How to Plan an Onsite Intervention Based on a Project in Odoo 18: Step by Step Guide
By Braincuber Team
Published on March 7, 2026
A $2.8M HVAC services company was managing field jobs on a shared Google Sheet. Technician schedules, customer addresses, parts used, hours worked — all in one spreadsheet with 47 tabs. One wrong filter and 3 jobs disappeared for a week. Nobody got invoiced. Odoo 18's Field Service module lets you plan onsite interventions directly from a project, track hours, generate worksheets, get digital signatures, and create invoices — all without leaving the platform. Here's the full beginner guide.
What You'll Learn:
- How to create a project configured for onsite interventions
- How to enable Field Service integration with worksheets
- How to create and configure field tasks with timesheets
- How to complete tasks, send reports, and get digital signatures
- How to generate invoices from completed field service tasks
Why Link Projects to Field Service?
Most companies treat project management and field operations as two separate systems. The PM tool tracks deadlines. The field service tool tracks technician locations. But nobody connects the customer approval, the field task, and the invoice into one workflow. That gap costs money.
Odoo 18 fixes this by letting you initiate onsite interventions directly from a project. The client approves a quote, the task appears in Field Service, the technician logs hours, fills a worksheet, gets a signature, and the invoice generates — all linked back to the original project.
Worksheet Reports
Field workers fill structured templates — inspection checklists, maintenance notes, completion reports — that auto-generate into client-ready PDFs.
Real-Time Timesheets
Technicians log hours directly on the task. No separate timesheet apps. Hours feed into billing and productivity analysis automatically.
Digital Signatures
Clients sign the service report digitally through the Customer Portal. No paper forms. The signed document becomes proof of work completion and authorization for billing.
One-Click Invoicing
Once the task is marked done, click "Create Invoice." Timesheets and materials pull from the linked Sales Order. No manual entry, no forgotten billable hours.
Step 1: Create a Project for Onsite Intervention
The project is the container. Every field task, timesheet, worksheet, and invoice traces back to it. Get the project setup right and the rest flows.
Open the Project Module
Navigate to the Project module from the main Odoo 18 dashboard. Click the "New" button to open the project creation wizard.
Enter the Project Name and Key Settings
Give the project a descriptive name (e.g., "Office Renovation"). Enable Billable if you'll invoice the client for time and materials. Enable Timesheets to let workers log hours against tasks.
Assign Customer, Manager, and Timeline
Set the Customer, assign a Project Manager, define the Planned Date and Allocated Hours. Add Tags to categorize tasks for filtering later. Save the project.
| Project Setting | When to Enable | What It Does |
|---|---|---|
| Billable | You charge clients for time or materials | Links project to Sales Orders and enables invoicing from tasks |
| Timesheets | You need to track employee work hours | Adds a Timesheet tab to each task for hour logging |
| Planned Date | Scheduling is important | Sets the project timeline and task scheduling window |
| Allocated Hours | Budget control needed | Defines total expected hours across all project tasks |
Step 2: Enable Field Service Integration
This is the step most people miss. You have a project. You have the Field Service module installed. But the two won't talk to each other until you flip the switch.
Open Project Settings
Go to your project and open its Settings. Look for the Field Service toggle. Enable it. This makes all tasks under this project visible in the Field Service module.
Enable Worksheets (Optional but Recommended)
Turn on the Worksheets option if your tasks need structured documentation — inspection checklists, maintenance results, completion notes. Choose a predefined worksheet template from the dropdown to enforce a consistent reporting format.
Always Enable Worksheets
We've seen field teams skip worksheet templates because they seemed optional. Then 3 months later, a client disputes a $14,200 invoice and there's no documentation of what was actually done on-site. The worksheet is your proof of work. Enable it. Always.
Step 3: Create a Task in the Field Service Module
With Field Service integration enabled, create the actual task that your technician will execute on-site.
Navigate to Field Service and Create New Task
Go to the Field Service module from the Odoo 18 dashboard. Open My Tasks and click "New" to open the task creation form.
Configure Task Details
Fill in the Task Title, select your Project (e.g., "Office Renovation"), choose a Worksheet Template, assign Employees, set the Customer, define Allocated Hours, and set the Planned Date.
