How Datify runs your back office

The short version#

You are on a job. The phone rings, a customer wants a quote, an invoice needs sending and a gas safety record needs writing up. Datify handles the admin side of that so you can keep working.

It answers your business calls, helps book visits within your rules, drafts quotes, invoices and job paperwork, and keeps you up to date on WhatsApp. You stay in charge of anything that matters.

What it does#

Datify can:

• Answer customer calls, take the details and send you a summary.
• Book visits when they fit the hours, area and rules you set, and ask you when they don’t.
• Draft quotes and invoices from the job details it already has.
• Draft gas safety records (CP12) for you to check, complete and sign.
• Update jobs in your job software when you ask, then confirm what changed.
• Answer questions about your business, such as “What’s booked tomorrow?”
• Send you urgent alerts straight away and a daily summary of what happened.

What it does not do#

Datify does not diagnose faults, decide whether an appliance is safe or sign certificates. Those stay with the qualified engineer.

It does not send customer-facing, financial or gas-safety material without your approval, unless you have set a rule that allows it.

It never tells you something is done until the connected tool has confirmed it. If something fails, it says so.

Where Datify is today#

Datify is working with a first group of trade businesses. We set each business up by hand and test every connection with the owner before switching it on. Some parts are still being tested in this pilot, and these docs say so where it applies.

How setup works#

Setup is a call with our team. We go through your business together and get Datify ready to work the way you do.

We can read your website to get a head start on your services, hours and contact details. You then check and correct everything. Your website can’t tell us your prices, your diary or how you like to work, so we ask.

What we go through#

During setup we confirm:

• The work you do: gas, plumbing, heating or a mix. We never assume a plumber does gas work.
• Your service area and working hours.
• Your prices and quote terms.
• How calls should be handled, including emergencies and who to contact.
• What Datify can book on its own and what needs your say.
• Your team and who does which jobs.
• Which messages can go to customers without asking you first.

Testing before going live#

We connect your tools, then test them together. That means a real test call to your number, a test quote sent to your WhatsApp, and checks that your calendar, Xero and job software are being read correctly.

Datify only starts handling real work once each test has passed. If a connection isn’t ready, it is shown as not set up rather than quietly left half-working.

Changing things later#

You can correct any of it later. Tell Datify on WhatsApp, change it in Settings in your workspace, or ask us. See Setting rules.

What you can ask#

Message Datify like you would message someone in the office. For example:

• “What needs my attention today?”
• “What’s in the diary tomorrow and who’s on it?”
• “Which invoices are still unpaid?”
• “Quote for a combi boiler service at 14 Elm Road.”
• “Mark Priya’s boiler service complete and add the visit notes.”

How it answers#

Answers come from the records you have connected, such as your calendar, Xero and job software. Datify says where an answer came from when it matters, and tells you if a record is missing or out of date rather than guessing.

If it needs more information to do something, it asks one question at a time.

Approving from WhatsApp#

When Datify prepares something that needs your say, like a quote, it sends it to you on WhatsApp first. You can approve it, change it or tell it to leave it. See What needs your approval.

Updates and daily summary#

Urgent things, like an emergency call or a booking it couldn’t make, come to you straight away. Everything else goes in a daily summary: calls, bookings, quotes, jobs updated, anything that failed and anything waiting on you.

Use a business number#

Link Datify to a WhatsApp number you use for the business, not your personal number. Datify can see the conversations on the number you connect, so keep personal chats off it. See WhatsApp under Connections.

What happens on a call#

The receptionist answers using your business name, hours and services. It takes the caller’s name, number, address, what the problem is, how urgent it is and when suits them.

It then either books the visit, if it fits your rules, or passes it to you to decide. Every call is saved with a summary, linked to the customer and job.

Connecting your number#

We set up how calls reach Datify with you during setup. Your number is only covered once a real test call has gone through and been recorded properly. Until then, calls carry on reaching you as normal.

Emergencies#

You decide what counts as an emergency and who should hear about it. When a call matches, you get a WhatsApp alert straight away.

The receptionist does not give safety advice or diagnose faults over the phone. If a caller reports something like a gas smell, it follows the escalation you set up with us.

Pausing it#

You can pause the receptionist at any time, for example on holiday or if you want to take calls yourself for a day.

