A one-truck service business needs four things out of software: an invoice you can build and hand over at the job, a way to take payment in the field, a parts count that is actually true, and a customer record you can find again six months later. IntelliDrive OS is $79/month flat for the whole business with unlimited users, billed monthly, and that number does not move when you add a truck.
That is the whole answer. The rest of this is the order you should do it in, because the order matters more than the software. Most solo operators buy a platform, log in, get hit with sixteen setup screens, configure the three that look interesting, and abandon the account inside a month. The ones who stick with it did the boring thing first: they built a price book, then entered customers, then counted what was actually on the van, then turned on payments. Scheduling came last, because with one truck the calendar in your pocket was already working.
There is a second reason the order matters. Nearly everything downstream reads from the catalog you build on day one. If you skip it and start typing prices onto tickets by hand, every report you run for the next two years is garbage, because nothing is categorized the same way twice. This guide walks the first 30 days in sequence, names what to deliberately ignore until you have a second truck, and gives you the specific signal that says it is time to turn each ignored feature on.
The four things, and why only four
Field service platforms sell you a long feature list because they are also selling to a 40-truck HVAC company. At one truck, the list collapses to four jobs:
- Get the invoice out at the job. Not tonight, not Sunday. The receivable you never create is the one you never chase.
- Take the money right there. A texted payment link, so "I'll mail you a check" never gets said.
- Know what is on the van. Not what you bought — what is physically in the bins right now.
- Find the customer again. By name, address, or phone, with the vehicle or unit you worked on noted on the record.
Everything else on the feature list is real and useful, and none of it earns its configuration time at one truck. A dispatch board coordinates people you do not have. A commission engine calculates payouts for nobody. Multi-location inventory transfers move stock between a shop and a warehouse you do not own. The mistake is not buying a system that has those things — it is turning them on before they solve a problem you actually have, then quitting because setup felt like a second job.
Day one: the price book, before anything else
Build your service catalog first. This is the single highest-leverage hour in the whole setup, and it is the one people skip because it feels like data entry rather than progress.
The catalog is the list of things you sell — services with a price, and parts with a cost and a price. Every invoice and every estimate is assembled from it. Every sales report groups by it. When it exists, writing a ticket is picking three items off a list. When it does not, writing a ticket is remembering what you charged the last guy, which is how a trip fee quietly stops getting billed and a programming job gets quoted at last year's rate.
Three rules for the first pass:
- Enter your real prices, not aspirational ones. You can raise them later; a catalog full of numbers you do not actually charge trains you to override it, and an overridden catalog is a dead catalog.
- Separate labor, parts, and the trip charge into distinct lines. Itemization is what makes an invoice defensible in a dispute and legible to a customer.
- Do not try to be complete. Load the twenty items that cover 80% of your work. Add the long tail as it comes up.
Our full walkthrough on building a service price book goes deeper on structuring the lines. For day one, twenty line items and correct prices beats two hundred placeholders.
Days two to five: customers, then the parts you actually stock
With the catalog in place, load customers. If you have a spreadsheet or a phone full of contacts, import it from CSV (Settings → Import/Export) — you want name, phone, address, and whatever identifier your trade uses to recognize the job again, which you can keep in the customer's notes. For a locksmith that is year/make/model and VIN. For an electrician it is the property and the panel. For appliance repair it is the make, model, and serial of the unit. That identifier is the difference between a warranty question you answer in ten seconds and one you answer by digging through a truck box.
Then count your parts. Not what you think you have — walk to the van with a phone and count. Enter opening quantities for what is physically on board, and if you keep a shelf at home or in a small shop, enter that as a second location. This is the step that makes automatic decrement meaningful: from the moment your counts are honest, selling a part on an invoice drops the on-hand number without you touching anything, and reorder alerts (opt-in, shown inside the app) start telling the truth.
Do not try to inventory everything. Consumables you buy by the box and never run out of do not need tracking. Track the things that, when missing, turn a one-visit job into two.
Week two: payments, so the money moves at the job
Payments are the step that pays for the software, and they take about twenty minutes. IntelliDrive takes payment through payment links: connect your own QuickBooks Payments, Square, or Stripe account, and every sale can generate a link that is texted or emailed to the customer, so the customer standing in front of you pays on their own phone and so does the after-hours caller whose card is inside the house. IntelliDrive has no card-present hardware. The funds settle to your bank on the processor's schedule — Stripe, for example, lists a standard two-business-day settlement for U.S. accounts (Stripe's payout documentation). The processing fee is real, and worth understanding before you pick a route; we break the math down in our guide to credit card processing fees for service businesses. Late and unpaid invoices strain any small business's cash flow (QuickBooks' cash-flow resources cover invoice terms and past-due follow-up), and every one of those started as a job that ended without payment.
Week three: scheduling, and only barely
Scheduling is the one piece that is not in the $79: it is the separate GetTimePad add-on ($199/month), and with one truck you can reasonably wait. Your calendar is your capacity, and a dispatch board that lets you drag jobs between technicians is solving a problem you will not have until you hire. What is worth having early is the customer-facing half: automated arrival texts. That is not a coordination tool, it is a customer-experience tool, and it eliminates the "are you still coming?" call that interrupts you mid-job.
