Every minute, accounted for.
Dispatch runs the working day for service companies in Hawaiʻi. Quotes, scheduling, technicians, inventory and billing share one record, so no customer is left waiting, no visit slips through, and the numbers management sees are the numbers that happened.
- 11visits on today's board4 technicians
- 9confirmed by customerson time
- 2unconfirmed, staff calls due by 11:00assigned
- 0plan visits due and not schedulednone forgotten
Sample day. The clock is live.
Aloha on time, with the books to prove it.
Good service is warmth plus follow-through. Dispatch is built around three commitments your customers and your managers can both feel.
Every customer is known and looked after.
The whole relationship in one place: sites, contacts, plans, past visits, photos and every email exchanged.
- Customers confirm before you roll a truck, and can reschedule to a time that works.
- After each visit the customer confirms the technician was there, with before and after photos on record.
Every visit has an owner and a clock.
Nothing depends on someone remembering. When a step is missed, Dispatch puts it in front of a person.
- Unconfirmed visits become call tasks with a deadline. Bounced emails are flagged separately.
- Maintenance plans create their own visits, so a quarterly cleaning cannot drop off the calendar.
- Travel is reserved with service time, so no one is double-booked across the island.
Reports that add up.
Management sees numbers produced by the work itself, not a spreadsheet retyped on Friday.
- Time on each job is logged by category: travel, setup, work and breakdown.
- Every gallon is traced from warehouse to van to site, and physical counts are compared with the ledger.
- Corrections keep their history. Nothing is silently overwritten.
One visit, hour by hour.
A single path from the first inquiry to the paid invoice. Each step records who did what, and when.
Quote request
Your website form collects the address, rough square footage and photos, and assigns a salesperson.
Site visit or demo
Sales books it on the shared calendar, verifies the area and builds the quote.
Quote in QuickBooks
The quote is created as a QuickBooks Online estimate. The customer approves the exact version they saw.
Scheduled with travel
Service time is calculated from the area, and travel is reserved in front of it, in route order.
Customer confirms
An email asks the customer to confirm. No answer by the deadline creates a call task for staff.
Work completed
The technician records time, chemical used and before and after photos from their phone.
Attendance confirmed
The customer confirms the visit happened. A dispute goes to a person, not a spreadsheet.
Invoiced and paid
Monthly invoices are issued in QuickBooks and collected by card or ACH through Stripe autopay.
Honest calendars start with honest estimates.
Service time follows a rule you set and can change. The default here is 60 minutes for setup and breakdown plus 30 minutes per 1,000 square feet. Travel is held separately so the next customer is not kept waiting.
- Setup and breakdown
- 60 min
- Treatment time
- 186 min
- Reserved on the calendar
- 4 h 31 min
Example only. Each company sets its own rule, and every visit keeps the rule version it was booked with.
Everything the day depends on.
Built for companies that sell, schedule, service, train and supply, often in the same week.
Scheduling and dispatch
One company calendar for every technician and salesperson, by day or week, with travel, availability and confirmation status in view.
- Technicians see their stops in route order with site instructions and navigation
- Conflicts are checked on the server, so two people cannot book the same hour
- Customers choose from times that fit the route
Maintenance plans
Recurring plans create their own visits and reminders. Billing runs on its own schedule, so a moved appointment never changes an invoice.
- Weekly, monthly or quarterly service by site
- Machine leases and monthly supply orders on the same agreement
- Plan visits that are due but unscheduled are flagged
Quotes, demos and site visits
Requests arrive with photos and square footage, go straight to a salesperson, and become site visits and demos on the sales calendar.
- Rough and verified measurements kept side by side
- Every quote version saved, with the customer's decision attached
- Estimates and invoices stay in QuickBooks Online, your accounting record
Inventory and auto-ordering
Chemical and equipment stock is tracked in every warehouse and van. Reorder points draft the next order before anyone runs out, for you and for the customers you supply.
- Issue, apply, deliver, spill, return and count, each recorded separately
- Handoffs acknowledged by both people
- Shortfalls go to review with evidence, never straight to blame
Training and certification
Track who is trained on each piece of equipment, such as electrostatic sprayers, and when a refresher is due. Only qualified staff are assigned to the work.
- Training sessions scheduled like any other visit
- Sign-off recorded per person and per skill
- Customer staff trained on your equipment kept on their own schedule
Billing and B2B distribution
Monthly invoices are generated in QuickBooks and collected by card or ACH through Stripe. Wholesale orders and deliveries post against the same stock ledger.
- One charge per invoice, even when a sync retries
- Payment problems go to billing staff, not lost in email
- Customer email threads linked to the right account
Reporting management can trust.
Figures come from the records technicians complete in the field. When something does not reconcile, the report says so instead of hiding it.
- Labor you can reconcile. Scheduled minutes against logged minutes, by technician and by job.
- Stock you can explain. Opening count, transfers, applications, deliveries and spills against the physical count.
- Money that matches the books. Invoices, payments and QuickBooks entries reconciled, with exceptions listed.
- Missing data shown as missing. If a rate is not set, the report says "not configured", never zero.
| Visits completed | 214 |
|---|---|
| Arrived within the customer window | 94.6% |
| Confirmed 48 hours ahead | 88.1%25 staff callbacks, all closed |
| Labor minutes, logged vs scheduled | 18,412 / 18,96097.1% of plan |
| Plan visits due but unscheduled | 0 |
| Concentrate, ledger vs counted | −0.6 galVan 2 · review open |
| Invoices synced to QuickBooks | 212 / 2142 awaiting retry |
| Autopay collected | $48,317.401 ACH return · billing task open |
Made in Honolulu, for island work.
Island routes, interisland customers and small teams wearing many hats. Dispatch is built by Hawaii Data with local service companies, starting with a small group of pilot customers.
- Time zone
- Hawaiʻi time by default, stored precisely for every visit
- Your data
- Each company's records are kept separate from every other company's
- Accounting
- QuickBooks Online stays your system of record
- Payments
- Card and bank details stay with Stripe, never in Dispatch
- Sign in
- Emailed one-time codes, no passwords to share
Talk story with us.
Tell us how your team works today. We will walk you through Dispatch using your own services, routes and plans, and tell you plainly whether it fits.
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