Field work
Hours
- Work order received
- Technician dispatched
- Job completed
- Field notes closed
This clock stops when the job is done.
Industries. Heavy Equipment
Heavy equipment goes back to work in days. The invoice takes weeks.
For dealers of heavy equipment brands like Caterpillar, John Deere and Komatsu, who service construction, mining and agriculture machines in the shop and in the field, and bill for every job. Time-to-Invoice speeds up every step from job assigned to invoice sent.
Book a DemoThe pressure
Optimize Heavy Equipment Maintenance Operations
Heavy equipment works on job sites, in quarries and in fields, a long way from the shop. When a machine goes down, the crew around it waits, so the dealer races to get a technician and the right parts to it, and to keep preventive maintenance on schedule for the rest of the fleet.
Then the machine goes back to work, and a second clock starts that nobody watches. The technician's notes, the machine hours, the parts and the warranty claim sit in different places, and the invoice waits until somebody matches all of it to the serial number and its coverage.
A dealer that gets a machine back on the job in days can take weeks to bill for it.
Invoicing
Still running
- Collect information
- Enter data
- Internal reviewPending
- Approval
- Invoice sent
This clock is still running.
Time-to-Invoice is the second clock, and it's the field service number almost nobody measures.
What changes
Your record keeps up with the machine, so the invoice does too
01
Your technician arrives knowing the machine
The job brief carries the serial number, the machine hours, the service history and the documents that go with it, so the technician knows what was done last time before the truck rolls.
02
Shop work and field work land on one record
A repair that starts on a job site and finishes in the shop stays one job, so the hours and parts from both places reach the invoice together.
03
Warranty gets separated before the invoice goes out
OEM warranty work gets flagged for the claim against the policy on that serial number, contract work bills on its own terms, and customer-pay work bills as billable, all from the same close-out.
04
Invoices go out while the job is still fresh
Hours, parts, coverage and the technician's notes line up against the completed work order, so the invoice goes out days sooner.
The record
Billing starts from what your technician already wrote down
Your technician works the way they already work: notes at the unit, readings where they are taken, parts recorded as they are used. Time-to-Invoice reads that record and drafts what billing needs, in billing's language, before anyone opens a work order at a desk.
WO-4437
Hydraulic excavator, customer quarry
Warranty claim
Billable
From the field
Boom drifting down under load.
Boom cyl seals leaking past, drift test fail.
Resealed boom cyl, drift test ok.
Hrs logged.
Invoice ready note
Invoice ready note
Complaint
The customer reported the excavator boom drifting down under load.
Cause
The boom cylinder seals were leaking internally, and the machine failed the drift test.
Correction
Resealed the boom cylinder and passed the drift test.
Invoice package
- Labor
- Parts: boom cylinder seal kit
- Warranty policy matched to serial
- Machine hours recorded
- Push to ERPReady
The technician's notes as written in the field, and the invoice-ready note Time-to-Invoice drafts from them, in Complaint, Cause, Correction format.
What you service
Whatever you service, the record travels with the serial number
Construction equipment
SHOP AND FIELD
Excavators, loaders, dozers and dump trucks. The job runs on specific documents: the shop manual with the hydraulic circuits and torque values, the parts catalog and the warranty policy.
Mining equipment
SERVICED ON SITE
Haul trucks, loaders and drills serviced where they work, a long way from the office. Each machine's history, documents and coverage stay with it, so a claim or an invoice starts from a record instead of a search.
Agriculture equipment
MIXED COVERAGE
Tractors, combines and sprayers, serviced hardest when the season allows the least downtime. Warranty work, contract work and billable work land on the same close-out, and the invoice has to separate them before it can go out.
Forestry equipment
REMOTE FIELD
Harvesters, forwarders and skidders working deep in the woods. Service happens where the machine is, and the hours, parts and notes have to come back with the technician.
Rental fleets
RENTAL RETURNS
Machines come back from rental with hours, wear and sometimes damage. The return inspection has to reach the invoice before the machine goes back out.
New machine delivery
PRE-DELIVERY
Pre-delivery inspection, setup and warranty registration before the machine leaves the lot. The checklist and the serial number start the machine's record, so its first service call starts from history instead of a blank page.
Key differentiators
Why We're Different.
What makes Time-to-Invoice the right fit for
heavy equipment
service operations?
15+
Built for equipment service
Years building for equipment service organizations, organized around the unit and its history.
1
One job, done well
It moves completed work to a sent invoice, and everything gets measured against that clock.
0
No migration project
It connects to the ERP and field service systems you already run.
100%
US-based support
Development to customer success, all in the United States.
Integrations
The invoice goes out of your own system.
Time-to-Invoice sits between the field service system your team dispatches from and the ERP your team bills from. Nothing gets replaced.
The field matching is yours
In the settings screen, not in an integration project. Your naming, your structure, your call on what maps to what.
Time-to-InvoiceYour system
Work orderJob
AppointmentVisit
TechnicianResource
Labor and partsLine items
AssetEquipment
Field names shown are illustrative. Yours are whatever you call them, and you set the match.
See the integrationsFrequently asked questions
What is heavy equipment field service management software?
Software that runs a dealer's service work: scheduling and dispatch, technicians in the shop and the field, parts, contracts and each machine's service history. MSI Data's heavy equipment maintenance software is Service Pro FSM. Time-to-Invoice picks the job up once it's done and moves it to a sent invoice.
How long should it take us to invoice a completed job?
There isn't a published benchmark for heavy equipment service specifically, and anyone who quotes you one is quoting a cross-industry figure. The closest defensible number is APQC's delivery-to-invoice median of 8 days across 1,335 organizations. The more useful exercise is finding the gap between your fastest jobs and your slowest ones, because that gap is the part you can close.
Can it separate warranty, contract and billable work on the same job?
Yes. Coverage gets checked against the policy on that serial number and the contract on file as the job closes, so covered work gets claimed, contract work bills on its terms, and the rest bills as billable work.
Will Time-to-Invoice work with the ERP we already run?
Yes. It works on top of ERPs and FSMs. Time-to-Invoice works with the records already in your system, so billing starts from the job your team already recorded.
Does the mobile app work at remote construction and mining sites?
Yes, in Service Pro FSM. Its mobile app works fully offline, so inspections, machine hours and parts used get recorded on site, and it syncs automatically when the network comes back.
How does preventive maintenance work for heavy equipment?
Service Pro FSM schedules preventive maintenance on machine hours, time intervals and the manufacturer's service intervals, creates the work orders as visits come due, and matches qualified technicians to them. Time-to-Invoice picks the job up once it's closed and moves it to the invoice.
Do our technicians have to change how they close out a job?
No. They close out the job the way they do today. Time-to-Invoice reads their notes, hours and parts, drafts the note billing needs, and follows up with the technician on anything the invoice is still missing.
Is this the same thing as Service Pro FSM?
No. Service Pro FSM is our heavy equipment field service management software, and it has its own pages. Time-to-Invoice is the layer that moves finished work to a sent invoice, and it works whether or not you're running Service Pro FSM.
The machine is back on the job. The invoice shouldn't still be open.
Your team already treats turnaround like it matters. Time-to-Invoice brings billing up to the same speed, getting the invoice out days sooner.
Book a Demo