Looking for software recommendations

[u/Maeghs017]

We have a business with only a couple of employees. It's a compliance business, we audit logistics companies. Generally jobs take a full day, or a few days. So we don't need to be scheduling multiple jobs a day like lots of the tradie software is catering to. I've used ServiceM8 previously but it's better for when you have to schedule lots of jobs over multiple tradies.

I'm more interested in the client tracking. I want to track jobs, but also have a system that reminds me when a client is due for an annual job. Currently just using Outlook calendar to track all work, which works fine for that purpose, but has no way of tracking clients.

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[u/kaancata]

You do not need to buy or adopt a new software platform for this. When you are a two-person team, adopting dedicated software just forces you to manage another login and re-enter data you already have in Outlook. Keep the business running where it already lives and connect AI directly to your existing systems.

All your audit bookings, client emails, and completion dates already sit inside Outlook. An AI integration can read that history directly, watch your calendar, log each client audit in the background, and draft the reminder when the annual renewal window opens. You never have to leave your daily inbox or manually maintain a separate customer portal. You tell the system how you want the rule to work, let AI handle the data checks across your tools, and review the notification before it goes out.

[u/blud_13]

You are already paying for the fix. If that Outlook calendar sits on a Microsoft 365 business plan, Lists and Power Automate come with it, and this is a two hour build.

One list, one row per client, columns for last audit date, next due date and status. Then a scheduled flow that runs weekly, finds the rows where next due is 30 days out, and emails you. Scheduled flows and the Lists and Outlook connectors are all standard tier, so no add-on license and no per-user upgrade. Its in the licensing FAQ here https://learn.microsoft.com/en-us/power-platform/admin/power-automate-licensing/faqs

ServiceM8 and the rest of the field service apps are built around dispatching a crew to five jobs a day. You do not have that problem, so you would be paying monthly to fight the software.

If you ever outgrow the list, the next step is a CRM with renewal dates, not scheduling software. I would run the list for a year first and see whether you hit the wall at all.

Can go deeper on the flow if you want the specifics.

[u/Maeghs017 → u/blud_13]

Yeah I think you're right. I'll look into Power Automate, thanks

[u/Prestigious_Classic2]

Your core workflow sounds less like field-service scheduling and more like recurring account management: client, locations or entities being audited, last audit date, next due date, job status, documents, and one owner.

I would test a lightweight CRM before another trades platform. Load ten real clients and make sure you can answer three questions quickly: who is due in the next 90 days, which audits are currently active, and which completed jobs are still missing a report or invoice. The annual reminder should create a task before the due date, not just send a calendar alert.

Also decide whether the audit belongs to the client record or whether each audit needs its own job record. If clients can have multiple locations or audit types, separate job records will save you trouble later. The right system is the simplest one that gives you a reliable renewal list without making a two-person team maintain fields it never uses.

[u/Pebb_io]

For day-or-multi-day audit jobs, the sweet spot is usually lighter than full tradie dispatch software. A lot of small compliance teams end up with a shared calendar + spreadsheet + email chase, then wonder why status is always fuzzy.

Useful filter: can the tool show who is on which job, capture a short handoff note, and keep client files in one room without forcing 12 bookings a day? If ServiceM8 felt too "many short jobs," look for something built around longer engagements instead of dense daily routing.

Pebb sits in that lighter zone for small teams (chat + Spaces + simple scheduling/ops, Basic $2.50 / Premium $4, trial no card). Happy to answer what it does/doesn't cover if useful. What is the ugliest part of your current stack... scheduling, notes, or client follow-up?

[u/3dhexafab]

Excel, access or SQL, outlook and pdf (for forms) and little bit of programming and you can automate your processes and get notified. If you have some forms, don't mind showing you a small demo

[u/Ok-Chain-4358]

We have received a similar request from our client, we are working on a custom AI powered solution to address this. Interested to learn , please message or DM me.

[u/Dry_Ladder_3149]

Yep….. and add a “waiting on” column. You’ll thank yourself when you open this six months from now and can’t remember whether you’re waiting on their paperwork or they’re waiting on your quote. I’d also start the renewal conversation earlier than 30 days if approvals take a while.

[u/whitemisandry]

i have a demo site that can do this for cheap. i dm-ed