ServiceHub

Schedule, dispatch, invoice, and get paid -- a unified operations center that lives right inside Kantivo on your desktop.

Overview

ServiceHub is Kantivo's integrated appointment and service management module. It transforms the way service-oriented businesses handle their day-to-day operations by combining scheduling, job tracking, billing, and payment collection into one cohesive workflow -- built for professional accountants and white-label ready.

The typical ServiceHub lifecycle follows five stages:

1. Schedule - Reserve a date and time for the customer's appointment
2. Verify - Confirm the booking and assign the work
3. Execute - Deliver the service, whether on location or remotely
4. Bill - Generate an invoice automatically with a single action
5. Collect - Accept payment through Stripe, record a manual payment, or draw from a subscription balance

You can reach ServiceHub by selecting ServiceHub from the primary navigation bar within Kantivo.

Calendar Views

A visual scheduling calendar sits at the heart of ServiceHub, offering three distinct perspectives:

Week View (Default)

Displays seven consecutive days broken into hourly intervals. Appointments appear as color-coded blocks within their respective time slots. This perspective works best for day-to-day scheduling and dispatching decisions.

Month View

Presents the entire month in a traditional grid layout. Each day cell contains compact appointment indicators. Selecting any day transitions you into the day view for a closer look.

Day View

Focuses on a single 24-hour period with expanded hourly blocks. Full appointment details -- customer name, service type, and scheduled time -- are visible without needing to click. This is the ideal mode when your schedule is packed.

Navigation

• Arrow controls - Step forward or backward by one day, week, or month depending on the active view
• Today button - Returns the calendar to the current date immediately
• View toggles - Swap between Month, Week, and Day perspectives

Color Coding

Each appointment block is shaded according to its current status, giving you an instant visual overview of your workload:

• Blue = Scheduled
• Green = Confirmed
• Orange = In Progress
• Gray = Completed
• Purple = Invoiced
• Red = Cancelled
• Yellow = No Show

Creating Appointments

Kantivo offers two approaches for adding appointments to the calendar:

Approach 1: The "+ New Appointment" Button

1. Press + New Appointment at the top of the ServiceHub screen
2. Populate the appointment form with the following details:
   • Customer - Pick from your locally stored customer list
   • Service - Select a service to auto-populate duration and pricing
   • Date - The calendar date for the appointment
   • Start Time - When the appointment begins
   • Duration - Prefilled from the service record, or adjustable by hand
   • Price - Prefilled from the service record, or specify a custom amount
   • Title - An optional label to describe the visit
   • Location - Where the work takes place (office, customer site, remote, etc.)
   • Payment Mode - Determines how the customer will settle the bill
   • Notes - Visible to the customer on their appointment record
   • Internal Notes - Private remarks visible only to your team
3. Press Save Appointment to finalize

Approach 2: Click Directly on the Calendar

1. Browse to the target date using the calendar controls
2. Select an unoccupied time slot
3. The booking form appears with the date and start time already populated
4. Complete the remaining fields and save

Service Catalog

Maintain a catalog of every service your business provides. Each entry holds a name, a standard duration, and a default price -- all stored in your local PostgreSQL database.

1. Switch to the Services tab within ServiceHub
2. Press + Add Service
3. Supply the following information:
   • Service Name - for example, "Appliance Repair" or "90-Minute Strategy Session"
   • Price - The standard rate charged for this service
   • Duration - Typical length in minutes
   • Description - An optional summary of what the service entails
4. Press Save Service to store it

Choosing a service while building an appointment causes the duration and price fields to populate automatically from the catalog entry.

Appointment Status Workflow

Appointments in Kantivo follow a structured lifecycle. Each status represents a distinct phase, and transitions are controlled to maintain data accuracy:

These transitions are strictly enforced -- skipping ahead or reverting to a prior status is not permitted. This guarantees the integrity of your appointment history and accounting trail.

