Owlcumen

Dashboard Easy Guide

Your dashboard,
made easy.

Find the right tool, follow a few clear steps and get back to your business.

Find a how-to Open your dashboard

Explore the public demo without signing in. “Open your dashboard” takes you to your live account; its actions require login.

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Search a task, or jump straight to the part of the dashboard you need.

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44 guides to explore

First 10 minutes

Four things worth doing first.

  1. 1Add your business detailsSettings → Business Profile
  2. 2Connect your calendarSettings → Integrations
  3. 3Check your Client PortalPreview the customer view
  4. 4Ask the owl a questionConfirm an approved answer

On a phoneOpen the Owlcumen menu at the top. Cards stack into one column, and expanded tools scroll as full-screen sheets.

01

Run your day

Start with what needs you.

Overview points to the work. Inbox and Contacts keep the customer context attached.

1.1About 2 min

Tell Owlcumen what you want to achieve

One conversation coordinates your subscribed business tools.

  1. 1Open Owlcumen AI at the bottom-left of your live dashboard. The invitation bubble also opens it after five seconds of inactivity.
  2. 2Describe your goal naturally: improve cash flow, find customers to follow up, prepare for tomorrow’s meetings or get ready for BAS. Attach relevant files if needed.
  3. 3Owlcumen checks relevant business records and prepares next steps across the tools in your plan. Answer any essential questions.
  4. 4Review the exact details on an approval card, then Approve or Decline customer messages and important changes. Approvals expire after 15 minutes and permissions are checked again.
  5. 5Read the confirmed results, check any pending or failed steps and open the linked records. If delivery is uncertain, check the existing result before trying again.
You’re done whenCompleted work appears in the relevant dashboard records; proposals remain clearly marked for approval.

Good to know: Available on every plan. The tools it can use follow your plan, add-on and role. Read-only help remains available when AI actions are paused. BAS preparation does not lodge a BAS.

Open your dashboard
1.2About 1 min

Start with Overview

See today’s work and the few items that need you.

  1. 1Open Overview from the left menu.
  2. 2Check Today’s Attention Items, then open Your Business AI for decisions and opportunities.
  3. 3Select any card to open the work behind it.
You’re done whenYou know what to do next without checking every page.
Open Overview
1.3About 2 min

Reply to an enquiry

Keep customer conversations and handovers in one place.

  1. 1Open Inbox and select a conversation.
  2. 2Read the captured details, then reply or take over.
  3. 3Use search to find a customer or earlier message.
You’re done whenThe customer has a clear reply and your team keeps the context.
Open Inbox
1.4About 2 min

Add or update a contact

Keep customer details, conversations and work connected.

  1. 1Open Contacts, then choose Add contact.
  2. 2Enter the useful details and save.
  3. 3Open a contact later to edit, review or archive it.
You’re done whenThe customer record is ready to use across the workspace.
Open Contacts
1.5About 3 min

Review Your Business AI

See completed work, decisions and opportunities in one focused window.

  1. 1On Overview, select Your Business AI to open its centred window.
  2. 2Review Handled, Needs your decision and Opportunities. Open the source record before deciding.
  3. 3Use Refresh for the latest brief, or the cog to manage business memory and approved workflows.
You’re done whenThe next decision is clear and automation follows the controls you chose.

Good to know: Only supported, enabled workflows run automatically. Connected services, plan access and your approvals still apply.

Open Overview
1.6About 3 min

Read Business Health and Money Wizard

Understand the score, rolling report and estimates behind the next priority.

  1. 1Open the heart-shaped Business Health Score or Money Wizard card on Overview.
  2. 2Review the report and the records supporting its suggested next actions.
  3. 3Open the related record to follow up, then check later outcomes in the report.
You’re done whenYou can distinguish an opportunity estimate from a recorded result.

Good to know: Available intelligence depends on your plan and add-ons. Estimates are not guaranteed revenue or proven AI attribution.

Open Overview
1.7About 3 min

Make the dashboard yours

Choose your business theme and the page items you use most.

  1. 1Open your initials menu to choose the dashboard theme that fits your business.
  2. 2Use Customise at the bottom right of a page to review its available cards and shortcuts.
  3. 3Save your choices and check the page. You can change them again at any time.
You’re done whenYour pages show the useful tools for your way of working.
Open Overview
02

Book and deliver

Move work from booked to complete.

