Platform Overview

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OctopusPro User Guide – Platform Overview

OctopusPro is a cloud‑based service‑management suite that unifies booking, scheduling, payments, and customer communication in a single dashboard. Designed for field, studio, and virtual service organisations, it scales from solo operators to multi‑location enterprises.

Who is it for?

Service model Typical industries (non‑exhaustive) How OctopusPro helps
Mobile / on‑site • Mobile mechanics & windscreen repair • Mobile tyre or battery replacement • Residential & commercial cleaning • Lawn care & landscaping • Pest & termite control • Pool servicing • Plumbing, HVAC & electrical trades • Appliance repair • Home healthcare & nursing visits • Pet grooming & dog‑walking • Mobile beauty, massage, barbering & spray‑tanning • Furniture delivery & assembly • Locksmiths & security installers • IT support • Event & party rentals (inflatables, marquees) • Mobile car‑wash & detailing • Housekeeping • Pet care • Handyman & trades Real‑time field‑worker GPS, route optimisation, on‑site invoicing, contactless card collection
Fixed‑site / studio • Hair, nail & lash salons • Spa & massage clinics • Physio & chiropractic practices • Auto service centres & tyre shops • Fitness, yoga, Pilates & martial‑arts studios • Veterinary clinics & grooming salons • Photography studios • Coworking spaces & meeting‑room hire • Escape rooms & activity venues • Childcare & tutoring centres • Community halls & sports facilities • Car‑rental depots Room & resource scheduling, front‑desk POS, customer self‑check‑in, capacity management, wait-list management
Virtual / online • E‑learning & language tutoring • Remote consulting • Telehealth • Counselling • Coaching • Virtual fitness • Remote tech support & software training • Virtual assistants • Online music or art lessons Zoom/Teams links inside bookings, time‑zone‑aware scheduling, online payment & automated reminders

Tip: Many businesses blend categories—for example, a salon (fixed‑site) that also offers at‑home services (mobile), or a fitness studio with virtual classes. OctopusPro supports mixed models out of the box.

Core outcomes

  • Customer experience – branded portal + mobile app, real‑time ETA tracking, and instant feedback requests.
  • Control & insight – live dashboards, granular permissions, and exports to Xero or QuickBooks keep finance and ops aligned.
  • Efficiency – replaces spreadsheets and email chains with automated scheduling, route optimisation, and reminder workflows.
  • Revenue growth – high‑converting customer portal boost bookings, in‑field upsell prompts and package management turn technicians into a new sales channel.
  • Customer experience – branded portal, live ETA tracking, and real‑time notifications keep customers informed and reduce calls .
  • Control & insight – live dashboards, granular role permissions, and two‑way sync with Xero or QuickBooks put finance and operations on the same page .
  • Scalability – cloud architecture and unlimited user tiers let you add crews, depots, or franchisees without changing tools .
  • Compliance & security – PCI‑ready payments and audit‑grade change logs protect customer data and meet industry regulations.
  • Collaboration – in‑app crew chat, document sharing, and complete job history keep office staff and field teams aligned.
  • Sustainability & cost savings – AI‑driven route optimisation cuts fuel use and CO₂ while boosting first‑time‑fix rates .
  • Data‑driven decisions – exportable BI reports and KPI trends highlight profitable services and under‑performing routes .

End‑to‑end workflow

  1. Inquiry capture – web widgets, phone, social‑DM, or CRM import.
  2. Lead qualification – automated response rules, tag & priority scoring, follow‑up reminders.
  3. Quote & booking – fixed price, hourly, or hybrid; digital quote acceptance and deposit capture.
  4. Resource planning – slot availability, skill‑matching, room/asset allocation, crew grouping.
  5. Dispatch & field app – real‑time push to technicians, route optimisation, turn‑by‑turn navigation.
  6. On‑site workflow – check‑in/out, photo & signature capture, forms & checklists, parts/add‑ons upsell.
  7. Time & expense tracking – live labour timer, mileage log, and purchase receipts.
  8. Quality control – in‑field audit checklist, supervisor sign‑off, issue escalation.
  9. Payment – card, wallet, bank transfer, or account‑on‑file.
  10. Customer feedback – instant SMS/email review request, NPS scoring, Google Review link.
  11. Follow‑up – automated maintenance reminders, automated reviews, upsells, recurring reminders, package balance alerts, cross‑sell email sequences.
  12. Payroll & commissions – auto‑split via Stripe Connect or batch export (ABA, NACHA, BACS, SEPA XML, CPA‑005).
  13. Accounting sync – push invoices, expenses, and payouts to Xero or QuickBooks.
  14. Reporting & BI – live dashboards, exportable KPIs, custom date/tech filters for profitability analysis.

Schedule a free support call

Next step – talk to a product specialist

Ready to see how OctopusPro fits your workflow?
Book a free support call and we’ll tailor a live demo to your industry, answer technical questions, and advise on data migration. Unlimited users, 24/7 support, and enterprise‑grade security are all included.

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