How KookaCRM Works

How work enters KookaCRM

Customer entry points determine how requests become leads, bookings, quotes, jobs, orders or subscriptions in your business.

How services and pricing models work

Each service in KookaCRM carries its own pricing model, so one business can quote custom work, book fixed appointments and sell products without forcing a single billing style.

Website Enquiry Forms

A tenant-specific enquiry form that captures new work from your website and turns every submission into a lead and intake record your team can action.

Online Booking

Let customers pick a time and submit a booking online for callout services or fixed-price appointments, with optional upfront payment where a business has configured it.

Smart Quote

A guided public quote request that uses AI-assisted analysis to help triage and classify jobs, while your own pricing rules — not the AI — decide the pricing outcome.

Staff Phone and Walk-in Intake

A single staff desk for handling phone calls and in-person enquiries — find or create the customer, then create a lead, booking, quote, job or invoice without switching screens.

Quotes and Customer Acceptance

Build itemised quotes, send them for the customer to review and accept online, collect a deposit if required, and continue straight into a job or invoice.

Callout and Hourly Services

Charge a callout fee that includes a set amount of time, then add extra labour and materials as flexible line items priced by quantity and unit price.

Fixed-Price Appointments

Offer services with a set price and a fixed appointment length, so customers know the cost upfront and staff can schedule with predictable time blocks.

Jobs and Field Dispatch

Turn accepted quotes and bookings into scheduled jobs, assign them to staff, and track progress through to completion — with an optional Field Dispatch view for coordinating field teams.

Invoices, Payments and Receipts

Create invoices from jobs or quotes, take online or manually recorded payments, and issue receipts — with GST shown clearly on every document.

Stripe Connect

Connect your own Stripe account so customer payments — for invoices, deposits and bookings — are processed through your business's own connected Stripe setup.

Packages and Subscriptions

Set up packages and agreements that generate recurring draft invoices automatically — a beta capability for recurring revenue that stops short of automatic card charging.

Product Catalogue and Online Store

A lightweight online store — catalogue, cart, checkout, orders and fulfilment — for businesses that sell products alongside their services, currently in beta.

Customer Asset Management

Track devices, equipment and documents belonging to a customer, log maintenance history, and link related jobs — a beta add-on for businesses managing ongoing customer assets.

Connecting an Existing Website Form

A setup guide for getting enquiry capture into KookaCRM when you already have a website — using the hosted enquiry form, a simple embed, or linking from your existing contact page.

Website enquiry to quote workflow

How a public website enquiry becomes a lead, then a priced quote the customer can accept online before it turns into a job and an invoice.

Customer books a callout service workflow

How an online booking for a callout visit becomes a job, and how the callout fee plus flexible labour and materials line items are billed on an itemised invoice.

Fixed-price appointment booking workflow

How a customer books a published, fixed-price appointment online, and how the optional job, invoice and payment steps follow the tenant's own settings.

Customer requests a Smart Quote with photos workflow

How a customer's photos and guided answers move through Smart Quote's AI-assisted triage and the tenant's own pricing rules before a staff-reviewed quote is issued.

Phone call to booking workflow

How staff use the Intake Desk to turn a phone call into a booking or a quote, so phone-taken work follows the same fulfilment and invoicing path as online channels.

Quote acceptance to deposit and final invoice workflow

How an accepted quote leads to a deposit invoice, scheduled work as a job, and a final invoice for the remaining balance once work is complete.

Subscription with optional setup fee workflow

How a package selection becomes a customer agreement, an optional setup invoice, and a recurring billing schedule that raises invoices automatically — without automatic card charging.

Online store checkout to fulfilment workflow

How a storefront purchase becomes a paid commerce order for fulfilment — kept as an order rather than a job unless separate service work is added.

Cabinet project enquiry to installation workflow

How a website enquiry for custom cabinetry moves through a site measure, a detailed quote, a deposit, manufacturing and installation jobs, and a final invoice.

Managed IT support signup and billing workflow

How a customer signs up for a managed support package, how their devices can optionally be tracked as assets, and how recurring invoices are generated on a billing schedule without automatic card charging.

IT support and managed services businesses

How IT support and managed service providers use KookaCRM for one-off callouts, project quoting and recurring support subscriptions, with optional tracking of customer devices and equipment.

Tradies and field service businesses

How electricians, plumbers, builders and other field service tradies use KookaCRM to take bookings, quote jobs, dispatch technicians and get paid, including where Field Dispatch fits in.

Cabinet makers and custom installers

How cabinet makers and custom installation businesses use KookaCRM to run a project from first enquiry through measuring, quoting, deposit, manufacturing and installation to the final invoice.

Cleaning and recurring service businesses

How cleaning and other recurring service businesses use KookaCRM to take online bookings for one-off visits and set customers up on recurring service packages and subscriptions.

Lawn and garden service businesses

How lawn mowing, garden maintenance and landscaping businesses use KookaCRM to take bookings for regular visits, price larger projects with a quote, and use Smart Quote photos for jobs that need a look first.

Salons and appointment-based businesses

How hair, beauty and other appointment-based businesses use KookaCRM to let customers book fixed-price appointments online and pay through Stripe.

Agencies and web development businesses

How digital agencies and web development businesses use KookaCRM to capture enquiries through their website, quote project work, invoice it, and offer retainer packages to ongoing clients.

Retail and hybrid service businesses

How businesses that sell both products and services use KookaCRM to run an online store alongside job and quote workflows, and how KookaCRM keeps product orders and service jobs distinct.