For UK service businesses
What using WrkGenie actually looks like
Not a feature list. Not a marketing overview. This is what a normal working week looks like when you run your business through WrkGenie — from the first customer call to the invoice paid.
From £19.99/month · Works from your phone · No setup calls
What actually happens, step by step
Most job management software describes features. This is how work actually flows — from the first enquiry to the customer calling back next year.
1. Enquiry comes in
Customer calls or messages. You add them to WrkGenie — name, address, phone, any site notes (key safe code, dog in garden, park on the left). Takes two minutes. That customer record now exists for every future job.
2. You send a quote
From the customer record, you create a quote — labour, materials, VAT if you're registered. It looks professional, goes out by email, and sits in the system waiting for a response. If they come back six weeks later saying 'we'd like to go ahead', the quote is still there.
3. Customer approves
When the quote is accepted, you turn it into a booking with a few taps. The job appears in your diary. No retyping the customer name, address, or job details — it's all carried across.
4. You do the work
On the day, you can check the customer notes before you arrive. While you're there, you log what you've done, add any extra materials, take photos if useful. Everything is on your phone — no paper job sheet to lose.
5. Something changes
The job runs over. The customer asks you to do extra while you're there. Materials cost more than quoted. You update the job in real time — the invoice reflects reality, not a guess from three days ago.
6. Invoice sent on the spot
When the job's done, you send the invoice from your phone before you leave — or from the van in the driveway. The customer gets a professional PDF. You get out of there without sitting at a laptop that evening.
7. Payment tracked automatically
When payment arrives, you mark it paid. The customer record updates. Next time they call, you can see the full history — what you did, what you charged, and that they paid on time.
8. They call back next year
"Can you do the same as last time?" You open the customer record, see last year's job, quote the same (or adjusted) price, and book it in. The whole conversation takes three minutes.
Running a business without things falling through the gaps
The hardest part of running a service business isn't the work — it's keeping track of everything around the work. Callbacks you meant to make. Quotes you sent and never heard back from. Invoices you forgot to chase.
Quote follow-ups
Sent a quote three weeks ago and heard nothing? Outstanding quotes are visible in one view. You know who to call without searching through your sent emails.
Unpaid invoices
Outstanding balances show on the customer record. Before you take on another job for someone, you can see whether their last invoice was settled. No more awkward conversations after you've already done the work.
Annual service customers
Gas engineers, electricians doing periodic inspections, and anyone with annual service clients — last-job dates on customer records mean you know who's due without keeping a separate spreadsheet.
Recurring maintenance
Weekly cleaners, monthly gardeners, regular window cleaners — recurring customers are tracked without separate management. The history builds automatically as each job is logged.
Landlord portfolios
One landlord, multiple properties. Each property can have its own job history, site notes, and outstanding invoices — all under the same customer account. No more mixing up which flat had which boiler.
Emergency callouts that become regulars
A customer calls in a panic about a burst pipe. You go, sort it, invoice them. Two months later they want you to quote for a bathroom. The callout record is already there — you know the property, you know what you charged.
Running your business from the van — not a desk
Most job management software is designed to be managed from an office. WrkGenie is designed for people who spend their day at customer properties, not at a laptop.
Checking notes before you knock
Pull up the customer record while you're parked outside. Key safe code: 4821. Dog in garden. Invoice goes to the landlord, not the tenant. You walk in knowing what you need to know.
Sending the invoice from the driveway
Job's done. You're sitting in the van. Tap to create invoice from the job — all the details are already there. Send it by email. Drive away. The customer has their invoice before you've left the street.
A job runs long — rescheduling the afternoon
The morning job takes two hours longer than expected. You need to move the afternoon customer. Open the diary, drag the booking, message the customer from the record. Everything stays connected.
Customer asks for an extra while you're there
"While you're here, could you also have a look at the back bedroom?" You add it to the job, adjust the price, the invoice reflects what was actually done. Not what you agreed three days ago.
