Frequently Asked Questions

Frequently asked questions

Features FAQs

What is OctopusPro?

OctopusPro mobile workforce booking management system is an integrated online solution for service based businesses of all sizes, with connectivity and integration with leading CRMs and accounting systems.

Who is OctopusPro for?

OctopusPro is designed as the ideal management tool for all mobile or field services, from cleaning, to gardening, mowing, locksmiths, pool care, plumbing, antennas, dog washing, baby sitting, car detailing, removals, skip bins, private tutoring, security, painting, tiling, heating & cooling, solar system installations, pest control, or whatever it may be that your business offers as a service to it’s clients. OctopusPro is also ideal for real estate agents & builders to manage fieldworkers that work on properties they manage.

Why OctopusPro?

OctopusPro mobile and cloud-based field service management software seamlessly organizes all your bookings, scheduling and invoicing in real-time, will help your business achieve optimal performance, improve customer satisfaction and reduce costs.

Key OctopusPro Features

● Lead & Booking Management
● Scheduling
● Invoicing & Billing
● Automated Quotes
● Customer Self Service
● Built in CRM
● Integrated Mobile App
● Signature Capture
● Customer Calling & Messaging
● Staff & Customer Notifications and Alerts
● Navigation Assistance & GPS Tracking
● Camera Integration
● Customized Checklists
● Inventory Management
● Feedback Management & Customer Reviews
● Progress Reports & Analytics
● Available Offline
● Available on Desktop, laptop, tablet & smartphone (iOS & Android)
● Dedicated support team.

OctopusPro is designed with your needs in mind.

Is it easy to set up?

OctopusPro is very easy to set up. It takes only a few minutes to add your basic information and there is no technical knowledge required.

Do you provide support?

Support is included with every subscription.

Is OctopusPro cloud-based?

Yes, our software is completely cloud-based meaning you can run it from any internet enabled computer or mobile device.

Is my data stored securely?

Absolutely. OctopusPro is developed in accordance with best practices for building secure web applications. We employ the latest technology and hardware to ensure that your data is secure.

Can I attach a label to a fieldworker?

There are two label types in OctopusPro, Industry Label and Custom Label.

An  Industry Label specifies the category of your employees. The label entered will replace ‘fieldworkers’ in the side menu.

To specify an industry label:

  1. Go to Settings
  2. Select Company Settings
  3. Click Industry Label
  4. Enter your label title
  5. Press Save

A Custom Label improves search results within bookings. Examples of labels you may wish to add are ‘contacted’ or ‘no longer interested’.

To create a new label:

  1. Go to Settings
  2. Select Label Settings
  3. Click Label
  4. Click New Label
  5. Add the label a title
  6. Select Save

Are all OctopusPro features available in offline mode on mobile devices?

You can view your bookings and bookings list while offline but will be unable to accept or reject bookings, estimates, complaints, invoices and reports as they will not update system wide until online.

The messaging and payments system will require an internet connection and payment statements will be unavailable offline.

Events can be added in offline mode and you can browse your dashboard bookings as well as search through the app. You can also edit bookings and use the ‘todays jobs’ process. Images can also be uploaded while offline and stored on your device until a connection is reestablished.

How can I communicate with customers?

You can communicate with your customers using both the mobile app and website.

Office staff and fieldworkers can communicate with customers directly via a customer booking or enquiry form and mobile fieldworkers can easily make calls to your office staff and customers directly using the mobile app.

Does OctopusPro synchronize with my QuickBooks account?

OctopusPro currently integrates QuickBooks for taxes and further features will be added soon.

Can I edit my OctopusPro account information?

To edit your account information:

  1. Select your Username in the side menu
  2. Go to My Account
  3. Select Edit (must be logged in as admin)

To edit customer information:

  1. Select All Customers in the side menu
  2. Select the Edit Icon beside the customer name

Which costs are associated with using Twilio for communication?

There are no signup fees for Twilio, you only pay for the calls and SMS messages you use.

Can I add more than one admin?

When initially setting up your OctopusPro account, the system will create one admin who is then able to create further admin accounts.

To create a new admin account:

  1. Select Settings in the side menu
  2. Go to User Settings
  3. Select Users
  4. Select New User
  5. Select Account Admin under Roles

How is a user defined in OctopusPro?

A user is defined as a fieldworker or office member, not a customer.

Can I log into OctopusPro as a fieldworker?

Yes, after the account has been created by an admin, fieldworkers are able to log into their accounts using a computer or mobile device.

Does OctopusPro integrate with MYOB?

OctopusPro is currently integrated with Xero. MYOB integration will be added in the near future, however OctopusPro as performs all invoicing requirements MYOB will only be required for taxation.

