KSI Logiciels E-invoicing compatible
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User guide

Maintenance user guide

The software manual, in the order you use it: from the reference list of materials to the customer’s invoice. This guide can be read here without an account, and is updated together with the software.

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What this guide contains

  1. Prepare: what to enter first
  2. Record a customer’s fleet
  3. Create and schedule an intervention
  4. On site: time, lines and signature
  5. Invoice per customer
  6. Weekly reports and actual hours
  7. Reminders and fleet due dates
  8. Follow up: signatures, statistics, log

Prepare: what to enter first

Order matters: first the materials you service, because each piece of equipment is linked to them; then the catalogue, because it makes the lines of the sheet; the technicians last, because they get an account once everything else is ready.

  • Describe your materials in the reference list: brand, model, type, item code — the dictionaries fill in along the way.
  • Create the “intervention time” service with your hourly rate, and declare it in the settings: it is what makes the labour line.
  • Add the parts you fit to the catalogue, with their price.
  • Create your technicians, attach an account to them if they enter data themselves, and declare their absences.

Record a customer’s fleet

A piece of equipment belongs to a customer. Its sheet is the starting point of every intervention concerning it, and its history keeps the trace.

  • From the fleet, create the equipment: the customer, the material from the reference list, the serial number, the location.
  • Enter the purchase date and warranty, the maintenance contract and its next visit, the inspection dates.
  • Attach the person who uses the equipment on the customer side: they are the one who will sign.
  • Open the equipment history: every intervention made on it, with its status.

Create and schedule an intervention

The intervention sheet is the central object: everything else is attached to it. It is created in a few fields, receives its number, and is placed on a technician’s schedule.

  • Create the intervention from the equipment sheet or from the list: the customer, the equipment, what has to be done.
  • Assign the technician and set the start and end slot: the sheet appears on their schedule and in “My day”.
  • The intervention number is assigned at creation; the final reference at validation.
  • Read the schedule by day or by week, for the whole team or per technician; filter on a status to see what remains.

On site: time, lines and signature

On the day, the technician opens their day on their tablet. They enter what they do while they do it, and have the customer sign before leaving.

  • Open “My day”: today’s, upcoming and signed interventions, and the hours of the week.
  • Enter the time spent: date, arrival time, departure time; the labour line is generated in one click.
  • Add the parts taken from the catalogue and the travel with its starting point.
  • Have the customer sign on the screen, or on their device by showing them the sheet’s code; validate the sheet.

Invoice per customer

The invoice is built from the interventions carried out, customer by customer: one invoice for several sheets, each line carrying the reference of the sheet it comes from. Travel is never included.

  • Open “Invoicing per customer”, choose the customer: their validated, not yet invoiced interventions are listed.
  • Tick those to invoice: a single invoice is created, linked to the sheets, with their billable lines.
  • Classify the sheet as “invoiced”: it can no longer be invoiced twice.
  • A validated invoice can no longer be changed: any correction goes through a credit note.

Weekly reports and actual hours

The times entered on the sheets make up each technician’s actual hours. Every week, a report gathers them and is signed.

  • Open the weekly report: the interventions and hours of the week, technician by technician.
  • Have the report signed: it is kept with its date.
  • Read the actual hours in the statistics, per technician and per period.
  • Compare with invoiced hours: invoiced labour comes from the same times.

Reminders and fleet due dates

The due date belongs to the equipment — next servicing visit, periodic inspection — and it is what triggers the reminders. You set them once; the software writes to the customer at the chosen steps.

  • Set the reminders: periodic inspection and servicing, notice steps in days, e-mail template, sender, internal copy and sending hours.
  • Enter the dates on each piece of equipment under contract.
  • Read the approaching due dates in the statistics, and plan the visits before the date.
  • After each visit, update the next date on the equipment: it is what the reminders follow.

Follow up: signatures, statistics, log

What has been signed, what remains to sign, what has been invoiced, what is in progress: the tracking screens read the same sheets, over the period you choose.

  • Open signature tracking: per customer, what is signed and what is not yet.
  • Consult the signature log: each signature, its date, its sheet.
  • Read the statistics: activity, revenue and labour, invoicing, in progress and upcoming, actual hours, signed reports.
  • The product dashboard sums up the day: planned interventions, in progress, the month’s revenue, unpaid invoices, fleet and team.

Frequently asked questions about use

Do I have to set everything up before the first intervention?

No. One customer, one technician and the intervention-time service are enough to create, schedule and invoice an intervention. The fleet, contracts, reminders and reports fill in as you need them.

What happens if the customer cannot sign on site?

The sheet is validated without a signature and appears in signature tracking as unsigned: you have it signed later, on site or on the customer’s device.

Can an intervention concern equipment not yet in the fleet?

Yes. You create the equipment at the time of the intervention, from the fleet, and attach it to the sheet. Its history starts there.

How do I avoid invoicing the same intervention twice?

Invoicing per customer only offers validated sheets not linked to an invoice; a sheet already linked is left out, and you classify it as “invoiced”.

Does a technician see other technicians’ interventions?

In “My day”, they only see their own. The full schedule and the statistics are reserved for accounts with the right to them.

The simplest is still to see it run

The demo is open to everyone, with no sign-up, with a fictitious company already filled in: you can follow this guide screen by screen, and you cannot break anything.

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