CloudFiles for oilfield services and equipment
Oilfield service teams quote, dispatch and bill jobs from Salesforce work orders. Field tickets and job logs still come back as scans and email. CloudFiles files, sorts and generates them on the record, so invoices go out sooner.
From a stack of field tickets to a billed job
Quotes, work orders and equipment live in Salesforce. Field tickets, job logs and certificates come back from location as scans. CloudFiles organizes, shares, reads and generates those documents on the record itself.
The manual way
- Service coordinators store each job's work orders, job logs and photos in folders by well name, outside Salesforce. When an operator disputes a charge, nobody can find the job's records from the work order, and the invoice sits unpaid during the search.
- Sales reps email each operator's procurement team the company's insurance certificates, safety manuals and prequalification documents for every bid. Out-of-date versions go out, and bids are set aside before anyone reads the price.
- Billing clerks sort each day's scanned field tickets by job and match them to work orders by hand. Missing tickets surface only at invoicing, and cash from the operator arrives long after the field work that earned it.
- Field supervisors check every ticket by eye for the operator representative's signature before sending it to billing. Unsigned tickets slip through, the operator rejects the invoice, and the crew's work has to be billed again, late.
- Sales reps build each job quote by copying rates from old files, then email the PDF for approval. Wrong rates reach the operator, the quote is reissued, and work starts before anyone has agreed the price in writing.
The CloudFiles way
- CloudFiles gives every work order its own folder, nested under the operator's account and opened from the work order in Salesforce. Job logs and photos sit with the job, so a disputed charge is answered from the record as soon as it is raised.
- CloudFiles sends each operator a secure link to the current prequalification set from the opportunity, limited to the operator's domain and set to expire. Every bid goes out with the latest certificates, and an old version never leaves again.
- CloudFiles splits each day's scanned field tickets into separate tickets and files each one on the work order it matches in Salesforce. Billing clerks invoice from jobs with their tickets already attached, and nobody sorts a stack by hand.
- CloudFiles checks every field ticket for a signature as it is filed on the work order and marks the unsigned ones on the record. Field supervisors collect missing signatures before billing, so invoices reach the operator with signed tickets.
- CloudFiles sends operators job quotes that match the agreed rates, built from the quote record's service lines on the company's own template. The operator signs electronically, and the signed quote is back on the opportunity before dispatch.
Every job document, filed from quote to invoice
Each job runs in Salesforce Flow on the quotes, work orders and assets oilfield service teams already use. CloudFiles does the document work.
Work order folder automation
With CloudFiles, each Salesforce work order has its own folder under the operator's account, so the field tickets, job logs and photos from every job stay with the work order that produced them.
- Dispatch creates the work order, and the create folder flow action gives it set sub-folders
- Each work order's folder sits inside its operator account's, so one customer's jobs share one tree
- Service coordinators answer a disputed charge from the work order record, not a shared drive
Equipment asset document folders
CloudFiles keeps inspection certificates, maintenance records and manuals for each rental or service unit in a folder on its Salesforce asset record, so crews find them fast.
- New equipment asset records get their folder from the create folder flow action as they are saved
- Each asset's folder sits under the yard or district that holds it, so crews see a unit's full history
- Inspection certificates and maintenance records open from the asset record, wherever the equipment is working
Prequalification document sharing
CloudFiles shares the company's current insurance certificates, safety manuals and prequalification documents with operator procurement teams through secure, expiring links sent from the Salesforce opportunity.
- The create link flow action shares the prequalification folder limited to the operator's domain
- Each link expires on the date set when it is created, so outdated versions stop circulating among operators
- Sales reps send the current prequalification set from the opportunity with every bid, never from an inbox
Field ticket processing
CloudFiles processes scanned field tickets in Salesforce. Each day's scan is split into separate tickets, and every ticket is matched to its work order and filed in its folder for billing.
- The split document using AI flow action separates a day's scan into individual field tickets
- A CloudFiles Document AI workflow matches each ticket to its Salesforce work order by its job details
- Billing clerks find every field ticket already filed on its work order when the invoice is prepared
Field ticket signature checks
CloudFiles checks each field ticket filed in Salesforce for the operator representative's signature and marks unsigned tickets on the work order, so field supervisors chase signatures before billing.
- A flow starts the CloudFiles Document AI workflow as each ticket is filed on the work order
- Unsigned tickets are moved to a to-sign sub-folder of the work order by the move resource flow action
- Field supervisors see every unsigned ticket on the work order and collect the signature before billing
Job quote generation and e-signature
CloudFiles builds oilfield job quotes from Salesforce quote line items, with the service lines and rates each operator agreed, and collects the operator's e-signature before the crew is dispatched.
- Service lines, rates and job details fill the quote from its line items, with nothing retyped
- Sales reps produce each quote PDF from the quote record with the generate document flow action
- Signed quotes return to the opportunity, where dispatch confirms the agreed price before the crew rolls
Key documents we handle for oilfield services and equipment
These six come up on nearly every record. CloudFiles handles every other document an oilfield service company keeps in Salesforce as well.
Field tickets
Daily records of work done on location, split from scans and filed on the matching work order for billing.
Job logs and service reports
Crew records of each job on location, kept in the work order's folder for billing disputes and repeat work.
Equipment inspection certificates
Inspection and certification records for each piece of equipment, opened from its Salesforce asset record.
Prequalification documents
Insurance certificates and safety manuals shared with operators through domain-limited, expiring links.
Job quotes
Service lines and rates for each job, produced from the quote record and returned signed to the opportunity.
Master service agreements
Standing terms agreed with each operator, stored under the operator's account for every quote and invoice.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001 and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
CloudFiles creates a folder for every work order in Salesforce as soon as it is created, nested under the operator's account. Field tickets, job logs and photos stay with the job, and service coordinators open them from the work order. Admins set this up with the create folder flow action in a record-triggered flow.
Yes. CloudFiles connects Salesforce to the storage the company already uses, whether that is SharePoint, Google Drive, Azure Blob, Amazon S3 or another provider. Work order, asset and account folders open from their Salesforce records, so field and office teams work from the same files.
CloudFiles shares the current insurance certificates, safety manuals and prequalification documents with an operator through a secure link from the Salesforce opportunity. The link is limited to the operator's domain and set to expire. Every bid goes out with the latest set.
Yes, with CloudFiles. Each day's scanned field tickets are split into separate tickets. Every ticket is matched to its work order in Salesforce by its job details and filed in the work order's folder. Billing clerks invoice from jobs with their tickets already attached.
Yes. CloudFiles checks each field ticket filed on a Salesforce work order for the operator representative's signature and marks unsigned tickets on the record. Field supervisors collect the missing signatures before the invoice goes out, so the operator receives signed tickets.
CloudFiles produces each job quote from the Salesforce quote on your own Word or PDF template, with service lines and rates filled from its line items. The operator receives one e-signature request, and the signed quote returns to the opportunity. Admins pick the template in the generate document flow action.
CloudFiles gives every equipment asset in Salesforce its own folder for inspection certificates, maintenance records and manuals, opened from the asset record. Crews and yard staff find the current certificate for each unit wherever the equipment is working.
Yes. CloudFiles installs from AppExchange as a managed package and runs on Field Service work orders and assets as readily as on accounts, quotes and custom objects. Document steps join the record-triggered flows and record pages oilfield service teams already use.
Book your personalized demo
Bring a day's field tickets, an equipment certificate and a job quote. Watch CloudFiles file, check and generate them in your own Salesforce org.