Help & support
How can we help?
Check out our step by step guides
- Getting started with Okappy
- Getting started with the Okappy iOS app
- Job management demo
- Signing up to Okappy
- System requirements
- Okappy user types
- Tips and tricks
- Changing your password on the web
- Resetting your password on the web
- Updating your address details
- Adding/updating your company profile
- Editing your individual user details
- Changing your system timezone
Set up your jobs
- Creating custom job templates
- Checksheet types
- Creating custom checksheets
- Creating daily checksheets
- Changing the layout of your job dashboard
Adding / updating jobs
- Adding and editing jobs on your computer
- Adding and editing jobs on your phone or tablet
- Adding all day jobs
- Adding recurring jobs
- Copying existing jobs
- Creating public jobs
- How to allow customers to raise jobs on your behalf
- Receive push notifications when a new job has been added
- Adding and viewing notes to your jobs
- Restricting sensitive information to the office
- Taking photos and capturing signatures
- Adding documents and attachments
- Adding tasks to projects
- Re-assigning jobs
- Re-assigning tasks on projects
- Updating your jobs on the mobile app
- Updating your jobs on the web
- Deleting and/or restoring jobs
View your jobs
- View all completed jobs
- View jobs done by employee
- Retrieve a particular job using the search bar
- Using the job filter to help you work smarter
- Job dashboard – showing the status of your jobs
- View your job history for a customer or site
- View your jobs by day, week or month
- View jobs done for customers
- Instantly view your completed job sheets with one click
- Filter jobs by job type or engineer in the calendar view
- Highlighting jobs by job type
- Highlighting jobs by employee
- Highlighting jobs by subcontractors
- Highlighting jobs by customers
- Searching for jobs
- View the change log for a job
Other
- Daily check sheets
- Email a job sheet
- Recording travel time on a job
- Printing a job sheet / saving as PDF
- Archiving your jobs
- Setting your business hours
- Raising jobs for a customer with outstanding invoices
- Using Microsoft Outlook to email job sheets
- Uploading multiple jobs into Okappy
- Importing jobs from Google Calendar or Apple Calendar
- Syncronise your jobs with an external calendar
- View and edit your attachments in their own application
- Linking jobs together
- Changing the job template on an existing job
- Deleting a job template
- Sending automated job text messages
- Notifying your customers when a job is added
- Adding assets for a customer
- Scheduling jobs for assets
- Managing inventory on a job
- Receiving email notifications when a job has been added, reassigned and/or completed
- Enabling confirmations
Raising your invoices
- Configuring account settings
- How to raise an invoice from a job
- Raising invoices on your mobile
- Raising draft invoices
- Raise ad hoc invoices
- Raising invoices to cover multiple jobs
- Input miscellaneous purchase invoices
- Add attachments to invoices
- Raise a credit note
- Raise a quote
- Approving your quotes
- Raising sales orders
- Raise a purchase order
- Raise purchase invoices
- Using Xero inventory items
- Using QuickBooks inventory items
Exporting your invoices
How to export your invoice to Xero accounts
Export your invoice to QuickBooks
Export your invoice to Clearbooks
Export your invoice to Kashflow
Export your invoice raised to Sage- Mark invoices as exported or not exported
VAT Reverse Charge and CIS
Amending your invoices
- Changing the customer on an invoice
- Amending the VAT or tax date on an invoice
- Manually marking an invoice as paid
- Automatically marking an invoice as paid
Viewing your invoices
- View invoices raised
- View invoices received
- Filtering your reports
- Viewing the change log for an invoice
Other
- 3 quick tips for raising and keeping track of your invoices
- Email an invoice
- Print an invoice / Save as PDF
- Archiving invoices
- Taking payments via Okappy
- Taking payments on the mobile app
- Connecting your Okappy account to Xero
- Connecting your Okappy account to QuickBooks
- Updating your invoice template
- Resetting your invoice number
- Exporting contacts to Sage Line 50
- Troubleshooting – Exporting your invoices
- Receiving email notifications when an invoice is raised and/or paid
- Managing your inventory
- Why am i seeing a charge on my credit card?
Connection reports
- Customer details
- Customer site addresses
- Customer assets
- Customer documents
- Subcontractor details
- Subcontractor documents
- Employee details
- Employee documents
- Timesheets
- Job timesheets
- Login attempts
- All documents
- Notes for connection(s)
Other reports
- All activity
- Inventory
- Messages sent
- Ad hoc messages (search for messages)
- Exporting contacts to Mailchimp
Linking to spreadsheets
- Dynamically linking to Google Sheets
- Dynamically linking to Microsoft Excel
- Dynamically linking to Microsoft Power BI
Scheduling reports
A connection can be a customer, subcontractor or employee.Check out the following articles to see how best to manage your network on Okappy.
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- Overview – employees screen
- Overview – customer connections screen
- Overview – subcontractor connections screen
- Add your employees from the web or iPhone app
- View customer details on the iOS/Android app
- Editing your individual user details
- Employee settings
- Change an employee’s password
- Delete an employee
- Adding/editing your company profile
- Finding customers and/or subcontractors on the Okappy network
- Connecting to customers and subcontractors
- Connecting to an existing Okappy connection
- How to allow customers to raise jobs on your behalf
- Giving access to your connections employees
- Viewing/editing customer details
- Deleting a customer or supplier from your account
- Deleting a connection’s details
- Viewing a customers outstanding balance
- Information visibility across the network
- Employees or subcontractors, what is the difference?
- Accepting a connection invite
- Authorising a connection request
- Changing the highlighted colour of your employees
- Changing the highlighted colour of your subcontractors
- Changing the highlighted colour of your customers
- Adding documents to your employees records
- Adding documents to your employees records
- Storing documents for a customer
- Storing documents for a subcontractor
- Exporting contacts to Mailchimp
- Exporting contacts to Xero
- Searching your customers
- Uploading multiple connections
- Receiving connection invites
- Adding, updating and viewing Timesheets
- Adding and viewing notes for customers
- Adding and viewing notes for subcontractors
- Getting started with our iOS app
- Receive push notifications when a new job has been added
- Updating a job on your mobile phone
- Taking photos and capturing signatures
- Adding multiple images and videos to a job
- Adding jobs from your phone or tablet
- View and edit your attachments in their own application
- Adding and viewing notes for your customers
- Add your employees from the web or mobile
- Turning tracking on or off from within the app
- Mobile GPS tracking options
- Recording travel time on a job
- Accepting a connection invite
- Receiving company wide alerts
- Viewing customer details
- Troubleshooting – I cannot see my jobs
- Troubleshooting – subcontractor cannot see jobs
- Troubleshooting – photos not received on a job
- Troubleshooting – job updates not being received
- Troubleshooting – device locations not updating
- Checking the Okappy mobile app versions
- Changing your password on your mobile
- Forgotten password / resetting your password
- Resetting the mobile app
Troubleshooting guides
View previous questions and answers
Check out our forum to see previously asked questions and their answers. Sign up to the forum to be able to leave your own comments and feedback.
Check out our how to videos