Complete & Invoice

The Complete & Invoice action is where ServiceHub delivers its greatest efficiency. A single press triggers five operations simultaneously:

1. Advances the appointment to the Invoiced status
2. Produces a fully formatted invoice listing the service as a line item
3. Records the appropriate general ledger journal entries (debiting Accounts Receivable and crediting Service Revenue)
4. Recalculates all affected account balances in real time
5. Creates a permanent link between the invoice and its originating appointment

There is no need to re-enter data or navigate between different screens. The full accounting chain executes within a single database transaction on your local machine.

Payment Modes

ServiceHub provides four payment modes to accommodate different billing relationships. Establish a company-wide default or choose a specific mode on each appointment.

Pay Later (Default)

The conventional billing model: complete the work first, then deliver an invoice afterward. The customer settles on agreed terms such as net-30 or net-60. This mode is well suited to trusted, ongoing client relationships.

Card on File

The customer supplies credit card details in advance. As soon as you finalize the appointment, Kantivo charges the stored card through Stripe automatically. This eliminates the need to follow up on outstanding invoices.

Pre-Payment Required

Payment is collected at the time the appointment is booked, before any confirmation takes place. This significantly reduces no-show rates and secures revenue ahead of service delivery. It works especially well for first-time customers or during peak demand periods.

Subscription / Retainer

The customer participates in an ongoing service plan. Their bookings draw from the plan's included allowance, so no individual invoice is necessary for each visit. Usage is tracked against the subscription's limits within Kantivo.

Subscription Plans

Build recurring service packages for customers who require consistent, ongoing attention.

Setting Up a Plan

1. Navigate to the Plans tab inside ServiceHub
2. Press + New Plan
3. Fill in the details:
   • Plan Name - for example, "Premium Support Package" or "Quarterly Maintenance Agreement"
   • Price - The recurring charge, billed monthly, quarterly, or annually
   • Billing Cycle - Choose from monthly, quarterly, or annual intervals
   • Max Bookings/Month - Set a numeric cap, or leave empty to allow unlimited visits
   • Description - Outline the scope and benefits of the plan
4. Press Save Plan to make it available

Adding a Customer to a Plan

1. Locate the desired plan under the Plans tab
2. Press Enroll Customer
3. Choose the customer and specify their start date
4. The subscription activates immediately

Monitoring Utilization

The Plans tab displays every active subscription alongside real-time usage data: the number of appointments each subscriber has consumed during the current billing window, when their next billing date falls, and whether the subscription is active or paused.

Business Hours

Define the days and hours your business is open for appointments.

1. Open the Settings tab within ServiceHub
2. Under the Business Hours section, configure each day of the week:
   • Open/Closed - Mark whether you accept bookings on that day
   • Opening Time - The earliest appointment slot available
   • Closing Time - The latest point at which appointments can end
3. Press Save Hours to apply your configuration

Out of the box, Kantivo defaults to Monday through Friday, 9:00 AM to 5:00 PM, with Saturday and Sunday marked as closed. ServiceHub will not allow appointments to be placed outside the hours you have defined.

Blocked Times

Reserve specific dates or time ranges during which no appointments can be scheduled.

Frequently used for:

• National or regional holidays
• Staff vacation or personal time off
• Internal meetings or professional development sessions
• Scheduled equipment downtime or facility maintenance
• Midday breaks on particular days of the week

A blocked period can cover an entire day or just a defined time window. Once a block is in place, ServiceHub rejects any attempt to book an appointment within that range.

ServiceHub Settings

Adjust global parameters that govern how new appointments behave across your entire operation:

• Default Slot Duration - The standard length of a new appointment when no service is selected (defaults to 60 minutes)
• Buffer Between Appointments - Padding time inserted after each appointment for travel, cleanup, or preparation (defaults to 0 minutes)
• Max Daily Appointments - An upper limit on how many bookings are permitted in a single day (defaults to 20)
• Default Payment Mode - The payment option that is preselected whenever you create a new appointment
• Auto-Invoice on Completion - When enabled, Kantivo generates an invoice the instant an appointment reaches the "Completed" status
• Default Location - A location value that is automatically entered on new appointment forms
• Reminder Lead Time - The number of hours before an appointment at which a reminder notification is dispatched