A register of call-outs
Every job has its own record, tracked to closure.
- Status and priority
- An owner assigned
- The description of the fault and of the solution
- History of changes
The Service and call-outs package
Service and call-outs, with history on every piece of equipment
Reported faults become call-outs with an owner, a status and a deadline. Every job is linked to the client and to the equipment it serves, and the parts and labour recorded reach the invoice without being retyped. The job sheet is generated from the job data and can be signed on a public link, from the client’s phone.
From $2,900 excl. VATone-time payment, no monthly subscription- Call-outs with an owner
- History per equipment
- Parts and labour per job
- A job sheet signed online
- A proforma with no retyping
Call-outs with an owner
History per equipment
Parts and labour per job
In short
Service and call-outs in a CRM, from the report to the job sheet. Reported faults become call-outs with an owner, a status and a deadline. The Service and call-outs package. Lifetime licence, installation on the company’s server and unlimited users.
Works together with: Integrated telephony, Activity calendar, The client portal.
The problem
The current situation, when call-outs live in messages and on paper
A service business does not lose work for lack of people, but for lack of records. The cost shows up at invoicing and in complaints.
- Reports arrive through different channels Phone, email, messages. Without a single register, some reports never reach planning, and the client calls a second time.
- Nobody knows what was done on the last visit The history stays in the technician’s memory. Faced with a complaint, the company cannot show what was replaced and what was recommended.
- Parts used are not deducted from stock Materials leave the warehouse on the basis of a conversation. The inventory does not match, and the real cost of the job stays unknown.
- Labour is not fully invoiced Without hours recorded on the job, part of the time worked never reaches the invoice. The loss is constant and hard to spot.
- Job sheets get lost Documents signed on paper are scanned late or never. In a dispute, the proof that the work was done is missing.
- Equipment has no record of its own The same installation is repaired by three different technicians, each starting from scratch, without knowing what was changed before.
What the module does
What the service module contains in the standard edition
The module adds two new registers linked to clients — call-outs and equipment — plus the public job sheet.
A register of equipment
Jobs are linked to the machine or installation they serve.
- Equipment per client
- Serial number, model, technical data
- The history of call-outs per unit
- Import from existing files
Parts and labour per job
The cost of the job is built from the work done.
- Parts used from the catalogue
- Labour hours recorded
- Other attributable costs
- Linked to stock, when that module is active
A job sheet with a public link
The document is generated from the job data.
- A public page for the client
- Signing from the client’s phone
- The document attached to the job
- Sent by email
Scheduling in the calendar
Jobs go into the team’s schedule.
- Scheduled by date and time slot
- Visible in the shared calendar
- Follow-up tasks
- Reminders for the owner
Invoicing from the job
What was done ends up in the document.
- Parts and hours carried into the proforma
- No manual re-entry
- Unbilled jobs, visible
- Linked to the invoicing module
What changes
What changes in the first month after the service module is activated
Direct effects of every job and every piece of equipment having a record of its own.
01
No report lost
Every request goes into the same register.
- A single register of call-outs
- Status visible to the team
- An owner set at registration
- Unassigned jobs, visible
02
Complete invoicing
Everything done reaches the invoice in full.
- Parts and hours from the job record
- Jobs completed but not invoiced
- The document generated from the job
- Differences become visible
03
History per equipment
The third technician starts informed.
- Previous call-outs on the unit
- Parts replaced in the past
- Recommendations recorded
- An argument in the conversation with the client
04
Proof that the work was done
Complaints are handled with documents.
- A job sheet signed by the client
- Date and time recorded
- The document attached to the job
- Available at any time
05
The real cost of the job
The margin per call-out becomes calculable.
- Parts at their stock cost
- Labour recorded
- Compared with the amount invoiced
- Unprofitable jobs identified
06
Measurable activity
Staffing decisions are made on figures.
- Jobs completed per owner
- Duration by type of job
- Volume per period
- Export for analysis
In the application
The path of a job, step by step
The same flow for an emergency repair and for a scheduled inspection.
- 1
The report goes into the register
The request arrives by phone, email or from the client portal and gets a number, a client, equipment and a priority.
- 2
The job is scheduled
The owner and the time slot are assigned. The job appears in the shared calendar, so overlaps are visible.
