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 full name, email address, and a strong password.
  2. Choose your business currency (GBP, AUD, NZD, or USD) — this determines your default tax rate and formatting.
  3. Click Create Account to submit your registration.

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 your email is verified, head to the login page and sign 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 open jobs, outstanding invoices, upcoming deadlines, and other key figures.
  • 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 — create, view, and manage all of your 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.
  • Account Settings — manage your profile, business details, and preferences.

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 details.
  3. Optionally add any notes — 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, a scheduled date and time, and any other relevant details.
  5. 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 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 / Tax ID — if you are VAT or GST registered, enter your tax identification number here. When a Tax ID is set, tax will automatically be applied to your invoices and quotes at the default rate for your currency (20% for GBP, 10% for AUD, 15% for NZD, 0% for USD).
If you do not add a VAT/Tax ID, invoices and quotes will be created without tax. 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 Account Settings and find the Payment section.
  2. Click Connect with Stripe and follow the prompts to link your Stripe account.
  3. Once connected, your invoices will 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?

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