Everything your field service business needs
From the first enquiry to the final payment and the next growth opportunity, PolarOne keeps the entire operation connected.
Sales, customers and communication
Customer CRM
Keep customers, contacts, sites, notes, documents and every interaction together in one searchable timeline.
Leads and opportunities
Track enquiries through a visual pipeline with values, probabilities, owners, next actions and follow-up dates.
Communications centre
Send and store customer emails, use reusable templates and keep a clear record of every conversation.
Global search
Find customers, jobs, sites, equipment, quotes, invoices, communications and documents from one place.
Customer portal
Give customers secure access to jobs, quotes, invoices, documents, updates and service history.
Portal self-service
Let customers request visits, report faults and submit information without calling the office.
Jobs, scheduling and field operations
Job management
Create, assign and track jobs with priorities, statuses, customer details, site information, notes and attachments.
Job templates
Standardise repeat work with reusable instructions, forms, checklists, products and completion requirements.
Live scheduling calendar
Plan work in day, week and month views with drag-and-drop scheduling and multi-engineer allocation.
Recurring jobs
Automatically create planned maintenance, service visits and other repeat work on the right dates.
Skills-based dispatch
Match engineers using skills, certifications, territories, availability, workload and capacity.
AI scheduling
Surface smarter allocation recommendations based on skills, location, urgency and existing workload.
Live dispatch
See job progress, engineer status and schedule changes as they happen throughout the day.
Offline working
Allow engineers to continue key job activity when signal is poor, then sync safely when they reconnect.
Engineer mobile workspace
Engineer Portal PWA
Give engineers an installable mobile workspace for assigned jobs, directions, customer details and updates.
Forms and checklists
Complete mandatory job forms and checklists from a phone, tablet or desktop.
Time tracking
Record travel, work and break time with live timers and a complete time-entry history.
Photos and evidence
Capture before, during, after and completion photographs directly against the job.
Customer signatures
Collect touch signatures, names, timestamps and completion declarations on site.
Controlled completion
Prevent jobs being closed until required evidence, forms, signatures and checklist items are complete.
Quotes, invoicing and payments
Quote builder
Create professional, itemised quotes with products, services, options, terms and branded PDF output.
Online quote approval
Let customers review, accept and sign quotes online from any device.
Quote versioning
Keep a clear history of revisions, alternatives and follow-up activity without losing earlier versions.
Invoice engine
Create invoices, deposits, credit notes and payment records linked directly to customers and jobs.
Stripe payments
Take secure online payments, deposits and subscriptions with automatic status updates.
Debt chasing
Automate payment reminders, statements and overdue follow-ups while keeping a full audit trail.
Contracts, stock and purchasing
Maintenance contracts
Manage service plans, recurring visits, renewal dates, covered assets and contract value.
Sites and assets
Track customer locations, installed equipment, serial numbers, condition, warranties and service history.
Products and services
Maintain a reusable catalogue for quotes, jobs, invoices, stock and purchasing.
Stock control
Track inventory across warehouses, vans and engineers, including movements, usage and low-stock visibility.
Purchasing
Manage suppliers, purchase orders, costs and replenishment in one connected workflow.
Buy smarter
Compare costs and supplier information to protect margins and make better purchasing decisions.
Automation, AI and business intelligence
Automation engine
Create trigger, condition and action workflows that remove repetitive admin from everyday processes.
Workflow library
Start with ready-made automation templates for common sales, service, payment and customer journeys.
AI writing
Draft customer emails, quote wording, summaries, notes and follow-ups using business context.
Revenue opportunity engine
Highlight missed follow-ups, dormant customers, expiring work and other potential revenue.
AI business assistant
Ask natural-language questions about the business and receive practical, data-led answers.
AI workflow suggestions
Identify repeated tasks and recommend automations that could save time.
Business health score
Turn operational data into a clear view of business performance, risk and improvement priorities.
Live KPI dashboard
Display live operational metrics on office screens or management dashboards.
Business reports
Analyse revenue, jobs, engineers, customers, quotes, invoices and performance with exportable reports.
Customer experience and integrations
SMS and notifications
Send operational alerts, reminders and customer updates through configurable notification workflows.
Reviews and satisfaction
Request feedback, measure customer satisfaction and encourage more positive public reviews.
Google and Microsoft Calendar
Synchronise relevant appointments and schedules with external calendars.
Xero integration
Keep customer, invoice and payment information aligned with Xero accounting workflows.
QuickBooks integration
Connect operational data with QuickBooks to reduce duplicate finance administration.
API and webhooks
Connect PolarOne with other business systems and trigger real-time data exchanges.
WordPress connector
Embed enquiry forms, booking requests and selected widgets into a WordPress website.
AI knowledge base
Give teams faster access to platform guidance and useful answers while they work.
PolarTools engineering and sales workflow
Engineering Projects
Create work under Customer → Site → Project so every calculation, room, photo, note and report stays connected.
Multi-room surveys
Store dimensions, occupancy, glazing, insulation, orientation, heat gains, photos and notes once for every room.
Equipment Library and selection
Compare manufacturers and suitable models using capacity, COP, SEER, SCOP, current, refrigerant and pipe limits.
Equipment schedules and materials
Build room-by-room equipment schedules and generate editable material allowances for pipework, cable, drainage, brackets and controls.
Professional reports and site packs
Produce consultancy-style reports and one complete Digital Site Pack containing surveys, photos, calculations, equipment, quotes and certificates.
AI Design Review
Review project photographs for visible airflow, clearance, access, pipe-route and installation concerns, with engineer verification required.
Quote Generator
Turn selected equipment, labour, pipework, brackets, commissioning, testing, warranty and materials into a draft quotation.
Finance and presentation tools
Present installation price, monthly finance, running costs, savings, ROI and payback in a customer-friendly sales view.
Service Planner
Generate annual service, filter, refrigerant and warranty reminders and feed recurring work into PolarOne.
Engineer Toolkit and Compliance Library
Use everyday conversions, voltage drop and lookup tools, plus searchable compliance guidance and AI-supported answers.
Manufacturer Selection Wizard
Recommend suitable manufacturers and models from budget, premium, heat-pump, VRF, split-system and low-noise requirements.
Team access and business control
Staff and engineer management
Manage team profiles, roles, skills, territories, availability and employment information.
Roles and permissions
Give owners, office staff, dispatchers, sales teams and engineers access to the right tools and data.
Multiple branches
Operate several branches while keeping teams, territories and business information organised.
Secure company separation
Keep each subscribing business and its customer data securely isolated from every other company.
Company onboarding
Guide each business through a clear setup process for branding, hours, branches, teams and working preferences.
Subscription and usage control
See plan access, AI credit usage and upgrade options from the business workspace.
Put your whole business on one platform.
Start building a clearer, faster and more profitable operation.