GeoPal ↔ Sage 200 Integration
GeoPalField service managementField jobs, parts and timesheets in — Sage sales orders, stock issues and costings out. The two-way loop for service businesses.
GeoPal runs the field side — job scheduling, mobile work orders, checklists, engineer time and parts usage. Sage 200 runs the commercial side — customers, pricing, stock and the sales ledger. The integration between them is what stops a field service business running two parallel truths. Jobs raised in Sage (or triggered by a sales order/contract) push to GeoPal with site, customer and SLA detail; engineers complete work on the mobile app — parts used, time logged, photos captured — and that flows back into Sage as stock issues, timesheet postings and invoice-ready billing. The detail is in the edge cases: a job that's part-done, a part used from van stock that needs a different warehouse, and the job-type-to-analysis-code mapping that keeps your reporting clean.
Data Flows
- 1
Jobs & parts lists → GeoPal
Sage 200 jobs (or SOP-triggered work) push to GeoPal as scheduled jobs with site detail, SLA targets and the agreed parts list — engineers arrive with the right kit list on the mobile app.
- 2
Customers & stock → GeoPal
Customer accounts and stock items publish to GeoPal so engineers select real SKUs and bill to real accounts — including credit-status flags, so a customer on stop can't book new billable work by accident.
- 3
Parts & time → costing
Parts used (scanned or selected on the app) post back as warehouse-aware stock issues; engineer arrival/departure and per-task time land in timesheets and job costing — job cost updated same-day, not when a paper sheet reaches the office.
- 4
Completion → invoice
Job completion with sign-off/photos triggers the billing event in Sage — fixed-price contract lines, day-rate time and materials, or approved variation lines.
Where These Integrations Go Wrong
The failure modes we design around — most GeoPal ↔ Sage projects hit at least two of these.
Parts used that Sage doesn't know about
Engineers fit parts that weren't on the job parts list — van stock, bought locally, substituted SKUs. If the flow only accepts 'known' parts, costs leak. We post unmatched parts to a review queue with engineer notes rather than dropping them.
Van stock is real stock
Parts in the van are allocated inventory Sage should see. We model van stock as a warehouse/bin per engineer so issues and replenishment balance — otherwise stocktake discrepancies grow forever.
Variations need approval before billing
When an engineer finds extra work on site, billing it without approval burns customers. Variations flow to an approval queue in Sage — approved lines invoice, rejected lines write off or absorb into the contract.
Contract vs one-off billing rhythms
Scheduled maintenance contracts bill monthly/annually regardless of visit count; reactive jobs bill on completion. Mixing them through one flow double-bills or under-bills — the job type has to drive the billing trigger.
What's Included
- Sage job/SOP → GeoPal scheduled job with SLA and parts list
- Mobile parts capture → Sage stock issue with review queue for unmatched items
- Engineer time capture → Sage timesheet/job-cost posting
- Completion-triggered invoicing with variation approval workflow
- Van-stock warehouse model with replenishment reporting
- UAT with live engineers on real devices before go-live
Who It's For
Sage 200 businesses with field engineers — HVAC, maintenance, facilities, install-and-service operations — where the office runs Sage and the field runs GeoPal, but parts, time and billing live in spreadsheets in between.
FAQ
Can jobs be created in GeoPal instead of Sage?
Yes — the flow can run either way. Jobs raised in GeoPal (e.g. from a customer portal or FM desk) can create the Sage job/SOP record first so costing and billing still land in Sage. Most customers prefer Sage-first for contract work and GeoPal-first for reactive callouts.
How do engineer photos and signatures reach Sage?
Proof-of-work attachments (photos, signature capture, completed checklists) store in GeoPal; we push a link/reference onto the Sage job or despatch record, and can attach PDFs to the invoice so customers see the evidence without a GeoPal login.
Does this work with Sage 200 job costing or Sicon?
Both — the integration posts to whichever costing layer you run. Sicon job costing adds its own structures (phases, stages, cost headings); we map GeoPal work categories onto those rather than flattening them.
Scope Your GeoPal Build
Fixed quote once we know your Sage version, the flows you need and the volumes.