A field service CRM that lives inside dispatch, not beside it.
Most contractors end up with a CRM that knows the customer and a dispatch board that knows the job, and nothing that knows both. We build custom CRM for pest control, electrical, plumbing, HVAC, roofing, and cleaning operators — customer history, service agreements, recurring contracts, and proposals in the same system that schedules the work.
- Per customer, not per tool
- 1 record
- CRM build to production
- 6–12 wks
- Licensing model
- No per-seat
- Live FSM deployments
- 11 clients
Every call, job, photo, agreement, and payment against one customer — not split across CRM, dispatch, and accounting.
From discovery to a CRM your office staff use daily, migrated off the spreadsheet or the SaaS you outgrew.
You own the system. Adding an office coordinator does not increase your monthly bill.
8 US + 3 Canadian field service operators running Xenara software in production.
Last updated
Why generic CRM fails a trade business
Salesforce, HubSpot, and Zoho are built around a pipeline: a lead becomes an opportunity, closes, and the record goes quiet. A pest control or electrical business works the opposite way. The value starts after the first job and accrues over years of recurring visits to the same address, on equipment with a service history, under an agreement with renewal terms.
So contractors bolt a CRM onto the side of a dispatch tool and pay for the seam forever. The office re-keys customer details into two systems. Technicians see a job with no history. Renewals get missed because the agreement lives in a spreadsheet nobody opened. Reporting requires exporting from both tools and reconciling by hand.
A custom field service CRM removes the seam. One customer record, one property, one equipment history, one agreement, visible to the dispatcher assigning the job and the technician standing at the door.
What we build into a field service CRM
- Customer and property records — multiple properties per customer, multiple units per property, with service history attached to the address rather than the invoice.
- Equipment and asset history — what is installed, when it was serviced, what was replaced, what is under warranty.
- Service agreements and recurring contracts — terms, renewal dates, included visits, automatic renewal reminders, and the revenue each agreement represents.
- Proposal and estimate generation — templated by service type, with pricing rules, options, and e-signature.
- Dispatch integration — the CRM and the dispatch board are the same system, so the technician sees the customer's full history on the job.
- Recurring visit scheduling — quarterly pest control, annual electrical inspection, seasonal HVAC maintenance, generated from the agreement rather than booked by hand.
- Communication log — every call, SMS, and email against the customer, including AI receptionist transcripts where that is deployed.
- Commercial account structure — parent accounts with multiple sites, per-site billing rules, and consolidated invoicing.
- Renewal and churn reporting — which agreements are lapsing, which customers have stopped booking, which routes are losing density.
- Migration from your current stack — PestPac, FieldRoutes, Jobber, ServiceTitan, Housecall Pro, or the spreadsheet that is actually running the business.
How we deliver
- 01
Map the customer record you actually need
We sit with your office staff and work out what a customer really is in your business — one address, a landlord with forty units, or a commercial account with sites in three cities. Most CRM projects fail here, by assuming the sales-pipeline shape.
- 02
Agreements and recurring revenue model
Define service agreement types, what each includes, how renewals work, and how recurring visits are generated. This is where the recurring revenue either becomes visible or stays buried in a spreadsheet.
- 03
Build with dispatch in the same system
CRM and dispatch ship together against one database. A technician opening a job sees the property, the equipment, the agreement, and the last three visits without switching tools.
- 04
Migration and parallel run
Customer records, service history, open agreements, and balances move across. We run parallel with your existing tool for two to four weeks before cutover, because a CRM migration that loses history is worse than no migration.
- 05
Operate and extend
Ongoing support, with quarterly changes driven by what your office staff actually ask for. You own the codebase and the customer data outright.
Industries we ship this for
Engagement & pricing
Best for: operators already running a Xenara dispatch or FSM build who need the customer, agreement, and proposal layer added.
Best for: contractors replacing a CRM-plus-dispatch pair with one system, including migration from PestPac, FieldRoutes, Jobber, or Housecall Pro.
Best for: operators with commercial parent accounts, multi-site billing, franchise structures, or several brands under one back office.
Frequently asked
Can you build a CRM that integrates with our existing dispatch software?+
Yes, and we do it often — but check the integration surface first. ServiceTitan, Jobber, and Housecall Pro all expose APIs we can write against, so a custom CRM can read and write jobs. Where the API does not expose what you need (usually custom fields, agreement terms, or historical edits), the integration will always be lossy, and at that point building CRM and dispatch together is cheaper than maintaining the seam.
How is this different from PestPac or FieldRoutes for pest control?+
PestPac and FieldRoutes are strong products with a fixed model of how a pest control business runs. If your operation matches that model, use them — we will tell you so. Operators come to us when the mismatch has a cost: unusual agreement structures, wildlife or exclusion work alongside general pest, commercial accounts with per-site terms, or reporting the product will not produce.
What about service agreements and recurring contracts specifically?+
Agreements are a first-class object, not a note on the customer. Each carries its terms, included visit count, pricing, renewal date, and the visits it generates. The system tells you which agreements lapse next month and what revenue is attached, which is usually the first report ownership asks for and the hardest one to get out of a generic CRM.
Do you handle proposals and estimates?+
Yes. Templated by service type with pricing rules, good-better-best options, e-signature, and automatic conversion into a scheduled job and an agreement when accepted. For pest control and electrical work this is usually where the deal is won or lost on response time.
Can we migrate our existing customer history?+
Yes, and you should insist on it from any vendor. We migrate customers, properties, equipment, service history, open agreements, and balances, then run parallel for two to four weeks so you can verify against the old system before cutting over.
What does it cost to add office staff?+
Nothing. There is no per-seat licence because you own the system. This is usually the point at which a custom build overtakes SaaS on cost — per-seat pricing scales with your back office whether or not the tool is delivering more value.
Talk to us
Tell us what you're trying to ship and what's in the way. You'll get a real reply from a senior engineer — not a sales script.