PBJ Dispatch & Appointments

Book the job, send the right person, and see it through to done. No second app, no monthly bill: it runs inside the PBJ CRM you already use.

$25 one-time per major version · Requires PBJ CRM ($50) · One key covers 3 sites

Buy PBJ Dispatch, $25

View PBJ Dispatch changelog

What is PBJ CRM?

The Events calendar in PBJ CRM in week view, showing seven booked visits across the week with the job name and customer on each block

Who’s going where, and does the customer know?

One list, not a whiteboard

Every visit and appointment is on one list and one calendar, linked to the customer it belongs to.

Customers told, automatically

A confirmation email with a calendar invite, an arrival window, and reminders at the times you set.

Finished means finished

Close records it as done, and Convert+ turns it into the ticket or invoice. Nothing is billed until you choose to.

See it in under two minutes

All your bookings in one list. To them, or to us. Track every job by stage. Your week, laid out. Close it, or convert it.

How it fits PBJ CRM

PBJ Dispatch & Appointments is a module, not a separate program. Inside the CRM it appears as Events. It uses the customers, staff, groups and permissions you already keep in the CRM, so there is no second list of anything to keep in step.

What comes from PBJ CRM

Your people and businesses, with their addresses and phones.
Your staff, teams and roles — who can see and change which jobs.
The CRM calendar, the record timeline, follow-up tasks and the recycle bin.
The client portal, where signed-in customers see their own jobs.

What Dispatch adds

Events: visits to the customer (To them) and appointments at your place (To us).
Arrival windows, kinds of work and stages in your own words.
Confirmation emails, reminders and calendar invites.
Day, Week and Month calendar, plus Agenda and Manage lists.
Close (with miles) and Convert+ for the follow-on ticket or invoice.

A job, start to finish

1. Book it

Press Create event in Events, or from a customer or a ticket. Pick To them or To us, the customer, the kind of work, who is doing it, the time — or save it as To be booked.

2. Tell the customer

They get a confirmation email with an arrival window and a calendar invite, then reminders at the times you set. If you move the booking, the invite updates.

3. Work it

On the day, the job moves through stages — Booked in, On the way, On site, Done. Notes, photos and every change are kept on the job.

4. Close or convert

Close marks it done and can record round-trip miles. Convert+ starts the follow-on work, such as a ticket or an invoice. Nothing is billed automatically.

Real screens

Real screens from PBJ CRM with sample customers. Names, emails and phone numbers are made up.

The Events calendar in PBJ CRM in month view for October, with booked visits on their days and the selected day's schedule on the right

The month calendar, with booked visits on their days and the day’s schedule beside it.

The Events Manage list in PBJ CRM filtered to one technician, listing seven bookings with reference numbers, stage and time

The Manage list, filtered to one person: every booking with its number, who is on it and its stage.

A visit record in PBJ CRM showing the site contact and address, the arrival window and who is assigned, with the confirmation already sent and reminders waiting to go

One visit: the confirmation that went out and the reminders still waiting to go.

The New event form in PBJ CRM with fields for title, customer, date and time, duration, who is doing it and the address

Booking an event: customer, kind of work, time, who goes and where, with what the customer is sent.

A visit record in PBJ CRM on a phone, showing the title, the site contact name, mobile number and email

The same visit on a phone.

Settings, Records, Kinds of work. Two kinds, Boiler service and Emergency call-out, each with Goes to, Stages it follows and an In use checkbox, plus Move up, Move down and Remove buttons and Add a kind of work.

Settings › Kinds of work: name the work you do so bookings go to the right team.

What you get

To them, or to us

Your people go to the customer’s address, or the customer comes to one of your locations.
One record and one reference number.
The address is saved with the booking.

Booking in a minute

Pick the customer and their address and phone come with them.
A time and a duration (30 min to 4 h), or To be booked.
All-day bookings.

Arrival windows

You book an exact time and the customer is told a window (30 min by default, or 0 to give the exact time).
The window and the duration are kept separate.
Times are kept precisely and shown in your site’s time zone.

Calendar and lists

Day, Week, Month.
Agenda and Manage lists with filters.
Bulk actions on up to 200 events.