Two people, one account
For two-person operations — a tradesman and a partner managing bookings — both can access the same account from different devices. The diary, customer records, and invoices are shared. No more 'what did you book for Thursday?'
End of day, at the kitchen table
Some people prefer to do the admin in the evening rather than on-site. WrkGenie works on a laptop or desktop too. Add the day's jobs, send any outstanding invoices, check what's booked tomorrow — takes about ten minutes.
Switching from paper and spreadsheets
Most people who switch to WrkGenie come from a spreadsheet, a paper diary, or a combination of WhatsApp, Word, and memory. The concern is usually the same: "I don't want something complicated. I just want to be more organised."
"I don't want to spend a week setting it up"
There's nothing to configure before you start. Add your business name, your trade, and your pricing. That's the setup. You can add your first customer and send your first quote in the same session.
"I don't want to lose my existing customer data"
You don't need to import anything upfront. Most people add customers as work comes in — the history builds naturally. If you want to import a customer list, you can do that too, but it's not a requirement.
"I don't want something that feels like office software"
WrkGenie isn't accounting software or CRM. It's specifically designed for the workflow of a service business: enquiry → quote → job → invoice → payment. If you've used a smartphone, you can use WrkGenie.
"What if I decide it's not for me?"
14-day free trial, then £19.99/month with no contract. If it doesn't work for you, you cancel and that's it. There's no implementation cost to lose, no annual subscription to swallow.
For more on this, see why small teams switch to WrkGenie — a detailed look at what triggers the decision and what makes the transition work.
Which businesses WrkGenie is built for
Any UK service business where the work happens at customer properties — not in an office. Sole traders, two-person operations, and small teams of up to five or six.
Electricians →
Periodic inspections, callouts, domestic rewires
Builders →
Extensions, refurbs, phased invoicing, multi-week projects
Cleaners →
Recurring weekly and fortnightly contracts, property access
Gas Engineers →
Annual boiler services, landlord portfolios, CP12 tracking
Gardeners →
Seasonal rounds, regular maintenance clients
Window Cleaners →
Round management, recurring payments, add-on services
Plumbers →
Emergency callouts, bathroom fits, repeat customer accounts
Handyman →
Varied day-jobs, quick quotes, same-day invoicing
See the full trades hub or the field service management page for how WrkGenie fits the broader UK service business category.
Related guides and tools
Understand the system
Common questions
How long does it take to get set up on WrkGenie?
Most people add their first customer and send their first quote within about 20 minutes of signing up. There's no onboarding call, no implementation project, and no training course. You start with the basic information — your business name, trade, and pricing — and add detail as you go.
Can I use WrkGenie from my phone on-site?
Yes — it's designed to be used from a phone. You can check customer notes before you knock on the door, log what you've done when you finish, and send the invoice from the driveway before you drive away. The whole workflow is mobile-first.
Is WrkGenie suitable for a sole trader working alone?
Yes. Most WrkGenie customers are sole traders or two-person operations. The system is built around the reality of running everything yourself — doing the work, managing the diary, chasing payments, and dealing with returning customers — not around managing a team.
How does WrkGenie handle recurring customers?
Customer records store the full job history — what you've done, what you charged, what was paid. When the same customer calls back six months later asking for 'the same as last time', you can see exactly what that was. Annual service customers, recurring maintenance contracts, and repeat domestic clients all work in the same customer record system.
What happens to my unpaid invoices?
Outstanding invoices are visible on the customer record, so you always know who owes you before you take on their next job. You can see at a glance whether an invoice is paid, overdue, or still outstanding — without digging through email threads.
Can WrkGenie replace a paper diary and spreadsheet?
Yes — that's exactly what most people switch from. The diary handles scheduling. The customer records replace the spreadsheet. The invoicing replaces Word documents or paper invoices. You don't need to run three systems alongside each other.