- 3
The technician has the data needed
The job record contains the address, the contact person, the equipment and the history of previous call-outs on that unit.
- 4
The work is recorded
The solution applied, the parts used and the labour hours are filled in. Relevant photos are attached to the job.
- 5
The client signs the job sheet
The document is generated from the job data, and the client can sign it on a public page, from a phone.
- 6
The job moves to invoicing
Parts and labour form the proforma. Accounts no longer reconstruct anything from conversations or handwritten notes.
Video tour
Service and call-outs, briefly, in the application
Coming soonThe video presentation of the module is being prepared.
Equipment
The equipment register: the history that makes the difference
For a service company, the value is not in the client list, but in the technical history of the equipment served.
A record for every piece of equipment
The unit becomes a record, not a note in a description.
- Serial number, model, manufacturer
- Client and installation address
- Commissioning data
- Attached documents
A complete history of call-outs
Every job stays linked to the equipment.
- Every job, in order
- Parts replaced
- Solutions applied
- Recommendations recorded
Import from your current records
You do not enter them by hand, unit by unit.
- Import from CSV or XLSX files
- Automatic column mapping
- A check before saving
- The option to undo
The link with the client
The client record shows what you service for them.
- Equipment per client
- Accessible from the client record
- Useful when quoting
- Useful in the renewal conversation
Services edition
What the dedicated Zarina CRM Services edition adds
For companies whose main activity is service work, there is a separate edition with functions the standard module does not contain. We list them explicitly, so there is no confusion at purchase.
- 01
Service contracts and subscriptions
Equipment covered, inspection frequency, committed response times, what is included and excluded, renewal and recurring invoicing, profitability per contract.
- 02
Dispatch with a board and a map
Technician planning by day, with drag and drop, conflicts flagged and a map with job locations.
- 03
The technician’s app, working offline
The day’s schedule, marking travel, check-in with location, checklists by job type, before and after photos, signature and job sheet on the spot.
- 04
Van stock
A separate stock location for each technician, with transfers from the central warehouse and consumption booked directly to the job.
- 05
A QR code on the equipment and multiple locations
The client scans the label and opens a report; one client can have several sites, each with its own equipment.
- 06
Notifications to the client and payment on the spot
Confirmation, reminder, the “the technician is on the way” message, a review request, plus payment by link or QR code straight from the job sheet. Details: Zarina CRM Services.
Automations
What reduces administrative work in the standard edition
Mechanisms available in the service module, without the dedicated edition’s functions.
Automatic numbering and records
Every job gets an identity of its own.
- Consecutive numbering
- Date and author recorded
- Status tracked
- History of changes
Tasks and reminders
Promised follow-ups are not forgotten.
- A task linked to the job
- A deadline and an owner
- It appears in the calendar
- A reminder in the application
The document generated from data
The job sheet is not written by hand.
- Data taken from the job
- Your own document template
- A public link for signing
- Sent by email
A proforma from the job
Invoicing starts from the work done.
- Parts and hours carried over
- No re-entry
- A check before issuing
- Linked to the invoicing module
Internal notifications
The team learns about new jobs.
- A notification on assignment
- A counter in the menu
- A sound for new events
- Configurable per user
Import and export
Data moves without manual work.
- Equipment import
- Export of jobs to CSV
- Filters and search
- Reports by period
Who sees what
Access to jobs follows the company’s roles
Operational data follows the same visibility rules as the rest of the commercial information.
- Rights by role Access to call-outs, equipment and documents is granted by role, through the module access matrix.
- Visibility tied to the client A user without rights on a client does not reach that client’s jobs.
- The public job sheet page is protected The signing link contains a secret element that cannot be guessed, and access does not expose any other data from the application.
- Changes stay recorded Changes of status, parts or hours stay in the job’s history, with author and date.
- Data on the company’s server Jobs, documents and photos stay in your own installation, with no copy at an external provider.
- Requests about personal data The data of contact persons on jobs is included in search, export and anonymisation on request.
What you need
What needs to be prepared to put the service module into service
We do the configuration at implementation, on the company’s real processes.
01
The job types
The flow is configured around the real activity.
- The call-out types you use
- The statuses a job goes through
- Priorities
- Custom fields, if needed
02
The equipment list
The history is built on it.