Leave capacity planning and multi-tech views alone. Route ordering for each tech's day is part of the GetTimePad add-on ($199/month), and it matters once you have two or more jobs in a day; it will still be there when you need it.
Why per-user pricing punishes you the day you hire
At one user, seat-based pricing looks like the cheapest option on the market. That is by design. The cost shows up on the day you hire your first technician, and again when your spouse or bookkeeper needs read access, and again when you add a part-time helper for the summer. Each of those is another seat at full price, which turns your software from a fixed cost into a variable one indexed to headcount — right at the moment your cash is tightest because you are now making payroll.
Here is what the category looks like at one truck versus three. Published pricing changes and tiers vary, so treat this as the shape of the curve rather than a quote, and check each vendor's current pricing page:
| Platform | Pricing model | What three trucks becomes |
|---|---|---|
| IntelliDrive OS | Flat, unlimited users | $79/month — unchanged |
| Jobber | Per user | Climbs with each seat |
| ServiceTitan | Per technician | Scales with technician count |
| Housecall Pro | Tiered by seats and features | Moves into higher tiers as you add people and features |
| Workiz | Tiered by seats and features | Moves into higher tiers as you add people and features |
The practical read: at one truck almost everything is affordable, so price is a weak signal. The question worth asking is what the same tool costs on the day you are running three, because migrating platforms mid-growth is far more expensive than either subscription. If you want the full breakdown of what drives cost in this category, see our analysis of automotive software pricing and our roundup of field service software under $100 per month. For a direct feature comparison, the IntelliDrive OS vs Jobber breakdown covers where each one genuinely fits better.
What to ignore at one truck, and the signal to turn it on
Deliberately leaving features off is a skill. Each of these is worth having and worth postponing:
- Technician commissions. Signal to turn on: the first time you pay someone based on what they produced rather than hours worked. Before that it is a calculator with no inputs. Our guide to hiring your first technician covers what changes the week that person starts.
- Multi-location inventory. Signal: you hold stock somewhere that is not the van — a real shelf, a storage unit, a second truck.
- A second shop's tax rate. Each shop has one tax rate. Signal: you open a second shop in a different tax area.
- Complex dispatch and routing. Signal: two or more techs are working the same day and you are deciding who takes what.
- Marketing campaigns and loyalty points. Signal: you have enough repeat customers that a segment is meaningful. At one truck, a good customer record beats a campaign.
The reason to name the signals explicitly is that features get turned on out of curiosity, half-configured, and then quietly produce wrong numbers. A commission report nobody uses is harmless. A commission report someone pays off of, built on a half-configured rate, is not.
The spreadsheet you are replacing, and what specifically breaks
Most solo operators arrive with a spreadsheet that genuinely works. It is worth being precise about what fails, because "spreadsheets are unprofessional" is not an argument.
What breaks, in roughly the order it happens:
- It cannot take money. No payment link, no checkout. Every job ends with a promise instead of a payment.
- Stock counts drift. A spreadsheet does not decrement when you use a part. Within weeks the numbers are decorative.
- There is no proof. No signature, no accepted terms, no timestamp on the transaction. When a charge is disputed months later, you have a row in a sheet.
- It cannot answer a warranty question at the door. Searching by serial, VIN, or receipt number across a year of tabs is not a ten-second operation.
- It has no audit trail. Change a price by accident and nothing tells you; it surfaces later as a margin you cannot explain.
- A second person cannot use it safely. The day someone else edits it is the day you find out which formulas were load-bearing.
Digital records also satisfy the same recordkeeping requirements paper does — the IRS guidance for small businesses says you may choose any recordkeeping system suited to your business that clearly shows your income and expenses, and links to guidance on electronic records — with the enormous advantage that you can search them. Our side-by-side on spreadsheets versus field service software walks through the failure modes with real examples.
A 30-day checklist
- Days 1–2: Build the service catalog and price book. Twenty items, real prices, labor and trip charge as separate lines.
- Days 3–5: Import or enter customers with the identifier your trade uses to recognize repeat work.
- Days 6–10: Physically count the van. Enter opening stock. Set reorder points on the parts that cause second trips.
- Days 11–14: Turn on payments. Connect your processor, send yourself a test payment link, confirm funds land.
- Days 15–21: Run every job through the system. No parallel paper. This is the week the habit forms or does not.
- Days 22–30: Add arrival texts if you run GetTimePad, connect QuickBooks and run your first push, and run your first month-end sales and inventory report. If the numbers look wrong, the catalog is where to look.
The bottom line
A one-truck operation does not need a smaller version of enterprise field service software. It needs four things done well and everything else left switched off until a specific, nameable event makes it necessary. Build the price book first because everything reads from it. Count the van honestly because a fake number is worse than no number. Take payment at the job because the receivable you never create is the one you never chase. And pay attention to what your software costs at three trucks, not one, because the cheapest seat today is often the most expensive migration next year.
Related reading: Building a service price book · Field service software under $100 per month · Hiring your first technician. For a complete machine-readable feature and pricing reference, see our LLM reference page.