Use cases

Use case 01

Lead capture & tracking

A typical example of the approach: enquiry data captured once and stored properly, then the manual work around it (assigning, chasing, reporting) automated. The same for any business that takes enquiries.

  • Clinics & salons
  • Contractors & fit-out
  • Real estate
  • Trading & distribution
  • Cleaning & maintenance
  • Training & education
  • Auto detailing
  1. Captured with its sourceWhatsApp, calls and walk-ins, logged once with the time it arrived.
  2. One tap to replyMessage or call straight from the record.
  3. A next step, alwaysEvery open enquiry carries a follow-up, and late ones rise to the top.
  4. The whole historyWho did what and when, so anyone can pick it up.
CAPTURE

Every enquiry, logged once

WhatsApp and manual sources, with the source and first-touch time recorded automatically.

ASSIGN

An owner for every lead

Assign to a salesperson, set priority and expected value. Unassigned leads are flagged until someone claims them.

FOLLOW UP

Nothing goes quiet

Scheduled follow-ups with an overdue queue, so today's calls are obvious and stale leads surface on their own.

HISTORY

The whole customer journey

Notes, calls, status changes and hand-offs on one timeline per customer. No more asking "who spoke to them last?"

SEE

The manager's view

Pipeline by status and priority, won revenue against target, and each salesperson's conversion and stale count.

REPORT

Conversion, honestly measured

Conversion counted over closed outcomes only, so the number means what it says. Export whenever you need it.

Use case 02

Vehicle workshops

Every vehicle from booking to handover: where it is, what stage it's at, who holds the next step, and when it was promised back. Staff record moves as they happen; the owner sees what's stuck without walking the floor.

  • Garages
  • Detailing studios
  • Body shops
  • Tyre & battery centres
  • Fleet yards
  • Car rental
  1. Position is where it isBays, yard and arrivals on one plan. Drag a vehicle when it moves.
  2. Dark is the job stageThe same eight steps for every job, from enquiry to handover.
  3. Colour is what it waits onA person, a part or the customer. Blocked bays stand out.
  4. The promised time stays visibleDue-back times travel with the vehicle, and late ones are flagged.
FLOOR

Every vehicle, located

Bays, holding yard and expected arrivals. Vehicles whose spot wasn't recorded are listed until someone finds them.

STAGES

One job, eight steps

Enquiry, booking, check-in, inspection, approval, work, final check, handover. Everyone reads a job the same way.

NEXT STEP

One named person holds it

Each job shows who has the next action and for how long, with the action itself spelled out.

PROMISED TIME

Due back, on time

Promised times per vehicle, a due-today list, and anything past its promise raised to the top.

WAITS

Where jobs sit still

Time waiting on parts, customer decisions and collection, measured from what staff already record.

REPORT

The owner's view

Arrivals against handovers, share ready by the promised time, and median days on site.

Use case 03

Home & field services

Every request from the first WhatsApp to the last visit. The office assesses it, agrees a window with the customer and assigns a technician; the technician sees the visit on their phone; everyone sees who is late and which customer hasn't been told.

  • AC & HVAC
  • Plumbing
  • Electrical
  • Pest control
  • Cleaning
  • Pool & garden
  • Handyman & facilities
  1. A request is not a visitNothing is booked until the customer agrees a window.
  2. One owner per jobThe office owns it until it closes, however many visits it takes.
  3. Blocks are agreed windowsNot travel estimates. A clash shows as an overlap to resolve.
  4. Problems rise to the topLate, unassigned or unconfirmed jobs are listed before anything else.
REQUESTS

Captured in the customer's words

WhatsApp and phone requests logged as they were said, with the address, access notes and earlier jobs at that address.

ASSESS

Urgency set by a person

Urgent today, this week or routine. Someone reads it and decides; nothing is triaged automatically.

BOOK

Agreed window, right trade

Pick the window the customer agreed and a technician of the right trade. Clashes are flagged before you book.

DAY PLAN

Who is going where

Every technician's day on one line, with a live now-marker and the jobs that need someone to step in.

ON THE PHONE

The technician's day

Visits, access notes and history on their phone. Arrival, finish and "running late" in one tap.

RETURN VISITS

Jobs that need more than one trip

Parts, second visits and follow-ups stay on the same job with one owner until it is closed.

Use case 04

Quotes, work and invoices as one job.

A quote in versions, the customer's decision, the work done, the invoice and every payment, all on the same job. The owner sees how much money sits in each stage, and every unpaid invoice has someone chasing it.

  • AC & electrical
  • Contractors & fit-out
  • Cleaning
  • Joinery
  • Pest control
  • Workshops
  1. One stage at a timeDraft, awaiting decision, completion, invoice or payment. Never two.
  2. Shared means lockedA shared quote version can't change. Changes become a new version.
  3. The invoice starts from the agreementAccepted lines carry over; anything extra shows as a difference.
  4. Unpaid always has an ownerEvery outstanding invoice has a named person and a next follow-up.
QUOTES

Lines, versions, terms

Build a quote from line items with optional extras, share it, and start a new version when the customer asks for changes.

DECISION

What the customer agreed to

Accepted by phone, WhatsApp or in person, recorded with the exact version and any declined lines.

WORK

Done means recorded

Completion is recorded by the person who did it, so invoicing starts from a fact, not a memory.

INVOICE

From the agreement, not from scratch

Drafted from the accepted quote and the work done, with any extras visibly outside the original scope.

PAYMENTS

Part-paid, fully tracked

Every payment recorded against the job; what's still owed stays visible until it reaches zero.

FOLLOW-UP

Chasing, owned and scheduled

Overdue invoices rise to the top, each with an owner, a next date and the history of every chase.

Use case 05

Reporting & automation

Every use case feeds the same owner's view: what needs someone now, how the business is doing over time, and where work waits. Once the data is captured properly, the repetitive work around it (reminders, customer updates, summaries) runs on its own.

  • Owner dashboards
  • Weekly summaries
  • Staff activity
  • Conversion & revenue
  • WhatsApp reminders
  • Customer updates
  • Exports
  1. Counted from what staff recordNo extra data entry. The numbers come from the work itself.
  2. Every number says what it countsThe rule sits next to the figure, so nobody argues about it.
  3. Now and over time, kept apartA live snapshot and a date range are never mixed on one tile.
  4. Automation after the dataA rule runs only on records that are already captured properly.
AS OF NOW

What needs someone today

Overdue, stuck, late and unassigned work across every part of the business, each tile opening the list behind it.

OVER TIME

Trends you can trust

Conversion, on-time rate, arrivals against handovers and time on site, measured over the dates you choose.

PEOPLE

Who is holding what

Open next actions by person, so workload and bottlenecks are visible without asking around.

WAITS

Where work sits still

Time waiting on parts, customers and collection, with the sample size shown when it's small.

AUTOMATION

The repetitive work, handled

Reminders, customer updates and hand-offs triggered by what just happened in the records.

SUMMARIES

The week, in the owner's inbox

A short weekly summary on WhatsApp or email. AI drafts it; the figures come from the records.

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