Stages in your words

New, Booked in, On the way, On site, Done — and you can rename them.
Kinds of work with their own stages.
A kind of work can hand its jobs straight to the right team.

The right person

Assign a person or a team.
A Nobody on it yet view.
Access follows the CRM’s own roles.

Notes, photos, history

Internal or customer-visible notes.
Photos taken on site.
A timeline of every change.

Confirmations and reminders

Email plus a calendar invite that updates itself when the booking moves.
The assigned person is reminded too.
Reminders run on a five-minute check, so WordPress scheduled tasks must be running.

Customers’ own view

Signed-in customers see their Jobs (time window and address), never the crew, notes or miles.
Open a person or business in the CRM and their visits and appointments, past and upcoming, are on their record.

Not included

Customers booking their own slot, repeating events, automatic text-message reminders, and route planning or drive-time estimates.

Built for your kind of work

Trades and field service

Books visits to the customer’s address and assigns the right person to each job.

A homeowner rings about a dead air conditioner. The office opens Create event, To them, picks the customer so the address and phone come with them, sets 2:00 pm and assigns the technician. The customer is emailed a confirmation with an arrival window of 1:45 to 2:15 and a calendar invite. On the day the technician opens the job on a phone and taps the map link. At the end the office presses Close, enters the miles, and uses Convert+ to raise the invoice.

Managed IT

A client’s help-desk ticket says the office switch is down and someone has to go. Open the ticket and use Convert+ to make it an event with the details already filled in, then assign the engineer. The client gets a confirmation and an arrival window. Work that comes to you, like a laptop brought to the shop, is booked To us at your own location. Everything done on site goes in the job’s notes and timeline, and the finished job can become an invoice or a follow-up from the same record.

Events and AV

Books crews out to the job and shows it by day, week or month.

A production company books the site survey, the load-in and the strike as separate events, each its own kind of work with its own stages and assigned to the crew group. The crew lead opens the day’s list on a phone, uses the map link to the loading dock, records the miles when the job closes, and the office invoices from Convert+.

Hospitality and venues (bars, restaurants, event spaces)

A venue’s manager books a walk-through with a couple planning a party as a To us appointment at the venue, and the couple receives a confirmation, an arrival window and a calendar invite. Service companies that look after bars and restaurants book the cooler check, the till repair or the Wi-Fi survey as To them visits at each address, with the access notes (“use the kitchen door”) on the job itself. Work with no date yet sits in To be booked until the venue picks one.

Professional offices (law, accounting, insurance)

Reception books a consultation as a To us appointment at the right office, assigns it to the attorney, accountant or agent, and the client receives a confirmation, a reminder and a calendar invite. If the client needs a different time, staff change it on the record and the invite updates instead of creating a second one. Internal notes stay internal, notes meant for the client can be shared, and afterwards Convert+ starts the follow-up appointment or the invoice.

Pay once. $25.

PBJ Dispatch & Appointments is $25 one-time per major version. Every improvement within this major version — new features, fixes, security updates — arrives free through the built-in update channel. A future major version is a separate purchase if you want it — your copy keeps working either way. One license key covers 3 sites.

Requires PBJ CRM (latest version) ($50 one-time per major version, sold separately). It is a module: the people, staff and permissions are the CRM’s, so there is no second list to keep in step.

Works with

PBJ Helpdesk: turn a ticket into an event when someone has to go on site.
PBJ Invoicing: raise the invoice from a finished job with Convert+.
PBJ RingCentral: hand a text or call straight into a booking.
PBJ Templates: design the confirmation and reminder emails with your logo and colours.

Getting started

Install and activate PBJ CRM (latest version).
Add PBJ Dispatch: download it from your download page, then activate it.
Set the site time zone, then Settings › Times (arrival window), Kinds of work, Our locations, Reminders.
Events › Create event.
Enter your license key on the plugin settings screen so updates reach you.

Buy PBJ Dispatch & Appointments

$25 one-time — per major version Includes a license key for 3 sites, instant download, and free updates within this major version. Requires PBJ CRM (latest version).