This guide is for new users who want to understand how Service Manager fits together and what order to do things in, without needing to know every feature upfront.
1. How Service Manager is structured (the basics)
Before jumping in, it helps to understand how the system is organised:
- Customers – who you work for
- Sites – where the work happens
- Agreements – what you do for them and how often
- Stock & inventory – what you hold and deliver
- Items – the services or products being delivered
- Schedules & routes – when and how work is carried out
- Invoices & reports – billing and visibility
You don’t need to set everything up at once. The sections below follow the most common and easiest setup flow.
2. Add your customers and sites
Start by getting your core data in place.
- Create customers
- Add one or more sites under each customer
- Add contacts so quotes, invoices and notifications have somewhere to go
Tip: If you’re migrating from another system, importing customers and sites first will make everything else easier.
3. Set up stock and inventory
Before you can add items to agreements, you’ll need your stock in place.
Create stock items (products, consumables, rentals, services)
Set stock types, units, and pricing
Add opening stock levels if required
Tip: Even if you don’t actively track quantities, stock records are still required so items can be added to agreements, quotes, and invoices.
4. Set up agreements and items
Once customers, sites, and stock exist, you can define what work is being done.
Create an agreement for recurring work
Add items to the agreement (linked to your stock items)
Set frequencies and start dates
Tip: Agreements drive scheduling, reporting, and invoicing, so it’s worth getting these right early.
5. Quotes and new business
If you’re quoting before work starts, this step usually comes before agreements go live.
Create quotes from leads or agreements
Email or download quotes for customers
Convert accepted quotes into live agreements
6. Scheduling, routes, and deliveries
Once agreements are live, Service Manager can schedule the work.
Generate scheduled work automatically
Assign work to routes and drivers
Review manifests before delivery days
Tip: You can review everything without committing to a route until you’re happy.
7. Completing work and invoicing
After work has been carried out:
Complete deliveries or services
Generate invoices
Email or export invoices as needed
8. Reports and day-to-day visibility
Reports help you keep track of what’s happening.
View operational reports (on hold, missed services, stock levels)
Run financial and agreement reports
Use filters to quickly find what you need
9. What to look at next
Once you’re comfortable with the basics, most users move on to:
Advanced stock and inventory management
User permissions and roles
Automation and integrations
Improving routes and optimisation
You don’t need everything on day one — Service Manager is designed to grow with you.
Need help?
If you’re unsure where to start or want advice specific to your setup, contact support and we’ll point you in the right direction.