Link to a Sales Order (For Billing)
If the task needs to be invoiced, select the corresponding Sales Order Item from the dropdown. This links the field task to a specific SO line, so timesheets and materials feed directly into invoicing later.
Task Configuration Fields Reference
| Field | Purpose |
|---|---|
| Task Title | Clear, descriptive name for the onsite job |
| Project | Links the task to the project that owns the intervention |
| Worksheet Template | Structured form for field documentation (checklists, notes) |
| Assignees | Employees assigned to execute the on-site work |
| Customer | The client for whom the intervention is performed |
| Sales Order Item | Links to a sales order line for billing purposes |
| Allocated Hours | Expected time budget for the task |
| Planned Date | Scheduled date/timeframe for the onsite visit |
Adding Task Description and Logging Timesheets
Two tabs on the task form deserve attention:
Description Tab
Add specific instructions for the field worker: safety notes, material checklists, procedural guidelines, customer preferences.
Timesheet Tab
Click "Add a Line" to log entries with:
Date ........... When the work was performed
Employee ....... Who performed the work
Description .... What was done
Hours Spent .... How long it took
Smart Buttons at the top of the task form give quick access to related Worksheets (view or complete the report) and Products (track materials used during the service).
Step 4: Complete the Task, Send Reports, and Invoice
The onsite work is done. Now close the loop: mark the task complete, send the report, get the client's signature, and generate the invoice. Four clicks. No spreadsheets.
Mark the Task as Done
Open the task in the Field Service module. Click "Mark as Done". This confirms the field operation is complete and unlocks the invoicing workflow.
Send the Service Report
Click "Send Report". A pre-filled email opens with the auto-generated worksheet attached (based on your template). Review, add any extra notes, and hit Send to deliver the report to the customer.
Get the Client's Digital Signature
Click "Sign Report". The report opens in the Customer Portal where the client can digitally sign the document. This signed confirmation authorizes billing and records approval of the completed work.
Create the Invoice
A "Create Invoice" button appears after the task is marked done. Click it. The invoice auto-populates from timesheets and materials linked to the Sales Order. Review, confirm, and process payment.
The Complete Workflow at a Glance
1. Create Project (Project Module)
Enable Billable + Timesheets. Assign customer + manager.
2. Enable Field Service (Project Settings)
Toggle Field Service on. Enable Worksheets. Choose template.
3. Create Task (Field Service Module)
Assign worker. Link Sales Order. Set hours + date.
4. Execute + Log Time (On-Site)
Technician logs hours in Timesheet tab. Fills worksheet.
5. Mark Done + Send Report + Get Signature
Client signs digitally via Customer Portal.
6. Create Invoice
One click. Pulls from timesheets + materials. Done.
Get the Signature Before You Invoice
Always click "Sign Report" before "Create Invoice." The signed worksheet acts as the client's authorization to bill. Without it, you're sending an invoice with no proof of work acceptance. We've seen $8,500 invoices disputed and delayed 60+ days because the service report wasn't signed. Don't skip this step.
Frequently Asked Questions
Do I need the Field Service module installed separately in Odoo 18?
Yes. The Field Service module is a separate app that must be installed from the Apps menu. Once installed, you can enable Field Service integration on a per-project basis through the project settings.
Can I create custom worksheet templates for different types of interventions?
Yes. Go to Field Service Settings and create custom worksheet templates with your own fields — checkboxes, text areas, dropdowns, signature fields. Each project or task can use a different template.
Can multiple technicians be assigned to a single field service task?
Yes. The Assignees field accepts multiple employees. Each assigned technician can log their own timesheet entries independently, and all hours aggregate on the task for billing purposes.
What if the client refuses to sign the digital report?
The digital signature is optional in the workflow. You can still mark the task as done and create the invoice without it. However, we recommend always getting the signature as it serves as documented proof of work acceptance and prevents billing disputes.
Can I track materials and products used during a field service task?
Yes. The Products smart button on the task form lets you log materials consumed during the intervention. These products can be linked to the Sales Order and included in the final invoice alongside timesheet hours.
Need Help Setting Up Odoo 18 Field Service?
Our Odoo Gold Partner team configures Field Service modules for service companies handling HVAC, electrical, plumbing, and IT installations. We set up your projects, worksheet templates, invoicing automations, and customer portal. One call. No hourly billing surprises.