- Equipment with serial number and model
- The client and the address
- A file for import
- A check before saving
03
A catalogue of parts and services
Consumption and invoicing are based on it.
- Items used frequently
- Units of measure and prices
- The link with stock, if active
- Import from your current records
04
The job sheet template
The document looks like the company’s own.
- Mandatory data
- Visual identity
- Confirmation text
- Configured at implementation
05
The team and the rights
Assignment depends on the real structure.
- Users and roles
- Owners by job type
- Access to modules
- Reviewable later
06
Scheduled tasks on the server
For reminders and documents.
- Active scheduled task
- The site configured for public links
- Checked at implementation
- No dependence on external services
What it does not do
The limits of the service module, stated explicitly
The standard module organises call-outs and equipment. Full field service functions belong to the dedicated edition.
- It does not include dispatch or a field app Planning on a technician board, the offline field app and stock per vehicle are in the Zarina CRM Services edition, not in the standard module.
- It does not include maintenance contracts Generating inspections automatically from a contract and tracking committed response times belong to the dedicated edition.
- It does not track vehicles The module is not a fleet monitoring system and does not continuously track vehicle positions.
- It does not replace accounting software The module produces proformas and commercial documents. Bookkeeping entries stay in your own program.
- An on-screen signature is not a qualified signature A signed job sheet is proof that the work was done. For documents that require a qualified electronic signature, dedicated tools are used.
- It does not optimise routes We do not promise automatic route optimisation. The dedicated edition does not do it either: the dispatcher assigns, helped by the map.
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- You have technicians in the field and call-outs scheduled daily
- Job sheets are filled in on paper
- Nobody knows which parts were used on each job
- Clients often ask what stage the call-out is at
It does not make sense if
The situations in which we recommend not buying it now.
- You intervene occasionally, at your own premises
- You have no field team
- Your jobs are long projects, not call-outs
- You do not invoice on the basis of estimates or labour
How to buy
How the service module is licensed
The module has its own manifest and is activated by licence, without affecting the rest of the installation.
A separately licensed module
It contains the call-out register, the equipment register and the public job sheet.
What the core includes
The mandatory core brings users and roles, clients and contacts, a lead and sales pipeline, custom fields and 15 interface languages.
When the dedicated edition is justified
If service work is the main activity, with technicians in the field and maintenance contracts, the Zarina CRM Services edition is the right choice, not the standard module.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
CRM implementations
Companies that have trusted Zarina CRM
Price, warranties and implementation
Service and call-outs: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
It is part of the Service and call-outs package: $570 excl. VAT, on top of the core ($2,320). Bought separately, together with the core: $2,890.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Enterprise licence costs $6,970, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about the service and call-outs module
What is the difference between the service module and the Zarina CRM Services edition?
The standard module adds the call-out register, the equipment register and the public job sheet. The dedicated edition adds maintenance contracts, dispatch, an offline field app, stock per vehicle, QR codes on equipment and notifications to the client.
Can technicians fill in the job from a phone?
The application runs in a browser and is usable on a phone, but the standard module does not include the dedicated field app with offline operation and checklists. That is in the Services edition.
Can the client sign the job sheet?
Yes. The document is generated from the job data and can be signed on a public page, opened on the client’s phone, with date and time recorded.
Do parts used automatically come off stock?
Yes, if the stock module is active. Without it, parts are recorded on the job for invoicing, but there is no quantitative warehouse management.
Are inspections generated automatically from contracts?
Not in the standard module. Maintenance contracts, with inspection frequency and jobs generated when due, are part of the Services edition.
Can I track equipment at several addresses of the same client?
In the standard module, equipment is linked to the client and has its own installation address. Structured management of several sites, with filters and dependent selectors, is in the Services edition.
Can I invoice directly from the job?
Yes. The parts and hours recorded form the proforma, with no manual re-entry, if the invoicing module is active.
Can I import existing equipment?
Yes, from CSV or XLSX files, with automatic column mapping, a check before saving and the option to undo the import.
Who has access to call-outs?
Access is granted by role, through the module access matrix, and is further limited by the rights on the associated client.
How long does implementation take?
It depends on the number of units to import and on the job types. We set the actual timeline after analysing the workflow, not before.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.