. OutSmart provides guidance during setup and training for technicians. You start step by step: first work orders digital while existing processes continue — without loss of productivity.

Work orders

Everything digital, always at hand

With Work Orders in OutSmart you digitally record all the work of your field service – centrally and always accessible. Employees fill in work orders via the app on smartphone or tablet, including materials, hours, notes, photos and a digital customer signature. Work orders can also be filled in offline; as soon as there is connection again everything is automatically synchronised.

Over 20.000 happy daily users

What a Work Order App Actually Does for Your Field Service Team

A work order app eliminates the gap between what happens on-site and what gets recorded in the back office. Instead of paper forms that get lost, illegible handwriting, and hours of re-entry at the end of the day — everything is captured digitally in the field, in real time.

Here's what technicians can do with a mobile work order app like OutSmart:

Log hours & materials on the job

Technicians select job types, add materials from the catalogue and register hours per task — directly on their phone or tablet, with or without internet.

Capture proof with photos

Before and after photos are attached to the work order automatically. No more disputes about what was or wasn't done on site.

Collect digital signatures

Customer signs on the technician's screen at job completion. The signed work order is instantly visible in the back office — legally valid, no paper needed.

Convert to invoice with one click

Once a work order is closed, the back office can generate an invoice immediately. All hours and materials are already there — no re-entry, no missed billable items.

OutSmart processes 3,232,784 work orders per year across 5,172 field service companies in Europe — from HVAC and installation to cleaning and security.

Paper-based work orders vs. OutSmart Work Orders

Step	Without OutSmart	With OutSmart
Job assignment	❌ Phone call or WhatsApp to each technician	✅ Automatic notification to app — no calls needed
On-site registration	❌ Paper form filled in by hand, often incomplete	✅ Digital form on smartphone — photos, signature, materials
Processing time	❌ 1–2 days after job: form collected and typed up	✅ Data available in real time, as the job happens
Customer signature	❌ Paper signature, scanned or posted	✅ Digital signature on the technician's tablet, instant
Invoice trigger	❌ Wait for the form — days of delay	✅ Job closed on app → invoice ready the same day
Lost or unreadable	❌ Happens regularly, causes disputes	✅ Never — everything stored digitally with timestamp

Digital work orders

Because work orders are visible in real time to both the office and the field service you always have insight into the progress. No paper hassle or illegible handwriting, but a streamlined process from planning to invoicing. This way you work faster, error‑free and more professionally towards your customer.

Work Orders form the core of your workflow in OutSmart. They connect planning, time registration, materials and invoicing in one clear process. This not only increases efficiency but also offers your customer a consistent and transparent experience.

Practical example

A technician completes a repair and enters the used materials and worked hours directly in the work order app. The customer signs digitally for approval after which the data is automatically available for the back office. Within minutes the invoice can be sent.

Benefits

Always up‑to‑date – real‑time insight for office and field service
Offline available – also work without internet connection
Complete – add materials, hours, photos and signatures
Efficient workflow – seamless connection with planning and invoicing

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

Frequently asked questions about Work Orders

OutSmart Work Orders is a digital work order app for field service companies. Technicians fill in hours, materials, photos and customer signatures directly via smartphone or tablet — online or offline. Completed work orders are converted to invoices with a single click. Trusted by over 5,172 companies.

OutSmart starts at €168/year for one user (Launch plan). The Boost plan for 2 users costs €416/year and the most popular Accelerate plan for 5 users costs €1,625/year. All plans include a 14-day free trial — no credit card required.

Sign up for free at out-smart.com, add your team members and customers, and start creating digital work orders the same day. Most companies are fully live within one week — no complex implementation required.

Yes. The OutSmart app works fully offline — technicians fill in work orders, hours and materials even without a mobile data connection. All data syncs automatically as soon as an internet connection is restored.

OutSmart offers direct integrations with Exact Online, AFAS, SnelStart and Moneybird. Completed work orders and invoices are transferred automatically — no manual exports or double entry needed.

Most field service companies are up and running with OutSmart within one week. Technicians pick up the app quickly — onboarding typically takes less than half a day per person. OutSmart offers guided implementation packages for larger teams.

Industries

Integrations