Your booking rules#

You tell Datify what it can book on its own. That usually covers:

• Which jobs it can book, such as services and repairs, and which always come to you.
• Your working hours and days off.
• Your service area.
• How long each type of job takes.
• Which engineer can do which work.

Checking the diary#

Before booking, Datify checks your connected calendar and jobs as they are right now. If it can’t read the diary, or the slot has gone, it doesn’t book. It asks you instead.

When it asks you#

Anything outside your rules comes to you on WhatsApp: an unusual job, an area you don’t usually cover, a customer asking for a price you haven’t set, or a request it isn’t sure about.

Which diary counts#

If you use both Google Calendar and job software, we agree with you during setup which one shows your real availability. Datify won’t book live until that has been tested on your account.

Calls that need you#

Some calls can’t be sorted on the phone. The caller hangs up early, wants something outside your rules, or needs a decision only you can make.

Datify flags these as unresolved and sends you a WhatsApp alert with everything it captured, so you can decide what to do next.

Nothing gets lost#

Every call is saved, even the short ones. Unresolved and urgent calls show in Today in your workspace and in your daily summary until they are dealt with.

Calling customers back#

Datify does not ring customers back on its own. You decide who calls back and when. If you agree a rule with us for follow-up messages, Datify can send those on your behalf.

Asking for a quote#

Message Datify with the job, for example “Quote for a boiler swap at Jack’s, 22 Mill Lane.” It finds the customer and property, uses your saved prices and quote terms, and asks you for anything missing, one question at a time.

It then makes a PDF quote and sends it to your WhatsApp to check.

Sending it to the customer#

By default, a quote only goes to the customer after you approve it. You can set a rule that lets certain quotes go straight out, such as standard services at your set price. Datify only does this when the details are complete and the customer is confirmed.

Invoices#

Ask for an invoice against a finished job, for example “Invoice Jack for the bathroom repair.” Datify fills in what it knows, such as the customer, the job, agreed labour and parts, and asks you for anything missing, like an amount or VAT detail.

Invoices and payment status are tracked against Xero, so you can ask “Who still owes me?” and get an answer from your accounts.

Where to find them#

Every quote and invoice is linked to its customer and job in your workspace, with its status: draft, sent, accepted or paid.

What Datify fills in#

For a landlord gas safety record (often called a CP12), Datify can fill in the admin details it already knows: the landlord or managing company, the property address, the tenant, the date and your business details.

It can also write up readings and findings that you give it, for example by voice note or message, so you are not typing them out on site.

What stays with you#

Datify never guesses inspection results, readings, defects or whether an appliance is safe. Those must be entered or confirmed by the engineer who did the work.

The record stays a draft until you have checked every technical field and signed it. Datify does not sign or issue certificates for you.

Other paperwork#

The same approach works for other job paperwork: job sheets, service records, completion reports, remedial work proposals and payment reminders. Ask “What paperwork can you prepare?” to see what is set up for your business.

Datify uses forms from the proper source where one is required, and each form shows where it came from and which version it is.

Status#

Paperwork forms are being set up with each pilot business. Ask us during setup which records are ready for the work you do.

Updating a job#

Tell Datify what changed, for example “Mark the Elm Road service complete and add that the pressure relief valve needs replacing.” It finds the job, makes the change in your job software and checks that it went through.

If it isn’t sure which job you mean, it asks. If the change fails, it tells you and leaves the job as it was.

Assigning the team#

You can ask Datify to put a job on an engineer’s list or move a visit. It checks the diary first and confirms once the change has gone through.

Today in your workspace#

The Today page shows what’s booked, who’s on it, calls that need you, quotes waiting on a customer and invoices not yet paid. The Jobs page shows the same jobs on a map and a list, with directions.

The default#

Out of the box, Datify asks you before it:

• Sends a quote, invoice or message to a customer.
• Commits to a price or a booking outside your rules.
• Changes anything to do with money.
• Moves any gas safety or compliance record past draft.

Routine work#

Some routine jobs can run without asking each time, but only if you have set a rule for them. For example: confirm bookings that fit your hours and area, or send a standard reminder the day before a visit.

Never without you#

Gas safety records are never signed or issued by Datify, whatever rules are set. And a customer asking for something is never treated as you approving it.

Stop anything#

You can pause the receptionist, customer messages, a single task or everything, and disconnect any tool. Pausing takes effect straight away.

