AIWorkspace
AI Office Manager
Learn secure sign-in, business knowledge, permissions, calls, scheduling, quotes, confirmation, audits, and usage.
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01
Start Here
Create an account, finish setup, and learn your workspace.
02Customers & Sales
Manage customers, leads, estimates, pricing, and booking forms.
03Scheduling & Field Work
Schedule, dispatch, complete jobs, and manage your team.
04Money & Billing
Invoice customers, collect payments, and understand subscriptions.
05Growth & Communication
Automate follow-up, market your business, and win more work.
06AI & Integrations
Set up your AI assistant, phone features, calendars, and providers.
Step-by-step guides
Every guide includes an annotated visual and a numbered walkthrough.
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Start Here
01Everyone
Create your ServiceTooly workspace
Choose your industry and location, create a secure account, and return to setup whenever you need to.
Open guide01Everyone
Sign in, reset a password, and secure your account
Use direct login or secure launch from ServiceTooly, recover access, and protect your profile.
Open guide01Workspace
Complete Company Setup
Add your company identity, service area, business hours, payments, team, and launch preferences at your own pace.
Open guide01Workspace
Use the dashboard and menus
Find tools quickly, understand today’s priorities, and move between desktop and mobile views.
Open guide01Everyone
Change language and display preferences
Switch the full public site or signed-in workspace between English and Spanish and keep the choice on later visits.
Open guide01Workspace
Manage password, two-factor security, and sessions
Protect your account, finish a two-factor sign-in, and review or end sessions that you do not recognize.
Open guide01Everyone
Find ServiceTooly legal, privacy, and communication policies
Read the rules that apply to account use, data, cookies, SMS, email, and acceptable behavior before agreeing or sending messages.
Open guideCustomers & Sales
02Workspace
Manage customers and customer portals
Create a complete customer record, track history, and share a secure customer portal.
Open guide02Workspace
Work leads and the sales pipeline
Capture every opportunity, assign ownership, follow up, and move won work into an estimate or job.
Open guide02Workspace
Create estimates and manage the Price Book
Build consistent pricing, send a clear quote, record approval, and turn accepted work into a job.
Open guide02Workspace
Build forms and online booking
Create lead or booking forms, publish them, and route each submission to the right workflow.
Open guide02Workspace
Use Customer 360, assets, addresses, and tax
Keep properties, equipment, contact details, tax rules, notes, and service history connected to the correct customer.
Open guide02Workspace
Create and use customer portal links
Give a customer a secure place to review appointments, estimates, invoices, messages, and payment actions.
Open guide02Workspace
Configure lead sources and lead webhooks
Label where leads came from, accept supported inbound leads, and verify that each lead reaches the correct company pipeline.
Open guide02Workspace
Create, edit, reschedule, and cancel bookings
Turn a request into a clear appointment and keep the customer and team informed when anything changes.
Open guide02Workspace
Send an estimate for secure customer approval
Preview the customer view, send the secure proposal, record the decision, and convert approved work without retyping it.
Open guide02Workspace
Build and maintain the Price Book
Create reusable services and materials so estimates stay clear, consistent, taxable, and profitable.
Open guideScheduling & Field Work
03Workspace
Schedule and dispatch appointments
Book the right time, assign the right technician, and keep customers and field teams informed.
Open guide03Workspace
Set up recurring services
Create repeat schedules that generate predictable visits without duplicating the setup each time.
Open guide03Workspace
Run jobs and field work
Move work from scheduled to completed, capture proof, and hand clean information to billing.
Open guide03Workspace
Manage team, roles, and labor
Invite staff, control access, schedule technicians, and review labor records.
Open guide03Workspace
Use the dispatch board
Assign the right technician, balance the day, and keep job status consistent across office and field views.
Open guide03Workspace
Use the Technician Portal and Field Workspace
Let field staff see assigned work, update status, capture proof, and return complete information to the office.
Open guide03Workspace
Set capacity and technician availability
Control when work can be booked by recording business hours, skills, availability, time off, and workload limits.
Open guide03Workspace
Manage operations, inventory, assets, and fleet
Track the equipment, stock, vehicles, maintenance, and operational records needed to complete work safely.
Open guide03Workspace
Track time and prepare payroll
Maintain employee records, time entries, paid time off, adjustments, payroll runs, and exports.
Open guideMoney & Billing
04Workspace
Invoice customers and record payments
Create an accurate invoice, collect payment, send receipts, and track balances.
Open guide04Workspace
Understand your ServiceTooly subscription
Review plan access, trial time, usage, invoices, and the effect of changing or canceling a plan.
Open guide04Workspace
Manage Lead Wallet and bid budget
Fund lead activity, set spending limits, and understand marketplace charges.
Open guide04Workspace
Create customer memberships and service plans
Offer repeat service with clear benefits, billing rules, visit schedules, and cancellation handling.
Open guideGrowth & Communication
05Workspace
Use messages and notifications
Keep customer conversations organized and act on system alerts without losing context.
Open guide05Workspace
Send broadcasts and build automations
Reach an eligible audience and automate useful follow-up without creating spam.
Open guide05Workspace
Collect reviews and customer referrals
Ask at the right moment, route feedback responsibly, and reward referrals according to your rules.
Open guide05Workspace
Buy and work marketplace leads
Set preferences, evaluate opportunities, purchase intentionally, and measure return.
Open guide05Workspace
Manage website pages and templates
Publish clear service content and reusable communications while protecting your brand.