Keep the schedule, job status and customer paperwork moving together.

2.1About 3 min

Upload, open and organise files

Keep originals and extracted paperwork attached to the right work.

  1. 1Upload a document or attach it in a supported conversation.
  2. 2Open the file preview or download the original. Link useful documents to their customer or job.
  3. 3Use Paperwork Manager with Pro or Ultra to extract supported content for review.
  4. 4Review errors and unreadable files before relying on their contents. Use Active Assets to organise folders and files where available.
You’re done whenThe saved original opens and the linked records retain their source evidence.
Open Documents
2.2About 3 min

Subcontractor Connections

Share assigned jobs through revocable private invitations.

  1. 1Open Tools and choose Subcontractor Connections.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.3About 3 min

Van Stock & Inventory

Track stock by location and cost materials used on jobs.

  1. 1Open Tools and choose Van Stock & Inventory.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.4About 3 min

Customer Asset & Service Register

Keep customer equipment, warranties and service history together.

  1. 1Open Tools and choose Customer Asset & Service Register.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.5About 3 min

Recurring Work & Service Reminders

Schedule repeat jobs from saved service templates.

  1. 1Open Tools and choose Recurring Work & Service Reminders.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.6About 3 min

Suppliers & Purchase Orders

Record suppliers, orders, partial deliveries and job-linked materials.

  1. 1Open Tools and choose Suppliers & Purchase Orders.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.7About 3 min

Live Time & Timesheets

Turn approved job time into actual labour costs.

  1. 1Open Tools and choose Live Time & Timesheets.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.8About 3 min

Field Job Records

Keep photos, checklists, evidence and genuine customer sign-off with each job.

  1. 1Open Tools and choose Field Job Records.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Pro or Ultra. Locked tools show the required access.

Open Tools
2.9About 3 min

Progress Billing, Deposits & Retentions

Claim job stages and release held retentions without duplicate invoices.

  1. 1Open Tools and choose Progress Billing, Deposits & Retentions.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Ultra. Locked tools show the required access.

Open Tools
2.10About 3 min

Offline Field Mode

Capture field work offline and sync safely when connected.

  1. 1Open Tools and choose Offline Field Mode.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Ultra. Locked tools show the required access.

Open Tools
2.11About 3 min

Job Kits & Price Book

Reuse service prices and material bundles in quotes and jobs.

  1. 1Open Tools and choose Job Kits & Price Book.
  2. 2Select the relevant customer or job and enter the required details.
  3. 3Save, review the recorded status and use the tool’s next action when ready. Approve commitments or customer communication explicitly.
You’re done whenThe saved record and its linked job or customer show the current result.

Good to know: Requires Ultra. Locked tools show the required access.

Open Tools
2.12About 3 min

Book and run a job

Schedule work, keep status clear and rebook in a few taps.

  1. 1Open Calendar and choose a time or the add job / booking button for your theme.
  2. 2Add the customer, service and address, then confirm.
  3. 3Use the job card to check in, complete or rebook.
You’re done whenThe booking appears in the schedule with the right status.

Good to know: To sync an existing calendar, connect Google Calendar in Settings → Integrations first.

Open Calendar
2.13About 4 min

Create a customer booking link

Let customers choose an available time and provide the details you need.

  1. 1In Calendar, open Booking links and choose Create booking form.
  2. 2Set the service, duration, availability and only the questions you need.
  3. 3Publish, preview the customer page, then copy its link to share.
You’re done whenThe form shows Published and a test booking reaches your calendar.

Good to know: Edit the same form later without changing its public link.

Open Booking links
2.14About 4 min

Create a quote or invoice

Build, save and share customer paperwork from one screen.

  1. 1Open Documents and choose New quote or invoice.
  2. 2Select the customer, add items and check the total.
  3. 3Save, download or send it when it is ready.
You’re done whenThe document is stored and its latest status is visible.

Good to know: Payment status becomes available after a payment provider is connected.

Open Documents
2.15About 3 min

Open Finance Manager

Organise business records, expenses and potential deductions in one window.

  1. 1In Value Engine, select Finance Manager. Read and accept the notice on your first visit.
  2. 2Use the three summary cards for recorded income, reviewed expenses and potential deductions.
  3. 3Switch between Income & Expenses, Deductibles and Upload Records. Search or filter by Australian financial year and date range.
You’re done whenYou can see the records and understand what is included in each total.