Does OctopusPro accept electronic signatures?

Yes, customers can use electronic signatures to sign off on jobs or to acknowledge approval prior to a fieldworker commencing work.

Using a mobile device.

  1. Go to booking
  2. Select Signature
  3. Select the customer name to provide signature

Do fieldworkers also have OctopusPro accounts?

Each fieldworker requires an account to login to the OctopusPro mobile app or website.

Admins can create fieldworkers accounts.

  1. Go to Settings from the side menu
  2. Go to User Settings
  3. Select Users
  4. Select New User (top-left)
  5. Complete the required fields.
  6. Select Save

Is OctopusPro available for international companies?

OctopusPro is available in all locations and functions across multiple regions.

Does OctopusPro provide a POS system?

The field management software integrates the latest technologies including all POS functionality and much more. OctopusPro applies POS functionalities such as payment collection, receipts via SMS and email, customer and sales data analysis, invoicing and fieldworker management.

Can I log in to OctopusPro using a mobile device?

Fieldworkers and customers with an OctopusPro account are able to login from mobile devices.

Does OctopusPro integrate with Outlook?

The OctopusPro calendar functions with both Google Calendar and Microsoft Outlook.

Does OctopusPro accept cryptocurrencies such as bitcoin?

Not just yet. In the near future OctopusPro will accept cryptocurrency payments.

Does OctopusPro integrate with HubSpot?

Not just yet, however Hubspot integration is planned.

Does OctopusPro function in any time zone?

Yes, the correct time zone is added when creating a new OctopusPro account.

  1. Go to
  2. Select Sign Up Now
  3. Complete the required fields
  4. Select Submit

The OctopusPro support team will send you an email containing a link required to activate your account. Simply follow the onscreen instructions and log-in to your account using your username and password.

Once your account has been verified, you can start to personalize your settings.

Complete the checklist on your screen to add your required company information (including time zone). Include which locations your business operates, add your first service(s), complete your user information, include your workforce and then create your first inquiry or booking! You can edit this information at any time through Settings.

New bookings will be set to the default time zone. If a fieldworker chooses a  different time zone, their bookings will be set to that time.

Can I add images to OctopusPro?

Yes, images can be added to a booking, invoice or complaint discussion.

Using the website, go to the relevant booking and select Add Photos.

From a mobile device, go to the relevant booking and select PHOTOS and then +add  to add a photo.

Is it possible to integrate Square with OctopusPro?

Not yet, however this functionality will be added in the near future.

Can I import my data from another software product?

Yes. Please contact OctopusPro support to help you import your customer, product/service or historical job data from other software products or spreadsheets.

Does OctopusPro offer card reader integration?

Not yet, but this functionality will be added to OctopusPro in the near future.

Which industries use OctopusPro?

OctopusPro is used by professionals across all industries such as:

– Mobile Mechanics

– Security Door Installation Services

– Solar Panel Installation

– Digging Services

– Security & Protective Services

– Commercial Painting Services

– Swimming & Sports

– Property Conveyancing

– Book Keeping & Accounts

– Personal Training & Fitness

– Carpentry & Handywork

– Skip Bins & Rubbish Removal

– Car Washing & Auto Detailing

– Asbestos Removal

– Pool Cleaning & Maintenance

– Tile Cleaning

– Tiling & Grout Repair Service

– Window Washing

– Plumbing & House Fitting

– Lawn Mowing & Garden Care

– Building Maintenance

– Dog Walking Service Management

– Termite & Pest Control

– Antenna Installation

– Catering & Food Delivery

– Carpet Cleaning & Home Care

– Babysitting & Child Care

– Tutoring & Private Lessons

– Emergency & Mobile Locksmith

Booking FAQs

How Do I Create a new booking in OctopusPro?

  1. Select Add New Booking under Bookings (side menu) and enter the booking details.
  2. Designate a Status: Assign a status to bookings so that you, your staff and customers are aware of the status at every stage of the booking process.

What do the different booking status mean?

IN PROGRESS: For jobs that are being worked on/have started, however incomplete. Payments can still be received from customers with jobs that have an In Progress status.

COMPLETED: For jobs that are successfully completed with all guidelines followed. Once the  job is complete an invoice can be forwarded to the client to ensure payment is received.

QUOTED: For a quote which has been composed and forwarded to the client (the quoted amount in your chosen currency is required in the comment column).

TO DO: For jobs that are booked and not yet completed by the assigned fieldworker.

FAILED: Used when a fieldworker has visited a site in an attempt to complete a booking, however the client no longer wishes to proceed. eg. if the client is unsatisfied with a sample result.