Open guide05Workspace
Use the Notification Center
Review scheduled, sent, delivered, and failed system messages and safely retry only after fixing the cause.
Open guide05Workspace
Run a customer referral program
Set fair referral terms, share trackable invitations, prevent self-referrals, and fulfill earned rewards.
Open guide05Workspace
Use the partner and affiliate portal
Apply, share approved assets, track qualified referrals and commissions, and review payouts.
Open guide05Workspace
Publish website, blog, quote, and company pages
Create useful public content, verify company identity, connect a working call to action, and test the page signed out.
Open guideAI & Integrations
06Workspace
Use the AI Office Manager
Set up the assistant, give it approved business knowledge, and use it for calls, customers, scheduling, quotes, follow-up, and office work.
Open guide06Workspace
Set up AI phone and voice features
Configure call answering and outbound calling with clear rules, consent, escalation, and test calls.
Open guide06Workspace
Connect calendars, integrations, and API access
Connect only the services you need, test synchronization, and protect tokens.
Open guide06Workspace
Connect Stripe for customer payments
Complete Stripe onboarding, return to ServiceTooly, and verify the company can receive payouts.
Open guide06Workspace
Configure AI Office Manager knowledge, permissions, and usage
Teach the assistant accurate company information, control what it may do, test every action, and monitor billed usage.
Open guide06Workspace
Test AI phone calls, scheduling, quotes, and escalation
Verify the complete caller experience before advertising the number or enabling unattended handling.
Open guide06Workspace
Connect QuickBooks and business integrations
Authorize a supported provider, verify the correct company connection, and test synchronization without creating duplicate records.
Open guide06Workspace
Use API tokens, mobile sessions, and webhooks
Create least-privilege access for approved integrations and test it without exposing tokens or crossing company boundaries.
Open guide06Workspace
Use Platform Services, workflows, documents, and audits
Understand the shared service layer that supports AI, documents, notifications, integrations, and repeatable workflows.
Open guideFrequently asked questions
Short answers to the questions people ask most often.
Can I stop onboarding and finish later?
Yes. ServiceTooly saves completed setup data. Reopen Company Setup from the account menu and continue with the next incomplete section.
Why do country, language, currency, state, and time zone matter?
They control address choices, date and time display, appointment interpretation, money formatting, localized pricing, and some tax behavior. Choose the country first so dependent options are accurate.
What should I do if I cannot sign in?
Confirm the exact user email, request a fresh password reset, and use the newest link. If access is role- or company-related, contact the company owner or support; never share a password.
How do I avoid duplicate customers or companies?
Search by name, email, phone, address, and company ID before creating a record. Super Admin should review tenant data and ownership before any consolidation.
How do I turn an approved estimate into work?
Open the approved estimate and create the booking or job from it. This carries the customer, location, scope, and pricing forward and reduces re-entry errors.
Can customers pay invoices online?
Yes, after the company completes its supported payment connection. Send the secure invoice payment link; never ask a customer to put full card details in a message.
What is Stripe Connect used for?
It lets each eligible ServiceTooly company connect its own Stripe account for customer payments and payouts. That tenant connection is separate from ServiceTooly platform subscription billing.
Can the AI assistant schedule, quote, and answer calls?
Those capabilities can be enabled according to plan, provider configuration, permissions, usage billing, and company policy. Test each capability before live use and require confirmation for sensitive actions.
Where is the complete AI Office Manager guide?
Open Help, choose AI & Integrations, and select Use the AI Office Manager. It explains secure access, business knowledge, permissions, everyday requests, confirmation, voice setup, audits, and usage.
How do I open the Marketing Manager?
A ServiceTooly Super Admin opens Administration, selects Marketing Manager, and launches it through the signed access button. The Marketing Manager guide explains audience consent, provider checks, campaign creation, testing, launch, and reporting.
What is the difference between Marketing Manager and AI Office Manager?
Marketing Manager is for preparing, sending, and measuring approved campaigns. AI Office Manager helps with calls, customers, schedules, quotes, follow-up, and office tasks. They can work together, but each uses its own permissions, providers, approvals, and usage records.
How is AI and voice usage billed?
The Subscription & Billing page shows the plan and available usage details. AI, voice, messaging, and lead products may have metered charges in addition to the base subscription.
Why did a text or email fail?
Open Notifications and check the exact status. Common causes are invalid contact information, missing consent, provider configuration, blocked recipients, sending limits, or temporary provider errors.
How do roles protect the company?
Roles limit which records and actions a user can access. Give each team member only the permissions needed for their responsibilities, and suspend access promptly when it is no longer needed.
How does Super Admin support access work?
Open as support creates an audited, time-limited support session for the selected company. It avoids asking for the owner’s password and records the administrator, target, time, and result.
What is an effective company status?
It is the single status ServiceTooly uses after considering manual suspension, subscription state, trial, payment conditions, and other access rules. Company lists and Company Control should show the same result.
How do I test a public company page?
Open the company subdomain in a signed-out browser. Verify the correct company identity, certificate, mobile layout, service content, and destination of quote or booking form submissions.
Where can I get human help?
Use the Support link at the bottom of the Help Center. Include the page, company ID when applicable, what you expected, what happened, and the time—never include passwords, tokens, or payment details.
Still need help?
Tell support which page you were on, what you expected, and what happened. Do not send passwords, payment details, API keys, or access tokens.