Use cases
The work that falls between your systems.
Your books, bank, card processor, payroll, schedule and inbox each hold part of every job, and the work nobody gets to lives in the gaps between them. Here it is, one job at a time: how it starts, what Bizable reads, what it gets ready, and the one call it leaves for you.
How every job runs
- 1It notices. Bizable reads your connected systems all day, so it sees the payment in one and the hold in another.
- 2It shows its work. Each item lists the records it came from, in each system, in plain words.
- 3It gets the fix ready. The invoice, the email, the list for dispatch: drafted and waiting.
- 4You say yes. Or a rule you set does. Either way it goes on the job’s record.
Show the jobs for
Bizable noticesSomething arrivesA rule or a dateYou ask
Getting paid
Money you’ve earned that’s stuck somewhere between the books, the card processor and the schedule.
- Bizable notices
They paid, but they’re still on hold.
- QuickBooks Online
- RouteNavigator
- Bizable
- Matches each payment in your books against accounts still suspended in RouteNavigator, and counts the pickups each one missed while it waited.
- Your call
- Approve the reactivations. Dispatch gets the list, with a make-up pickup for anyone who was skipped.
- Make it a rule
- “Reactivate customers when their balance reaches $0.00, and tell the office manager each time.”
- A rule or a date
Invoices are past due and nobody has time to chase them.
- QuickBooks Online
- Xero
- Gmail
- Bizable, as the Collections agent
- Sends past-due reminders from your books on the schedule you set, and stops on its own for anyone who has paid, disputed the bill or written back.
- Your call
- Who gets a phone call, a payment plan or a pause. Anything new it wants to say asks you first.
- Something arrives
Autopay cards failed overnight.
- Stripe
- QuickBooks Online
- Bizable, as the Payments agent
- Sorts the declined recurring charges, from service contracts and maintenance plans, into expired cards, short balances and cards that keep failing, retries the ones your rule allows, and drafts the card-update email for the rest.
- Your call
- Which customers you call yourself before the next visit.
- Make it a rule
- “Retry a declined card once after three days, then ask me.”
- Something arrives
A contractor’s order would put them over their credit limit.
- Google Sheets
- QuickBooks Online
- Bizable, as the Credit desk agent
- Checks each account order against the limit on your accounts sheet and what that contractor already owes, and shows how they’ve paid in the past.
- Your call
- Let it go out, send part of it, or hold it until they pay.
Billing for every job
Work that got done and never got billed, because the job lives in one system and the invoice in another.
- Bizable notices
The work got done but never got invoiced.
- RouteNavigator
- Google Sheets
- QuickBooks Online
- Bizable, as the Bookkeeper agent
- Compares finished work orders and visits with the invoices in your books, and drafts one for every extra pickup, extra clean or add-on job without a bill, priced from your rates.
- Your call
- Send them. The button says how many and how much, and you get ten seconds to undo.
- Make it a rule
- “Every Friday, queue finished jobs with no invoice for my approval.”
- Something arrives
A signed change order is sitting in someone’s inbox.
- Gmail
- Microsoft 365
- QuickBooks Online
- Bizable
- Reads signed change orders as they arrive by email, checks each one against the job’s invoices, and drafts the missing ones with the signed copy attached.
- Your call
- Bill it now or with the next draw.
- A rule or a date
The next draw is waiting on paperwork from subs.
- Gmail
- Google Sheets
- QuickBooks Online
- Bizable, as the Paperwork agent
- Tracks which subcontractors have sent lien waivers and current insurance certificates for the draw, and drafts a reminder to each one who hasn’t.
- Your call
- Send the reminders, and submit the draw once the list is complete.
Payroll and hours
The hours people worked, checked against the work before anyone submits payroll.
- Bizable notices
Timecards don’t match the work.
- Gusto
- RouteNavigator
- Google Sheets
- Bizable
- Lines up each person’s clocked hours against the stops or visits they finished that day, and shows the gap per person in hours and in overtime.
- Your call
- Correct the timecard or approve the time. Your payroll person submits payroll in Gusto; Bizable never does.
- A rule or a date
Labor ran heavy on slow shifts.
- Square
- Gusto
- Bizable
- Every Monday, puts last week’s clocked hours next to sales for each day and shift, and points out the shifts where labor ran well over your target.
- Your call
- Change next week’s schedule, or keep it and know why.
- A rule or a date
Tips didn’t make it into payroll.