ON HOLD: For existing bookings that are delayed for an unknown period of time. For jobs placed on hold, a to follow date can be added informing customer service of the need to reschedule.

CANCELLED: For when a job/quote has been cancelled prior to any work commencing.

AWAITING UPDATE: When the job, payment and status details are not yet confirmed.

Does OctopusPro schedule bookings?

Bookings are scheduled directly through the software and the OctopusPro calendar also synchronises with Google Calendar and other popular calendars.

Can I accept and decline bookings?

Using the website, you can accept or decline any fieldworkers bookings when logged into OctopusPro as an admin. If logged in as a fieldworker you can accept or decline your own bookings.

To accept or decline a booking using a browser:

  1. Select Bookings in the side menu
  2. Navigate to All bookings

The displayed bookings list will provide the option to accept or decline services associated with each booking.

To accept or decline a booking using a mobile device:

  1. Select Bookings
  2. Navigate to All bookings

Check the services that you want to accept from the bookings list. It is only possible to log into a mobile device using a fieldworker account.

Can more than one service be added to a booking?

Different services and multiple fieldworkers can be added when creating a booking.

Can I repeat a booking for a customer?

To repeat a booking:

  1. Go to the original booking
  2. Select Booking (top-right)
  3. Choose Repeat Booking
  4. Complete the required fields
  5. Select Save

Can I set a different price for the same service within a booking?

The option to alter pricing and edit service details are available when adding  a service to a booking.

How can I schedule a first booking visit for today?

You will first need to create a booking and add the current date under ‘first visit’.

  1. After a fieldworker accepts the job, the I’m on my way option will appear at the top of the booking page.
  2. Once I’m on my way is selected (by fieldworker) a notification will be sent to the customer.
  3. Upon arrival at the job site, fieldworker selects I have arrived, which will transition to Start job.
  4. The required job completion time displays once Start job is selected at which point any photos can also be added.
  5. Upon job completion, selecting FINISH JOB the option to change the booking status to Completed, In progress or Failed will become available.

There are three required steps to complete a job:

  1. Fieldworker enters a job completion time and the site contact name.
  2. Select ‘Next‘ (top-right).
  3. New additional services or products used can be added by selecting ‘+Add New Service‘ or ‘ + Add Product‘.
  4. Any relevant photos can be uploaded following job completion for office or customer reference.

Payment FAQs

Which payment plans are available for OctopusPro?

There are three plans available for OctopusPro.

Starter: The maximum users for the starter plan are 4 (1 admin and 3 fieldworkers) and the price is $10 per user monthly.

Established: The maximum users are 50 (1 admin and 49 fieldworkers) for $50 per user monthly.

Corporate: There is no maximum amount of users for this plan (unlimited users). To discuss pricing please contact us at

Customized plans are also available, please contact

How do I create an invoice in OctopusPro?

The auto-generated invoices are dependant on the booking status.

  1. COMPLETED booking: The invoice for a completed booking will be auto-generated, including the cost of all added services.
  2. FAILED booking: The invoice for a failed booking may include a possible call out fee plus any relevant VAT/GST.
  3. CANCELLED booking: Besides any possible cancellation fee, the amount of its invoice will be ZERO.

To add a payment to a booking that is not auto-generated:

  1. Go to the booking by selecting the name
  2. Select Payment
  3. Select Add Payment (Invoice will open)
  4. Choose the payment type and enter the payment amount.

Using the mobile app:

  1. Go to Booking
  2. Select Billing
  3. Select Payment
  4. Enter the payment amount and complete the required fields
  5. Select Save

Services FAQs

How do I add a service to my OctopusPro account?

To add a service:

  1. Go to Setting
  2. Select Services Setting
  3. Select Services List
  4. Select Add New Service (top)
  5. Complete the required fields
  6. Select Save

Can I add an attribute to any service?

Unlimited attributes can be added to any service.

  1. Go to Settings in the side menu
  2. Select Services Settings
  3. Select Attributes
  4. Select New Attribute
  5. Check the required attributes, followed by Assign an attribute to a service to select the services assigned to the checked attributes.

Is it possible to designate specific prices for different cities and areas?

Yes, system administrators can determine specific pricing for selected areas.

  1. Go to Settings in the side menu
  2. Select Services Settings
  3. Select Service list
  4. Select Service Price Zone to the right of the service name
  5. Fill in the required fields
  6. Select Save

Customer Feedback FAQs

Can I add a complaint without having a booking?

No, customer feedback must have a booking reference.

To add a complaint:

  1. Navigate to the booking
  2. Select Booking
  3. Select Add Complaint
  4. Complete the required fields
  5. Select Save
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