The smarter way to manage your appointments

Appointments

Your calendar fills itself while you work.

Customers book online whenever it suits them — and are only offered times you can actually deliver.

• Bookable around the clock: on your website, by link or QR code, in 24 languages and without a customer account.
• No double bookings: staff, vehicle and material are reserved together with the appointment.
• The confirmation goes out by itself, and a reminder the evening before if the customer asks for one.
• When someone cancels, the time is offered to customers with a later appointment who asked for it.

Products & Services

Describe it once, offer it in 24 languages.

You add a service — Capwork translates it, suggests photos and knows what it takes to deliver.

• Every service is translated into all 24 EU languages automatically, again on every change.
• AI product photos in one consistent style: four suggestions, regenerate or upload your own.
• Variants and extras change price and duration — one entry instead of three.
• Every service knows what it needs: skills, vehicle, tools and material.

Communications

The reply is ready before you open the message.

Email, SMS and WhatsApp arrive in one inbox — with a reply draft you only need to check.

• Every channel in one inbox, with an owner and a status — nothing goes on holiday with someone.
• The draft comes in the customer’s language, with real prices and free times instead of guesswork.
• One click: book an appointment, open a request or pass a supplier invoice to Finances.
• Nothing leaves without you: a message is only sent once you approve it.

You receive WhatsApp and SMS through your own Twilio or Bird account.

Customers

A customer file that keeps itself up to date.

Anyone who writes, books or asks for a quote lands in your customer list automatically — with everything that belongs to them.

• Customers are created from the inbox, bookings and orders; duplicates are spotted and merged.
• Orders, revenue and last contact are always current, and segments like “not heard from in 90 days” fill themselves.
• One timeline per customer: appointments, orders, messages and automatic notifications.
• In the customer portal, customers cancel appointments, accept quotes and follow their orders — no password needed.

Requests & Orders

From inquiry to scheduled job — in minutes.

Every inquiry is assessed, priced and planned with the people, vehicle and material it needs.

• AI first assessment: a price from your catalog, the people, vehicles and material needed, and open questions for the customer.
• Quote by link: the customer accepts online, and the job is planned and reserved.
• Planning includes the drive and prefers times right after a job nearby.
• “My work” on the phone: on my way, start, finish — with photos, dictation, signature and a PDF report.

Quotes are sent through a connected email or SMS channel.

People Management

Whoever can is scheduled. Whoever can’t is covered.

Skills, working hours and absences in one place — booking and planning only offer people who can really do the work.

• Only people with the required skill who are on shift are offered.
• Someone calls in sick: you see every affected booking and stand-ins ranked by workload — you confirm.
• If nobody can cover, the customer is asked to pick a new time, and the responsible manager gets a task.
• A weekly roster, pre-filled and with an hours balance: job time and recorded hours count against contracted hours.

Fleet Management

No missed inspection. No van booked twice.

Your fleet speaks up before something is due — and every vehicle is only ever reserved for one job.

• Photograph the registration certificate: plate, VIN and technical data fill themselves in.
• Service, inspection, insurance and tyre changes come up as tasks in good time.
• Reservations including tools and material: nothing is given out twice, and whoever drives needs the right licence class.
• A logbook with locked trips and export; a QR code on the vehicle starts the trip.

Inventory

Never turn up without the material again.

Capwork speaks up before something runs out — and the reorder is one click away.

• Minimum and reorder level per material: shortages show up before they stop a job.
• One click sends the order to your supplier by email, WhatsApp or SMS.
• Scan the supplier invoice: its lines are booked as goods received once you confirm.
• Jobs book used material out exactly once, and planning tells you by when to order.

Suppliers

Your suppliers set themselves up.

Every scanned invoice recognises its supplier or creates it — with figures that work themselves out.

• Matched by VAT ID and name; anything uncertain is marked for review rather than guessed.
• Spend this year, average payment time and materials supplied — automatically.
• Only authorised people see bank details, and every IBAN change is logged.
• Merge duplicates: invoices, transactions and materials move along with them.

Task Planner

Capwork suggests. You decide.

What needs doing turns up by itself — and goes away again once the reason is gone.

• Tasks appear by themselves: inspection due, stock low, order stalled.
• Suggestions such as a reorder or a maintenance job are approved or rejected with one click.
• List, board and calendar; the bell shows what needs you right now.
• Every task is linked to people, vehicles, material and orders — what it needs is reserved.

Finances

Snap the receipt. Done.

Capwork reads your receipts, files them and shows you where the money goes — while the month is still running.

• Supplier, amounts and VAT per rate are read for you; you confirm.
• Gapless numbering, a filing spot with a QR label and a tamper-proof archive for seven years.
• When a recurring payment fails to arrive, it stands out.
• Profit and loss, cash flow, tax per rate and open items by age — as CSV for your accountant.