Service Setup Guide ← CRM home
Verdeshell CRM · Service

Set up Service — run ongoing service on autopilot.

A friendly, click-by-click guide to the Service module — built for recurring, field-based service and AMCs. You'll build your service catalog, add customers, set up service plans that generate scheduled visits on a calendar, and let recurring billing run itself. First finish the common setup on the CRM home — company, billing and your team — then follow the parts below.

About 45 minutes for the essentials 9 steps + a tour of every Service tool Go at your own pace

? How to use this guide

  1. 1Do the common setup first — this guide assumes it's done.
  2. 2Every step names exactly where to click, using the app's own menu names.
  3. 3Steps marked optional can be skipped if that feature isn't for you.

✓ Before you begin

  • ✓The common setup is done (company, billing, team).
  • ✓You know the services you offer and how often you deliver them.
  • ✓A few customers to add (or a spreadsheet to import).
Part 1 of 4

Set up your service workspace

Start with the menu of what you offer — your service catalog — so every plan and visit you create later is a few clicks, not retyping. Add your own labels and fields too, if you want them.

1

Build your Service Catalog

Your reusable list of services and products — what you do, how often, and what it costs. Everything else is built from this.

~8 minDo this first
Service Catalog
  1. Open Service Catalog and click Add to create a service type — e.g. "AC servicing" or "Pest control".
  2. Give it a default frequency (how often it recurs — monthly, quarterly, or specific weekdays) and a price. This pre-fills when you add it to a plan.
  3. Add any products you also sell or use (parts, materials) so they're ready to drop onto a plan or invoice.
💡Why first? Service plans are built by picking from this catalog. Setting the service, frequency and price once here means every plan you create afterwards is quick and consistent.
2

Add your own labels & fields

Tailor the CRM — colour-coded labels to group customers, and custom fields for anything the standard form doesn't capture.

~5 minOptional
Labels

Create coloured labels (e.g. "Commercial", "VIP", "Overdue") to tag customers, then filter your lists by them.

Labels
Custom fields

Add your own fields to customers — a dropdown, a date, a number — for the details your business tracks.

Custom Fields
🏷️Both are optional and easy to add later. Start simple and refine once you see what you actually filter on.
Part 2 of 4

Add customers & set up their plans

Now the core of Service: your customers, and the recurring service plans that generate their visits. Get this right and the day-to-day schedule builds itself.

3

Add your customers

The people and businesses you service. Add them one by one, or import a whole list at once.

~1 min each
Customers › New customer
  1. Open Customers and click New customer.
  2. Fill in their name and contact details, whether they're a business (B2B) or individual (B2C), and their address — add a Google Maps link so your team can find the site.
  3. Got a spreadsheet? Use Import on the Customers page — download the sample, fill it in, upload.
📍The site address matters — visits are done at the customer's location, so a clear address (or map link) saves your technicians time on the day.
4

Create your service plans

A service plan is the agreement with a customer — what you'll do, how often, for how long, and what it costs. This is the engine of the whole module.

~8 min
Service Plans › New plan
  1. Open Service Plans and click New plan. Pick the customer and set the contract start and end dates.
  2. Add lines — each line is a service from your catalog, with its quantity, price, how often it repeats, and who's assigned to it.
  3. The contract value adds up from the lines automatically — no need to type a total.
  4. Save. From now on the CRM will generate the scheduled visits for each line, on its cadence, all the way to the contract end.
💡Three separate clocks — the contract (start → end), the visit frequency (how often you turn up), and the billing cycle (how often you invoice) are set independently. A yearly contract can bill upfront while visits happen monthly.
5

Manage visits on the calendar

Your plans have filled the calendar with upcoming visits. This is where your team works day to day.

Ongoing
Tasks  ·  Calendar
  1. Open Calendar to see all upcoming visits by day, week or month — or Tasks for a working list.
  2. Assign a technician to each visit, and reschedule one (with a reason) if the date needs to move.
  3. When a visit is done, open it and click Complete — add notes and a proof photo. Staff see only their own visits.
  4. Need to top up the schedule? Use Sync visits to generate any that are due.
🗓️It runs itself — you don't create visits by hand. They're generated from your plans, so keep the plans accurate and the calendar stays right.
Part 3 of 4

Bill, track & go live

Visits are happening. Now turn them into money — recurring invoices and payments — keep an eye on costs, and watch the numbers.

6

Bill your plans & take payments

Invoice on the cycle you chose, record what you're paid, and keep an eye on renewals.

~6 min
Service Plans  ·  Billing  ·  Subscriptions
  1. Recurring invoices are raised automatically on each plan's billing cycle. You can also open a plan and Raise invoice on demand.
  2. When you're paid, open the plan (or the invoice) and Record payment — you can even log a payment without an invoice if you bill elsewhere.
  3. Open Subscriptions to see plans by status — Active, Expiring soon, Expired — and Renew one in a click.
🧾One shared billing engine — invoices use the logo, tax and numbering from your common setup (Billing › Settings). Set it once there, and every Service invoice looks right.
7

Track your expenses

Log the costs of doing the work — parts, fuel, subcontractors — so you can see true profit per job.

~4 minOptional
Expenses
  1. Open Expenses and click Add — record the category, amount and date, and mark it paid or unpaid.
  2. These flow into your cash-flow report so you see money in versus money out.
8

Add an approval gate

Want a manager to sign off before a job moves to a certain stage? Set a gate.

~4 minOptional
Approval Gates
  1. Open Approval Gates, pick a stage to protect, turn the gate on and choose who approves.
  2. From then on, moving a job into that stage asks for sign-off first.
9

Read your reports

See the health of your service business — recurring revenue, upcoming renewals, visits done, cash flow and team workload.

Ongoing
Dashboard  ·  Reports
  1. Open the Dashboard for an at-a-glance view, and Reports for detail — recurring revenue (MRR), collections, reschedules, retention and team performance.
  2. Everything here fills itself from your plans, visits and payments — nothing to set up.
📊Keep your plans and visits tidy and the reports stay accurate on their own.

🎉 Your Service CRM is ready!

Catalog built, customers in, plans generating visits, billing on autopilot. Tick off what you've done — it saves on this device — then explore the extra Service tools below.

Part 1 · Workspace
✓Service catalog built1
✓Labels & custom fields (optional)2
Part 2 · Customers & plans
✓Customers added3
✓Service plans created4
✓Visits managed on the calendar5
Part 3 · Bill & track
✓Plans billed & payments recorded6
✓Expenses tracked (optional)7
✓Approval gate (optional)8
✓Reports reviewed9
This checklist is a personal reminder, saved only on this device and browser. It isn't shared with your team. Your real setup lives in the Verdeshell app.
Part 4 of 4 · Optional

Explore the rest of Service

Your core setup is done. Here's a quick tour of the other tools so you know what's there. Turn each on whenever you're ready — anything with a padlock simply isn't in your plan yet.

Organise & connect

🏢
Accounts

Group customers under the companies they belong to, and see all their plans in one place.

Accounts
🔌
Integrations

Bring customer data in from other tools — API keys, webhooks and CSV import.

Integrations
🧩
Custom Fields

Add your own fields to customers for the details your business tracks.

Custom Fields
🏷️
Labels

Colour-code and filter your customers by the categories that matter to you.

Labels

Reach out

💬
WhatsApp

Send visit reminders and status updates to customers automatically, or message them directly.

WhatsApp
✉️
Email

Send a quick email or run a campaign to a list of customers.

Email
🤝Need a hand at any point? Email our team at support@verdeshell.com — we're happy to help you get the most out of Verdeshell.