Getting Started with PRO Plan

The PRO plan builds on everything in the Free plan and covers the rest of the customer lifecycle: customers book you online, sign a quote, get the right tech, sign off the job on site, pay from the portal and come back on a maintenance plan. There's no user limit. This guide walks through each of those in the order a customer meets them, then the tools that help you run the office.

Prerequisites

Before you begin, make sure:

• You have completed the basics covered in the Free Plan Guide — team invitations, job creation, invoicing, and customer management.
• Your subscription is active on the PRO plan (or you're within the 14-day free trial).

1. Everything in Free — included

All Free plan features are fully available on PRO with no limits:

• Unlimited users — no more 5-user cap. Invite your entire team.
• Unlimited jobs, customers, and invoices — same as Free.
• Manual assignment — still available alongside auto-assignment.

PRO also includes previously Enterprise-only capabilities:

• Customer portal — self-service access for your customers via magic-link login. See the customer portal guide.
• Stripe payment integration — accept online payments directly from invoices. See portal payments.
• QuickBooks Online sync — keep invoices and customers aligned with your accounting system.
• Customer alerts & reminders — automated notification flows for appointments, late arrivals, and follow-ups.

If you haven't set up the basics yet, start with the Free Plan Guide.

2. Get booked online

Your booking page is a public web page where customers pick a service and a preferred arrival window and send you a service request. Nothing lands on the schedule until you approve it.

1. Open Operations → Booking Page from the side menu.
2. Choose which services customers can request and preview the page.
3. Add the link to your website and your Google Business Profile.

Full setup in the booking page guide.

3. Price the work and get quotes signed

Keep one pricebook of your services, labor rates and materials, then build quotes from it. A quote can offer up to three options (good, better, best). The customer opens a private link, compares the options, signs and accepts online, and can pay a deposit if you ask for one. An accepted quote turns into a job at the price and tax the customer agreed to.

See quotes for options, deposits and what happens after acceptance.

4. Job forms and customer sign-off

Job forms are the checklists your techs fill in on site: pass or fail checks, readings, notes, photos and the customer's signature. A form can attach itself to new jobs automatically, and a required form has to be submitted before the job can be completed.

Build your first form with the job forms guide.

5. Service agreements and memberships

Sell a maintenance agreement once and let it do the work. Give it a visit schedule and FSM Navigator® books each visit as a job for as long as the agreement runs, then reminds you when it's due to renew. Membership plans add a fee and a member discount, and the fee can be charged to the customer's card automatically each period (this needs Stripe payments connected).

Start with service agreements, scheduled visits and agreement plans.

6. Ratings and Google reviews

A day after a job is completed, the customer gets an email asking them to rate the visit. On Pro, everyone who leaves a rating is also invited to review you on Google, and a low rating alerts your Owners, Managers and Dispatchers so someone can follow up.

Details in customer ratings and Google reviews.

7. Job profitability and custom fields

Job profitability shows the margin on every completed job: what you billed against technician labor, parts and mileage. Owners and Managers see it; technicians never see costs.

Custom fields let you add up to 10 of your own fields to jobs and 10 to customers, such as a gate code or a PO number, and make them required when you need them.

8. Company branding

Make FSM Navigator® feel like your own by customizing the look of your workspace and customer-facing documents.

1. Navigate to Settings → Company.
2. Upload your company logo — appears on the dashboard, invoices, and email notifications.
3. Set your brand colors — primary and accent colors are reflected across the UI.
4. Customize invoice branding:
   • Add your company tagline or registration number.
   • Configure the footer text that appears on PDF invoices.
5. Click Save.

9. Booking time windows

Give customers specific time slots when scheduling jobs, reducing missed appointments and improving satisfaction.

1. Navigate to Settings → Scheduling.
2. Enable Booking Time Windows.
3. Configure your available time slots:
   • Define morning, afternoon, and evening windows.
   • Set slot durations and buffer times between appointments.
4. When creating a job, the Booking Window field lets you select a pre-configured slot.

Read the full guide on booking time windows.

10. KPI dashboard

Track your team's performance with analytics and key performance indicators.

1. Navigate to Dashboards → KPI from the sidebar.
2. Explore the available metrics:
   • Jobs completed — daily, weekly, and monthly totals.
   • Average resolution time — how quickly jobs move from created to completed.
   • Technician utilization — workload distribution across your team.
   • SLA compliance — percentage of jobs completed within their SLA deadline.
   • Revenue metrics — invoiced amounts and collection rates.
3. Use date filters to analyze specific periods.
4. Switch between chart views — bar, line, and table formats.

Deep-dive into all available metrics in the KPI Dashboard documentation.

11. Customer bulk import

Migrate your existing customer database quickly using CSV import.

1. Navigate to Customers → Bulk Import.
2. Download the CSV template — it includes all supported columns with example data.
3. Fill in your customer data following the template format:
   • Required fields: company name (or first/last name), email.
   • Optional fields: phone, address, city, state, zip, country, notes.
4. Upload your completed CSV file.
5. Review the validation summary — the system highlights any rows with errors.
6. Click Import to load the valid records.

Full details and troubleshooting in the bulk import guide.

12. Telegram notifications

Keep your team informed by connecting FSM Navigator to a Telegram channel or group.

1. Navigate to Settings → Notifications → Telegram.
2. Click Connect Telegram Bot.
3. Follow the on-screen instructions to:
   • Add the FSM Navigator Bot to your Telegram group or channel.
   • Authorize the connection with the provided token.
4. Configure which events trigger notifications:
   • New job created.
   • Job assigned or reassigned.
   • Job status changes (e.g., started, completed).
   • SLA deadline approaching.
5. Click Save.

See the communication overview for all notification options.

13. Auto-assignment

Let Auto-Assignment automatically match the best technician to each job — saving dispatcher time and improving response rates.

1. Navigate to Settings → Auto-Assignment.
2. Auto-assignment is already on for your plan. Configure your rules:
   • Skill matching — add Required skills to a job and it goes to a technician who holds them with a current certification.
   • Proximity — prioritize the nearest available technician.
   • Workload balance — distribute jobs evenly across your team.
   • Availability — respect technician schedules.
3. Set the assignment trigger — auto-assign when a job is created, or when it reaches a specific status.
4. Click Save.

When a new job is created (or reaches the trigger status), the engine evaluates all available technicians and assigns the best match automatically. The assigned technician is notified immediately.

Detailed engine configuration in the auto-assignment guide.

What's next

You're getting the most out of PRO — here's what Enterprise adds:

• Inventory management — warehouses, bin tracking, van stock, and reorder alerts.
• Asset management — track equipment, warranties, and maintenance schedules.
• Work orders — multi-job projects with sub-jobs, estimates the customer approves, and budget tracking. An accepted quote can become a work order.
• Enterprise REST API and webhooks — connect your other systems and get notified when jobs and invoices change.
• More custom fields — up to 50 on jobs and 50 on customers.
• Equipment on service agreements — agreements that cover specific equipment and parts, carried forward at renewal.

Frequently asked questions

Related

• Free plan guide
• Enterprise plan guide
• Plans & pricing