What a rule looks like#

Rules are written in plain English and agreed with you. For example:

• “Book boiler services Monday to Friday, 8am to 5pm, within 15 miles of Leeds.”
• “Send quotes for a standard annual service straight to the customer.”
• “Anything over £500 comes to me first.”
• “Send me the daily summary at 7am. Nothing after 8pm unless it’s urgent.”

Setting them up#

We write your first rules with you during setup. Start with fewer rules and add more once you trust how Datify handles things.

Changing a rule#

Change a rule in Settings in your workspace, tell Datify on WhatsApp, or ask us. Datify keeps a record of which rule it used for each thing it did.

What it is used for#

Datify reads busy times to find free slots, adds visits it is allowed to book, and checks the booking has been saved. Your calendar also shows alongside your jobs in the workspace.

Connecting it#

You sign in with Google during setup and choose the calendar to use. We then test a booking together before Datify books anything real.

Other calendars#

Google Calendar is the calendar Datify connects to today. If you use something else, tell us during setup.

What it is used for#

Datify reads contacts, invoices and payment status from Xero. That lets it answer “Who still owes me?”, prepare invoices with the right customer details, and show what is paid in your workspace.

Xero stays your record#

Your accounts stay in Xero. Where Xero and Datify disagree, Xero is treated as correct for anything that started there.

Connecting it#

You sign in to Xero during setup and choose your organisation. We check that your invoices and payments come through correctly before Datify relies on them.

ServiceM8#

Datify connects to ServiceM8. It reads your customers, jobs, staff and visits, and when you ask, it can update a job’s status, add visit notes or assign a job to an engineer. It checks each change went through before telling you it is done.

Other job software#

ServiceM8 is the only job software Datify connects to today. If you use something else, tell us. Datify also has its own simple jobs, customers and calendar views in the workspace.

Linking it#

During setup you link WhatsApp using a code shown in your workspace. Datify only shows WhatsApp as ready once it has confirmed the number that is connected.

Automatic replies are off to start#

When you first link WhatsApp, Datify does not reply to customers automatically. You can turn that on later, for the messages you choose, once you are happy with it.

Which number to use#

Use a number you keep for the business. Datify can see the saved conversations on the number you connect, so don’t link the phone you use for family and friends.

Status#

Sending messages and PDFs over WhatsApp is part of the pilot checks. We test it with you, including receiving a quote PDF, before you rely on it.

The price#

Datify has one price: £37 a month after a 14-day free trial. Setup with our team is part of getting started.

See the pricing section on the home page for the latest details.

The trial#

The 14 days are for trying Datify on your own business. We aim to get your calls, WhatsApp and main tools set up early in the trial so you can see it handle real work.

Questions about billing#

If you have a question about price or billing, book a call and we’ll go through it.

What Datify can see#

Datify uses the information you give it during setup and the tools you connect: your calendar, Xero, your job software, the calls it answers and the WhatsApp number you link. It uses this to answer your questions and prepare work for you.

Staying in control#

You can disconnect any tool at any time. Datify keeps a record of what it did, which rule it used and whether the change went through, so you can always check.

Privacy policy#

Read our privacy policy for how we handle personal data, and our terms and cookie policy.

Book a demo#

Book a demo and bring the admin you want off your plate. We’ll show you how Datify would handle it, which tools it needs and where your approval stays in.

During the pilot#

Pilot businesses have a regular check-in with our team. Tell us what worked, what didn’t and what you’d like Datify to do next.

More reading#

See the guides, the blog and case studies.

What is Datify?#

Datify is the back office for gas engineers, plumbers and heating engineers, run from WhatsApp. It answers customer calls, helps book jobs within your rules, drafts quotes, invoices and job paperwork, and keeps you updated.

Will Datify send anything without asking me?#

Not unless you set a rule that allows it. By default you approve anything customer-facing, financial or gas-safety related before it goes out.

Can Datify sign gas safety certificates?#

No. Datify can draft the admin side of a gas safety record and write up readings you give it. The qualified engineer does the checks, confirms every technical field and signs it.

Which tools does Datify connect to?#

WhatsApp, Google Calendar, Xero and ServiceM8. We test each connection on your account during setup before Datify relies on it.

How much does Datify cost?#

There is a 14-day free trial. After that Datify is £37 a month.

How do I get set up?#

Book a demo. We go through your services, hours, area and rules with you, connect your tools, and test calls and WhatsApp together before anything goes live.