ServicePro: Job Scheduling, Dispatch & Route Optimisation
How GetPost Labs would build the field service coordinator's workflow: an AI agent suggests the technician, time slot and route, the coordinator dispatches, and job notes and photos are checked before the invoice is drafted. Service levels and licences held by fixed rules.
Executive Summary
The Problem: Service calls come in by phone, email and portal all day. The coordinator matches each job to a technician with the right skills, parts and location, rebuilds the day when an urgent job lands, then chases job notes, photos and compliance documents before anything can be invoiced.
The Solution: ServicePro gives the suggesting and checking to AI agents, keeps service-level deadlines, licences and site requirements as fixed rules in software, and leaves every dispatch decision with the coordinator. Routes, job notes and invoices sit on the same record.
The Outcome: The coordinator decides from a suggested schedule instead of building it from scratch, technicians get clear job information, and each job closes with its evidence and invoice on one record.
The Challenge
Understanding the problem space
"Coordinate and schedule field service appointments based on customer requirements, technician availability and service priorities."
— A duty listed in a current Australian field service coordinator job ad (SEEK, September 2026)
Scheduling and dispatch are the core of the role. Across 39 current service coordinator and scheduler ads, the same duties come up again and again: book jobs against technician availability and priorities, dispatch and re-plan the day, plan routes, organise parts, close jobs with notes, photos and compliance documents, and process the invoice.
Most of that work is juggling information that already exists somewhere else — the customer's request, each technician's skills and location, the service agreement, the parts on the van. When it lives across a job system, a whiteboard, phones and a spreadsheet, the schedule is rebuilt by hand every time something changes, and a job closed without its photos or paperwork holds up the invoice.
Source: 39 service coordinator and scheduler job ads in Australia on SEEK and LinkedIn, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Deciding, not rebuilding
The coordinator stops rebuilding the schedule by hand and starts deciding on what the agent suggests:
Scheduling & Dispatch
Check the whiteboard, ring technicians to see where they are, and move jobs around by hand when an urgent call comes in.
The agent suggests a technician, time slot and route for the job and shows the knock-on effect. The coordinator accepts or changes it, then dispatches.
Route Planning
Each technician works out their own order of jobs, sometimes crossing town more than once.
Each day is ordered by location and priority, and re-planned when a job moves. The coordinator sees the change before it is sent.
Job Close-Out & Invoicing
Chase technicians for notes, photos and compliance documents so the job can be invoiced.
The agent checks each job as it is closed, flags what is missing while the technician is still on site, and drafts the invoice.
BPMN Workflow
The business process modelled
Service Call: Logged to Invoiced
User Journey
A Service Call, Logged to Invoiced
Scenario: Mid-morning at a Brisbane refrigeration and air-conditioning service business. A café under a service agreement calls: its cool room is warming up and stock is at risk.
Rings in about the cool room. The call is logged against the café's service agreement as a priority job
Reads the response time the agreement sets for a priority call and lists only technicians holding the right licence
Suggests the nearest licensed technician with the right parts on the van, a slot before lunch, and moves one routine service to the afternoon
Checks the suggestion, calls the routine-service customer to confirm the new time, and dispatches
Replaces a failed fan motor and adds notes and photos in the app
Checks notes and photos against the job type's checklist, flags a missing compliance form while the technician is still on site, then drafts the invoice at agreement rates
Invoice issued once the close-out is complete; anything priced outside the agreement goes to the coordinator. Call, dispatch, notes and invoice kept on one record
Outcome: The job is done and invoiced with every check and decision on one record. The agent suggested and checked; the coordinator dispatched.
Interactive Prototype
Functional dashboard demonstrating the concept
Job Board
Live dispatch
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where ServicePro fits in the ecosystem
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.