How it works

Accounts start with a demo. Request one and we walk the system on your own buildings and routes; if it fits, we send you your sign-up link and you create the account with your email or Google.

On the welcome screen, tell us your business name, your industry, and your name. If you provide your mobile number, you’ll be asked to opt in to SMS so we can send you account alerts and billing notices.

Tip: Your data comes across before you commit to anything — customers, buildings, schedule and invoice history. We do that work, and it is included.

From the dashboard, open Business profile. Add:

• Business address (used as the starting point for route optimization)
• Business phone and email (shown on invoices and receipts)
• Operating hours (the AI receptionist uses these to decide when to take calls vs. offer voicemail)
• Services you offer and pricing list
• Your business logo (shown on invoices and receipts you send)

Tip: The business address matters for mileage tracking and route maps — make sure it’s your real starting point each day, not a P.O. box.

Visilence copies scheduled appointments to your primary Google Calendar so the schedule is on every device. It’s one-way: make changes in Visilence, because edits made in Google Calendar don’t come back. It also uses Google Maps to geocode customer addresses and find the most efficient route between stops each day.

Open Integrations → Google and click Connect. Grant calendar and basic profile access. Existing appointments are mirrored into your calendar immediately.

Tip: Already use a shared team calendar? Forward Visilence’s calendar to your team in Google Calendar settings, or assign a technician to an appointment so it appears on their personal calendar instead.

Stripe processes payment-card transactions for the invoices you send. Money lands in your bank account, not ours — Visilence takes no cut of payments.

Open Billing → Stripe and click Connect. You can either create a new Stripe account in 60 seconds or link an account you already have. Stripe will ask a handful of business and identity questions for KYC.

Tip: You can connect Stripe later. Until then, mark invoices paid manually when a check arrives or a customer pays through another channel.

If you keep books in QuickBooks Online, connect it under Integrations → QuickBooks. Once linked:

• Push any invoice to QuickBooks from its page in one click (the customer is created there if needed)
• Mileage captured from completed appointments posts automatically as a Purchase / vehicle expense
• Expenses push from the Expenses page and land in a matching QuickBooks expense account by category

Tip: Don’t use QuickBooks? Skip this step. You can always come back later.

Open Contacts and add the people and businesses you serve. Each contact captures:

• Name, business name, email, phone, address
• Status (lead, prospect, customer, inactive)
• Notes — gate codes, preferred technician, anything useful for the crew

If a business has multiple people at the same location, you can link them via shared business name — Visilence will keep their status in sync so they don’t drift apart over time.

For commercial customers, also add the buildings you service under Buildings. Each building can have multiple contacts (manager, superintendent, billing) and its own service history.

Open Schedule and click any empty time slot. Pick the customer, set duration (30-minute increments), and optionally assign a technician.

If the customer has a building on file, you can attach it to the appointment and the service address auto-fills. For recurring jobs, choose a recurrence pattern (weekly, monthly, etc.) and Visilence schedules every future occurrence.

Tip: Open Route map from the schedule view to see the day’s stops in optimal driving order. Drag to reorder stops — we’ll recompute drive time and distance for the new sequence.

From a completed appointment or directly under Invoices, create an invoice. Add line items, optionally apply sales tax (Wisconsin defaults are built in — 0%, 5%, or 5.5%), and hit Send.

The customer gets an email with a payment link. When they pay through Stripe, the invoice flips to Paid automatically and the receipt goes out by email and SMS. Payments are not sent to QuickBooks; record them there as you normally would.

Tip: You can also manually mark an invoice paid if a customer pays cash, check, or elsewhere. The receipt still goes out.

Under Business profile → Communications, configure:

• Review requests: an SMS sent after an invoice is paid asking for a Google review. Paste your Google review URL and the message template.
• Snow day / sickness notifications: a one-tap broadcast to today’s customers if you need to reschedule (e.g., a snowstorm).
• AI receptionist: if you opted in, our Vapi-powered receptionist can answer calls when you’re busy, take messages, and schedule follow-ups.

Tip: Before sending SMS to a customer for the first time, ask them on the phone: “Is it OK if we follow up with a text at this number?” That verbal opt-in is required by the carrier.