Learn how to run WeBookUp

Overview

WeBookUp is an all-in-one platform built to help service businesses manage their customers, jobs, team, scheduling, sales, and day-to-day operations from one workspace.

Instead of jumping between separate systems for customer information, dispatching, estimates, invoices, calendars, documents, reporting, and automations, WeBookUp brings those workflows together and connects them with Nova, your AI-powered operational assistant.

Whether you're setting up WeBookUp for the first time or moving your business from another platform, this guide will introduce you to the main areas of your workspace and help you understand how everything works together.

Your WeBookUp Workspace

Your workspace is the central home for your business in WeBookUp. It contains your company's customers, properties, jobs, projects, estimates, invoices, team members, automations, documents, settings, integrations, and other operational information.

WeBookUp is designed so that these areas work together instead of operating as separate tools. For example, a customer can have a property, that property can have a job, the job can be scheduled and dispatched to a technician, an estimate or invoice can be associated with the work, and the activity can remain connected to the customer throughout the process.

Meet Nova

Nova is the AI assistant built directly into WeBookUp. Nova is designed to understand your WeBookUp workspace and help you operate it using natural language. Instead of navigating through multiple screens for every task, you can ask Nova for help.

Nova is integrated throughout WeBookUp rather than being a separate AI chatbot. Your workspace also includes Nova settings where authorized users can control how Nova works within the organization.

• Finding and understanding information in your workspace
• Creating and managing records
• Helping build automations
• Generating reports
• Creating documents
• Answering questions about your business
• Helping you understand WeBookUp
• Identifying ways to improve workflows and productivity

Dashboard

The Dashboard gives you an overview of what is happening across your business. Depending on your workspace setup and role, your dashboard can surface information such as jobs, appointments, follow-ups, invoices, revenue, tasks, team activity, upcoming events, recent activity, workflow activity, and Nova insights.

Dashboard layouts can be customized so different roles can focus on the information most important to their work.

Customers

The Customers area is the CRM portion of WeBookUp. For service businesses, WeBookUp organizes CRM information around Prospects (potential customers who have not yet been converted into customers), Customers (the people or businesses your company serves), and Properties (service locations associated with your customers).

Customer records can connect with other areas of WeBookUp, including jobs, projects, estimates, invoices, tasks, follow-ups, documents, and activity history. This creates a centralized record of your relationship with each customer.

Jobs

Jobs are where you manage individual service calls and work orders. A job can contain information such as the customer, service property, job type, business unit, assigned technician, scheduling information, priority, notes, attachments, photos, and operational status.

Jobs can be viewed in multiple ways to help office staff, dispatchers, and technicians manage work efficiently. Because jobs connect with the rest of WeBookUp, information does not have to be recreated as the job moves through your workflow.

Dispatch

Dispatch gives your team a centralized view of scheduled work and technician assignments. Use Dispatch to manage when work is happening, who is assigned, and the current operational status of each job.

Job and dispatch statuses work together as one operational status system. Status changes can also trigger job-related behavior, including job timer actions when configured. This helps office teams and technicians stay aligned on what is scheduled, what is currently happening, and what has been completed.

Calendar

The WeBookUp Calendar provides a broader view of scheduled activity across your workspace. Calendar information can include WeBookUp events, projects, and scheduled jobs.

WeBookUp also supports Google Calendar integration, allowing users to connect their calendars and keep supported calendar information synchronized between WeBookUp and Google Calendar.

Projects

Projects are designed for work that extends beyond a single service job. They can be used to organize larger jobs, installations, multi-step work, internal initiatives, or other workflows that require multiple tasks or stages.

Projects can be managed through different views, including lists, boards, calendars, and project-specific details.

Estimates

Create and manage customer estimates directly inside WeBookUp. Estimates can include line items for labor, materials, parts, equipment, and other charges.

Estimates can be associated with customers and jobs, allowing your sales and operational workflows to remain connected. When an estimate is ready, it can be sent to the customer directly from WeBookUp.

Invoices & Payments

Invoices allow you to bill customers for completed work. Invoices can contain detailed line items and can be sent directly to customers. Payment activity remains connected with the appropriate invoice and customer records.

• Online card payments through supported payment integrations
• Cash
• Check

Time Tracking

WeBookUp includes time tracking for employees and technicians. Team members can manage their workday using clock-in, lunch, and clock-out functionality. Job and project timers can also track time spent performing specific work.

Managers can review time entries and timecards, while workspace settings can be used to configure rules such as overtime.

Automations

Automations allow WeBookUp to perform actions automatically when something happens in your workspace. Instead of manually repeating the same processes, you can create workflows that respond to events and perform supported actions for you.

Nova can help you build automations using plain language. WeBookUp also provides automation templates, suggestions, triggers, workflow history, and execution information to help you understand what your automations are doing.

Documents

The Documents area provides a central location for business documents inside your workspace. You can create documents manually, work from templates, or use Nova to help generate content. Documents can be viewed, downloaded, and shared depending on the workflow.

Analytics & Reports

Analytics helps you understand what is happening across your business. WeBookUp can use information already stored in your workspace to provide operational and business insights. You can also create and save reports for information you want to review regularly.

Nova can help you create reports by describing the information you want to see.

Team & Permissions

Invite your team to WeBookUp and control what each person can access. WeBookUp supports roles and permissions so owners and administrators can determine which areas of the workspace different users are allowed to view or manage.

This allows WeBookUp to support different responsibilities across your business, including owners, office staff, dispatchers, managers, and field technicians.

Integrations

WeBookUp can connect with other platforms your business already uses. Additional integrations and capabilities may become available as WeBookUp continues to expand. You can manage available connections from Settings → Integrations.

• Google Calendar
• Stripe
• QuickBooks Online

Customize Your Workspace

WeBookUp is designed to adapt to how your company operates. Your workspace does not need to look or operate exactly like another WeBookUp workspace. The goal is to configure WeBookUp around the way your company actually works.

• Organization settings
• CRM settings
• Job and dispatch statuses
• Branding
• Email branding and delivery
• Notifications
• Integrations
• Payments
• Nova
• Team roles and permissions
• API access
• Arrival windows
• Overtime rules
• Other operational settings

A Typical WeBookUp Workflow

A common service workflow might look like this: Prospect → Customer → Property → Job → Schedule & Dispatch → Estimate → Complete Work → Invoice → Payment.

Throughout that process, WeBookUp keeps the related information connected. Nova and Automations can then assist with repetitive or administrative parts of the workflow.

Getting Started

If you're new to WeBookUp, a good starting order is:

• Complete your workspace information and branding.
• Review your job and dispatch statuses.
• Add or import your customers and properties.
• Invite your team and configure their roles.
• Configure your job and scheduling preferences.
• Connect the integrations your business uses.
• Configure payments and invoice settings.
• Review your Dashboard.
• Explore Nova and ask it about your workspace.
• Start building automations for repetitive processes.

Welcome to WeBookUp

WeBookUp is designed to become the central operating system for your service business. Your customers, properties, jobs, dispatching, calendar, projects, estimates, invoices, payments, documents, team, reporting, and automations can all work together in one connected workspace.

And with Nova built directly into WeBookUp, you have an assistant available to help you understand your business, complete work, and build better processes as you grow. Welcome to WeBookUp.