ServiceHub

Book appointments, dispatch services, auto-generate invoices, and collect payment - all from one place.

Overview

ServiceHub is your complete booking, dispatch, and payment automation system built directly into BizBooks Pro. It's designed for any business that schedules appointments and delivers services.

With ServiceHub, your workflow becomes:

1. Book - Schedule an appointment for a customer
2. Confirm - Approve and assign the job
3. Dispatch - Service is delivered on-site or remotely
4. Invoice - Auto-generated with one click
5. Get Paid - Via Stripe, manual payment, or subscription

To access ServiceHub, click ServiceHub in the main navigation bar.

Calendar Views

ServiceHub includes a visual calendar with three views:

Week View (Default)

Shows a 7-day spread with hourly time slots. Each appointment appears as a colored block in its time slot. This is the best view for daily scheduling and dispatching.

Month View

Shows the full month as a grid. Appointments appear as compact indicators on each day. Click any day to drill down to the day view.

Day View

Shows a single day with detailed hourly blocks. Appointment details (customer name, service, time) are fully visible. Best for managing a busy day.

Navigation

• Arrow buttons - Move forward/back by month, week, or day
• Today button - Jump back to today's date
• View buttons - Switch between Month, Week, and Day

Color Coding

Appointments are color-coded by status so you can see at a glance what's happening:

• Blue = Scheduled
• Green = Confirmed
• Orange = In Progress
• Gray = Completed
• Purple = Invoiced
• Red = Cancelled
• Yellow = No Show

Creating Appointments

There are two ways to create an appointment:

Method 1: Click "+ New Appointment" Button

1. Click the + New Appointment button at the top of ServiceHub
2. Fill in the appointment form:
   • Customer - Select from your existing customer list
   • Service - Choose a service (auto-fills duration and price)
   • Date - When the appointment should occur
   • Start Time - Appointment start time
   • Duration - Auto-calculated from service, or set manually
   • Price - Auto-filled from service, or override with custom price
   • Title - Optional descriptive title
   • Location - On-site, remote, customer address, etc.
   • Payment Mode - How the customer will pay
   • Notes - Customer-visible notes
   • Internal Notes - Staff-only notes (not visible to customer)
3. Click Save Appointment

Method 2: Click on Calendar Time Slot

1. Navigate to the desired date in the calendar
2. Click on an empty time slot
3. The appointment form opens pre-filled with the clicked date and time
4. Fill in remaining details and save

Service Catalog

Define the services your business offers. Each service has a name, default duration, and price.

1. Go to the Services tab in ServiceHub
2. Click + Add Service
3. Enter:
   • Service Name - e.g., "Computer Repair", "1-Hour Consultation"
   • Price - Default price for this service
   • Duration - Default length in minutes
   • Description - Optional service description
4. Click Save Service

When creating an appointment, selecting a service automatically fills in the duration and price fields.

Appointment Status Workflow

Every appointment progresses through a defined status workflow:

Status transitions are enforced - you can't skip steps or go backwards. This ensures your data integrity and gives you an accurate record of every appointment.

Complete & Invoice

The Complete & Invoice button is the power move in ServiceHub. With one click, it:

1. Marks the appointment status as Invoiced
2. Creates a professional invoice with the service as a line item
3. Posts GL journal entries (Debit: Accounts Receivable, Credit: Service Revenue)
4. Updates account balances automatically
5. Links the invoice back to the appointment

No manual data entry. No switching between modules. The entire accounting chain happens in one transaction.

Payment Modes

ServiceHub supports four configurable payment modes. Set a default for your business and override per appointment as needed.

Pay Later (Default)

The traditional approach. Service is delivered first, then an invoice is sent. Customer pays on their terms (net-30, etc.). Best for established client relationships.

Card on File

Customer provides their credit card information upfront. When you mark the appointment as complete, the card is charged automatically via Stripe. No payment chasing required.

Pre-Payment Required

Customer must pay at the time of booking before the appointment is confirmed. This eliminates no-shows and guarantees revenue before dispatch. Best for new customers or high-demand time slots.

Subscription / Retainer

Customer is enrolled in a recurring subscription plan. Bookings are covered by their plan, up to the plan's limits. No per-visit invoicing needed - just track usage against their subscription.

Subscription Plans

Create recurring service plans for customers who need ongoing support.

Creating a Plan

1. Go to the Plans tab in ServiceHub
2. Click + New Plan
3. Enter:
   • Plan Name - e.g., "Unlimited Support", "Monthly Maintenance"
   • Price - Monthly, quarterly, or annual charge
   • Billing Cycle - Monthly, quarterly, or annual
   • Max Bookings/Month - Leave blank for unlimited
   • Description - What's included in the plan
4. Click Save Plan

Enrolling a Customer

1. Find the plan in the Plans tab
2. Click Enroll Customer
3. Select the customer and start date
4. The subscription is now active

Tracking Usage

The Plans tab shows active subscriptions with usage tracking: how many bookings each subscriber has used in the current billing period, their next billing date, and subscription status.

Business Hours

Configure your business availability for each day of the week.

1. Go to the Settings tab in ServiceHub
2. In the Business Hours section, set for each day:
   • Open/Closed - Toggle whether you're open that day
   • Open Time - What time you start
   • Close Time - What time you finish
3. Click Save Hours

Default business hours are Mon-Fri 9am-5pm with weekends closed. ServiceHub automatically prevents bookings outside your business hours.

Blocked Times

Block off specific dates and times when you're unavailable.

Common uses:

• Holidays (Christmas, Thanksgiving, etc.)
• Vacation days
• Training or team meetings
• Equipment maintenance windows
• Lunch breaks on specific days

Blocked times can be all-day or for specific time ranges. When a time is blocked, ServiceHub prevents any appointments from being booked during that period.

ServiceHub Settings

Configure global settings that apply across all bookings:

• Default Slot Duration - Standard appointment length (default: 60 minutes)
• Buffer Between Appointments - Gap time for cleanup or travel (default: 0 minutes)
• Max Daily Appointments - Cap on bookings per day (default: 20)
• Default Payment Mode - Which payment mode is pre-selected for new appointments
• Auto-Invoice on Completion - Automatically generate invoices when appointments are completed
• Default Location - Pre-filled location for new appointments
• Reminder Hours - How far in advance to send appointment reminders