- Square
- Gusto
- Bizable
- Before each payroll, totals card tips by person from your point of sale and checks them against the draft run.
- Your call
- Whoever runs payroll adds what’s missing before submitting.
The books and the bank
Deposits, payouts and the month-end close, matched for you so your bookkeeper only sees what’s left.
- Bizable notices
Deposits don’t match what you sold.
- Square
- Banks via Plaid
- QuickBooks Online
- Bizable
- Matches each day’s cash and card sales to the deposit that should have followed, and pulls out the days that came up short, with the register and the shift.
- Your call
- Who to ask about it.
- Something arrives
Card payouts never line up with the books.
- Stripe
- Square
- Banks via Plaid
- QuickBooks Online
- Xero
- Bizable, as the Bookkeeper agent
- Matches every payout to the bank deposit and the sales or invoices inside it, splits out the fees, and records it in your books the way you allowed.
- Your call
- Nothing, most days. What it can’t match goes to you or your bookkeeper with the records attached.
- A rule or a date
The month-end close takes a week.
- QuickBooks Online
- Xero
- Banks via Plaid
- Gusto
- Stripe
- Bizable, as the Bookkeeper agent
- On the first of the month, reconciles the bank feed, finds anything nobody billed, accrues wages and lists what’s left open.
- Your call
- The few calls only you or your bookkeeper can make, each with the records behind it.
Job costs and profit
Which jobs and customers make money, before the month is over and it’s too late to change it.
- Something arrives
A supplier’s prices crept up and nobody caught it.
- Gmail
- QuickBooks Online
- Bizable
- Reads each supplier invoice as it arrives, compares item prices with what you paid before, and adds up what the increases will cost you over a month.
- Your call
- Push back, shop it around, or raise your own prices.
- Bizable notices
A job is running over budget and nobody’s noticed.
- QuickBooks Online
- Google Sheets
- Bizable, as the Job costs agent
- Checks every bill against the job’s budget sheet as it comes in, and tells you which line is over while the job is still underway.
- Your call
- Raise a change order, push back on the supplier, or absorb it.
- Bizable notices
One customer costs more to serve than they pay.
- Gusto
- RouteNavigator
- Google Sheets
- QuickBooks Online
- Bizable
- Puts the hours, stops and supplies each contract takes next to what it bills, and shows which ones lost money last month.
- Your call
- Reprice it, change the scope or let it go. Bizable drafts the note; the conversation is yours.
Estimates and customers
Follow-ups and offers that slip when the office is busy.
- A rule or a date
Estimates go out and nobody follows up.
- QuickBooks Online
- Gmail
- Microsoft 365
- Bizable, as the Follow-ups agent
- When an estimate or bid goes a few days without an answer, drafts the follow-up in the salesperson’s own inbox, in their voice.
- Your call
- They read it, change what they like and send it.
- Bizable notices
Last year’s customers haven’t booked this season.
- QuickBooks Online
- Gmail
- Bizable
- Finds who booked a tune-up, a cleanup or an overseeding last season and hasn’t booked again, and drafts an offer for each from what they had done before.
- Your call
- Approve the message once and it goes to the list.
- Bizable notices
Last year’s catering and holiday orders haven’t come back.
- Square
- QuickBooks Online
- Gmail
- Bizable
- Finds the offices and regulars who placed catering or holiday orders this time last year and haven’t ordered yet, and drafts a note to each with what they ordered last time.
- Your call
- Approve the message once and it goes to the list.
And the questions no single app can answer.
Ask Bizable in plain words. The answer comes with the figures, the records it read in each system, and a next step when there is one.
“Who owes us the most right now?”
QuickBooks Online“Is anyone paid up but still being treated like they owe us?”
QuickBooks Online · Stripe · RouteNavigator“Which crew made us the most money last month?”
Gusto · QuickBooks Online“Can we make payroll on the 15th if the Henley job pays late?”
Banks via Plaid · Gusto · QuickBooks Online“What did we spend on fuel this quarter, compared with last year?”
Banks via Plaid · QuickBooks Online“Which customers haven’t booked since spring?”
QuickBooks Online · Square
What Bizable won’t do, in any of them.
- Move money, refund a payment or submit payroll. People do those.
- Write to a system you only connected to read. Writing is allowed one action at a time.
- Send a price, a date or a customer message without a yes or a rule you set.
Which of these would you hand off first?
Join the waitlist, and tell us. It decides what we connect and build first.