Small Business Field Service Management Software
Run your entire service business from one place.
OctopusPro gives small service businesses one field service management platform for leads and enquiries, quotes and estimates, bookings and appointments, scheduling and dispatch, fieldworkers, customers, invoices, payments, reporting, online booking and customer self-service.
Replace spreadsheets, paper job sheets, manual calendars and scattered messages with one organised system that helps your team respond faster, deliver a more professional service and grow without adding unnecessary admin.
Why small businesses choose OctopusPro
Stop losing jobs, time and cash flow between the first enquiry and the final payment.
As your business grows, it becomes harder to keep enquiries, quotes, schedules, fieldworkers, invoices and customer updates organised. OctopusPro brings them together so fewer opportunities are missed and your team spends less time chasing information.
Capture more demand
Bring website enquiries, phone calls and customer requests into one organised pipeline, then turn them into quotes, bookings and timely follow-ups.
Schedule with less back-and-forth
Schedule jobs using availability, skills, service areas and booking rules, then assign work manually or automatically with less back-and-forth.
Get paid with less chasing
Send quotes and invoices sooner, collect deposits or payments online, remind customers about outstanding balances and reduce double entry with accounting integrations.
From first enquiry to final payment
Keep every job moving from enquiry to payment.
OctopusPro connects each stage of the customer journey, helping your office team, fieldworkers and customers move smoothly from enquiry and quote to booking, job completion, payment, review and repeat service.
Capture Leads
Capture website enquiries, portal requests and phone leads in one place.
Send Quotes
Create professional estimates, set deposits or expiry dates, follow up and capture approval.
Book Jobs
Turn approved work into one-off jobs, recurring visits or service appointments.
Dispatch Staff
Match each job with the right fieldworker using availability, location, service area and skills.
Complete Work
Give fieldworkers job details, checklists, photos, signatures, status updates and payment tools in the app.
Invoice & Grow
Invoice completed work, collect payment, request feedback and make repeat booking easier.
One connected system for your whole team
Everything your service team needs in one connected system.
Manage customers, leads, quotes, bookings, schedules, fieldworkers, communication, forms, invoices, payments and reporting without switching between disconnected tools.
- Lead management and enquiry tracking software
- Quote, estimate, proposal and approval workflows
- Booking, job, work order and appointment management
- Fieldworker scheduling, dispatch and job acceptance
- Mobile workforce management and fieldworker app tools
- Customer portal, online booking, payments and self-service
- CRM, customer service history and communication logs
- Digital forms, custom fields, checklists, photos and signatures
- Invoices, payments, deposits, refunds and billing cycles
- Reports, dashboards, reviews, ratings and performance insights
Built around every role
Give owners, office staff, fieldworkers and customers a better experience.
OctopusPro gives each person the information and tools they need, helping owners stay in control, office staff work efficiently, fieldworkers stay informed and customers enjoy a smoother experience.
Business owners
See bookings, revenue, invoices, payments, customer activity, staff performance and reviews at a glance with live business reporting dashboards.
Office staff
Manage enquiries, create bookings, schedule work, assign jobs, send quotes and invoices, and answer customer questions from one workspace.
Fieldworkers
Receive job details, accept or decline work, navigate to appointments, update job status, complete forms, upload photos and collect signatures from the field.
Customers
Book online, request quotes, receive reminders, approve work, pay invoices and view booking history through the customer self-service portal.
Scheduling, dispatch and availability
Book the right job, at the right time, with the right fieldworker.
Keep your day running smoothly with flexible calendar views, real-time availability, unassigned job tracking, skill and service-area matching, recurring bookings and easier rescheduling.
- Booking and appointment scheduling software for day, week, month, list and map views.
- Manual and automated job assignment software for fieldworker requests and dispatch control.
- Dynamic real-time fieldworker availability scheduling for valid bookable times.
- Booking rescheduling and cancellation management for schedule changes.
- Fieldworker service areas and territories for location-aware assignments.
- Google and Outlook calendar synchronisation for calendar visibility.
Mobile field service app
Give fieldworkers the tools they need before, during and after each job.
Fieldworkers can receive job requests, review job details, navigate to the site, send updates, check in/out, complete forms, upload before-and-after photos, collect signatures and update the office from their mobile device.
Accept and manage job requests
Send new jobs directly to fieldworkers so they can review the details, accept or decline, and respond quickly.
GPS and status updates
Keep the office and customers informed with on-the-way, arrived, started, paused and finished updates, plus GPS-supported visibility.
Proof of work
Capture forms, checklists, job photos, notes, customer signatures and payment details while the work is being completed.
Customer portal and online booking
Let customers book, approve and pay online—day or night.
OctopusPro’s customer portal and online booking system gives customers an easy way to request quotes, book services, approve work, make payments, update their details and view their booking history.
- Accept online bookings directly through your website using a booking button or portal link.
- Lead capture forms and quote request workflows for quote-first businesses.
- Control which services customers can view and book online, including availability and booking requirements.
- Collect deposits, part payments or full payments online and provide clear payment instructions.
- Customer portal branding and style controls for a trusted customer experience.
- Customer feedback, ratings and review request workflows after completed jobs.
Quotes, invoices and payments
Win work faster and turn completed jobs into paid invoices sooner.
Keep quotes, approvals, invoices and payments connected to each job so your team can follow up sooner, invoice promptly and see exactly what has been paid or remains outstanding.
- Create, send and track professional service quotes, then capture approvals and convert accepted work into bookings.
