Getting Started

Welcome to CallOut WMS

CallOut WMS helps tradespeople and service businesses manage jobs, customers, invoices, quotes, and tenders from one place. This guide will walk you through setting up your account and getting productive in minutes.

Creating Your Account

To get started with CallOut WMS:

  1. Visit the registration page and enter your first name, last name, email address, business name, and a strong password. A phone number can be added but is optional.
  2. Choose the plan you would like to start on. Every new account begins with a 14-day free trial, so you can explore the system before being billed.
  3. Click Create Account to submit your registration. Pricing is in GBP and includes VAT-ready invoicing.

Verifying Your Email

After registering, you will receive a verification email at the address you provided. Open the email and click the verification link to confirm your account. If you do not see the email within a few minutes, check your spam or junk folder.

You must verify your email before you can log in. If the link has expired, you can request a new verification email from the login page.

Logging In for the First Time

Once you click the verification link, you will be taken to a welcome page that confirms your account is active and reminds you that your 14-day free trial has started. From there, click Sign In and log in with your email and password. You will be taken straight to your dashboard.

Navigating the Dashboard

The dashboard is your home screen. It gives you an at-a-glance overview of your business:

  • Stat cards — quick totals for Jobs Today, Jobs This Week, Pending Invoices, and Revenue This Month.
  • Recent jobs — a list of your most recently created or updated jobs so you can pick up where you left off.
  • Upcoming jobs — jobs that are scheduled in the near future, helping you plan your day and week.

Sidebar Navigation

The sidebar on the left gives you quick access to every area of the application:

  • Dashboard — return to your overview at any time.
  • Jobs — a collapsible group that lets you jump straight to Active, Scheduled, or Completed jobs.
  • Customers — maintain your customer database.
  • Invoices — create and track invoices and payments.
  • Quotes — prepare and send estimates to customers.
  • Tenders — track and respond to invitations to bid.
  • Calendar — see your scheduled jobs on a calendar view.
  • Reports — review business performance and financials.
  • Accounting and Users — manage your books and the people who can access your account.
  • My Account — manage your profile, business details, and preferences.
  • Help, Support, Change Password, and Logout — available towards the bottom of the sidebar.

Adding Your First Customer

Before you create a job, you will need at least one customer on file:

  1. Click Customers in the sidebar, then click Add Customer.
  2. Enter the customer's name, email, phone number, and address — broken down into address, city, and postcode.
  3. Use the Notes field for anything useful to remember — for example, gate codes, preferred contact times, or special instructions.
  4. Click Save. Your customer is now ready to be linked to jobs and invoices.

Creating Your First Job

With a customer in place, you can create your first job:

  1. Click Jobs in the sidebar, then click New Job.
  2. Give the job a title (e.g. "Boiler service" or "Kitchen refit").
  3. Select the customer from the dropdown.
  4. Add a description, the job address (address, city, and postcode), and a scheduled date and time.
  5. Set the Priority for the job — this is required.
  6. Optionally pick a team member to Assign the job to, and enter an Estimated Duration.
  7. Click Save. Your job will appear in your job list and on your calendar.
You can always come back and edit the job later to add more detail, update the schedule, or change the assigned person.

Setting Up Your Business Details

To make sure your invoices and quotes look professional and include the right tax information, take a moment to configure your business settings:

  1. Go to My Account (Account Settings) from the sidebar.
  2. Business name and contact details — these appear on your invoices and quotes.
  3. Logo — upload your company logo. It will be displayed on PDF invoices and quotes.
  4. VAT Number — if you are VAT registered, enter your VAT number here. When a VAT Number is set, the UK VAT rate of 20% is applied to your invoices and quotes automatically. If no VAT Number is set, no VAT is added. The rate itself is fixed and cannot be changed per invoice or quote.
If you do not add a VAT Number, invoices and quotes will be created without VAT. You can add it at any time and it will apply to new documents going forward.

Adding a Payment Method

CallOut WMS integrates with Stripe to let your customers pay invoices online. To enable this:

  1. Go to My Account and find the Payment section.
  2. From your Stripe dashboard, copy your Publishable Key and Secret Key and paste them into the matching fields on the form.
  3. Tick Enable online card payments via Stripe and save your settings. Your invoices will then include a payment link that customers can use to pay by card.

You can also accept payments outside of CallOut and manually mark invoices as paid.

Next Steps

You are all set. From here, explore the rest of the documentation to learn more about:

  • Managing jobs through their full lifecycle
  • Sending professional invoices and getting paid
  • Preparing quotes and converting them to invoices
  • Tracking tenders and growing your business

Ready to try CallOut WMS?

Start your 14-day free trial. No credit card required.

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