- Send branded invoices with clear line items, taxes and due dates as soon as work is ready to bill.
- Collect deposits and online payments and manage refunds while keeping customer balances up to date.
- Customer billing cycles and consolidated invoicing for repeat or commercial clients.
- Integrated accounting with Xero and QuickBooks Online to reduce double entry.
- Revenue, payment and invoice reporting dashboards to monitor cash flow.
Customer records and proof of work
Keep every customer, location, job, document and conversation connected.
Keep customer details, service history, quotes, bookings, invoices, messages, forms, photos, signatures, assets and notes connected, so your team can quickly understand what happened before and what needs to happen next.
- Service business CRM software for customer profiles, contacts, addresses, notes and service history.
- Customer assets, dependents, properties and related records for repeat service businesses.
- Custom fields for booking, quote and customer data to capture the right information.
- Digital forms and checklists for consistent job records with required fields, photos and signatures.
- Complaint and issue management workflows tied to bookings, quotes, invoices and customers.
- Job photo tags and before-and-after proof of work for quality control.
Services, pricing and booking rules
Control how services are presented, priced, booked, assigned and invoiced.
Create a clear service catalogue that helps customers choose the right service, keeps pricing consistent, gives fieldworkers accurate job requirements and makes invoicing easier.
Field team management and accountability
Keep staff, contractors and mobile teams organised and accountable.
Match work to the right people by controlling services, skills, availability, service areas, permissions and job responsibilities.
- Manage fieldworker profiles, skills, availability and work history from one place.
- Calculate fieldworker pay, commissions and earnings using job and timesheet information.
- Review timesheets and hours worked before payroll is processed.
- Set role-based permissions so each fieldworker sees and updates only what they need.
- Fieldworker service area and territory settings to support better job matching.
- OctopusPro app login and fieldworker access for mobile onboarding.
Customer communication and automation
Keep customers informed without sending every message manually.
Send timely confirmations, reminders, quote follow-ups, payment requests and feedback invitations automatically, while keeping your team’s communication consistent.
- Automated appointment reminders and confirmations for bookings, ETA updates and customer instructions.
- Email templates, SMS templates and template placeholders for consistent communication.
- Google and Outlook calendar synchronisation for scheduling visibility.
- Connect OctopusPro with other business tools using APIs, webhooks and supported integrations.
- Google Maps address capture and location workflows for accurate booking locations.
- Mailing lists and bulk messaging management for follow-up campaigns and customer reactivation.
Business visibility and reporting
See what is happening across your jobs, customers, team and cash flow.
Use live dashboards and reports to see what is booked, what needs attention, which quotes require follow-up, who is available, which jobs are complete, what remains unpaid and where revenue is coming from.
- Live business reporting and activity dashboards for bookings, quotes, invoices, revenue and performance.
- Activity logs and change history for clearer accountability and a reliable record of updates.
- Customer feedback, ratings and reviews for service quality insights.
- Xero and QuickBooks integration for field service businesses for financial visibility.
Why growing service businesses move beyond spreadsheets
Bring your customer, job and payment information together.
Spreadsheets and basic calendars can become difficult to manage as bookings increase. OctopusPro connects online booking, dispatch, field updates, invoicing, customer history, communication and reporting in one system.
| What your business needs | Spreadsheets and basic calendars | OctopusPro |
|---|---|---|
| Lead to job workflow | Manual tracking, repeated entry and forgotten follow-ups. | Lead management → quote management → booking scheduling → invoicing from connected records. |
| Scheduling and dispatch | Difficult to manage availability, territories, skills and last-minute changes. | Job assignment and dispatch using availability, service areas, job requests and scheduling controls. |
| Fieldworker updates | Phone calls, text messages and missing job details. | Mobile field service app for job details, status updates, photos, forms, signatures and payments. |
| Customer experience | Customers need to call or email for most updates. | Customer portal software for online booking, self-service, quote approval, payment and booking history. |
| Billing and reporting | Separate invoicing tools and manual reports. | Invoices, payments, accounting sync and live reporting in one workflow. |
Built for the way your business works
Run mobile, fixed-location, multi-site, recurring or virtual services.
OctopusPro works for businesses that travel to customers, serve clients from a shop, clinic or workshop, manage several locations, deliver online appointments or combine different service models.
Mobile and on-site services
Schedule and dispatch teams for cleaning, trades, pest control, mobile mechanics, gardening, pool care, installations, inspections and property maintenance.
Fixed-site, branch and storefront services
Manage appointments and jobs across clinics, salons, workshops, studios, repair counters, treatment rooms and multiple branches.
Virtual and remote service bookings
Book and manage online coaching, tutoring, consulting, remote support, virtual consultations and other remote services.
See OctopusPro in action
Explore the workflows behind a smoother service business.
Take a closer look at how OctopusPro connects scheduling, fieldwork, customer self-service, invoicing, communication and reporting. Open any image to explore the workflow in more detail.
Explore more OctopusPro features
Find the tools your team needs to run every job smoothly.
Explore the tools that help you capture more work, organise bookings, support fieldworkers, improve customer communication, invoice sooner and make better business decisions.
Leads & Quotes
Scheduling & Dispatch
Field Team
Customer Experience
Invoicing & Payments
Job Records & Proof
Services & Pricing
Ready to simplify operations?
Try OctopusPro with your own services, staff and bookings.
Start your free trial and test the workflows your team uses every day: lead capture, quotes, scheduling, dispatch, fieldworker updates, invoices, payments, customer communication and reporting.