Good to know: Finance Manager is part of Value Engine on Growth and Scale. It provides organisation and indicative estimates, not financial, tax or legal advice. Check eligibility and amounts with a qualified accountant.

Open Value Engine
2.16About 3 min

Upload and review financial records

Keep original files and check extracted information before using it.

  1. 1Open Finance Manager → Upload Records and upload a supported file. Check the displayed file and size requirements.
  2. 2Review the suggested name, description, amounts and income or expense allocation. Edit mistakes and check for duplicates.
  3. 3Open the source link to inspect the original. Use Records to find uploaded files and available financial records from across Owlcumen.
You’re done whenYour original is preserved and the reviewed entry points back to its source.

Good to know: Extraction depends on the file and available information. Unreviewed uploads and supporting records are excluded from summary amounts.

Open Value Engine
2.17About 3 min

Review deductions and export for your accountant

Prepare a traceable record set for a qualified professional to check.

  1. 1Open Finance Manager → Deductibles and review each potential claim with its source record.
  2. 2Check classifications, business-use proportion, GST and eligibility with your accountant before claiming.
  3. 3Apply the financial year or date filters you need, then choose Export CSV and keep the original evidence available.
You’re done whenYour filtered records are ready for professional review.

Good to know: Potential deductions are indicative claim amounts, not tax savings. Australian financial years run from 1 July to 30 June.

Open Value Engine
2.18About 3 min

Use your operational tools

Keep job costs, dispatch and changes connected to the work.

  1. 1Open Tools or the operational shortcuts on Calendar.
  2. 2Choose Dispatch, Job costs or Variations and select the relevant job.
  3. 3Add the details, save and review the linked job or document before sharing it.
You’re done whenOperational records remain connected to the customer and job.

Good to know: Names and shortcuts adapt to the selected theme. Locked tools show the access required.

Open Tools
2.19About 3 min

Organise repeat work and resources

Use subscribed Pro tools to keep day-to-day operations together.

  1. 1Open Tools and choose an available Pro tool: recurring work, customer assets, subcontractors or van stock.
  2. 2Use suppliers and purchase orders, live time and timesheets, or field job records where relevant to your work.
  3. 3Link entries to the appropriate customer or job, then save and review their status.
You’re done whenYour resources and repeat work have clear records and next steps.

Good to know: These operational tools require the relevant Pro or Ultra entitlement.

Open Tools
2.20About 3 min

Use advanced operational tools

Bring receipts, compliance, equipment and complex job workflows together.

  1. 1Open an available Ultra tool: Receipt & Expense Manager, Compliance & Safety, or Tools & Equipment.
  2. 2For more involved jobs, review progress billing, deposits and retentions, job kits and the price book.
  3. 3Use Offline Field Mode for supported field records and check sync status when back online.
You’re done whenThe selected tool’s records are saved and any pending sync is visible.

Good to know: Ultra access is required. Offline support applies to supported field records, not every dashboard action.

Open Tools
03

Customer-facing

Make it easy for customers to act.

Publish the portal, accept payments and keep Owlcumen’s answers accurate.

3.1About 4 min

Publish your Client Portal

Give customers one place for bookings, documents and payments.

  1. 1Open Client Portal and review What your clients see.
  2. 2Add your logo, public details and the actions customers can use.
  3. 3Enable the portal, save, then use Open portal to check the published customer view.
You’re done whenYour customer-facing link is published and ready to share.

Good to know: Ultra members can add a payment QR inside Quotes, Invoices & Payments.

Open Client Portal
3.2About 3 min

Accept customer payments

Connect a provider, then make payment options visible to customers.

  1. 1Expand Accept Payments on the Client Portal page.
  2. 2Choose your available provider and finish its secure connection.
  3. 3Check the status, then preview the customer portal.
You’re done whenThe box shows connected and eligible payment actions can appear.

Good to know: Provider choices depend on the connections enabled for your workspace.

Open Accept Payments
3.3About 5 min

Teach Owlcumen AI

Control what the assistant knows, says and hands to your team.

  1. 1In Settings, open Business Profile.
  2. 2Add the approved services, hours and customer answers.
  3. 3Open the owl at bottom-left and test a real customer question.
You’re done whenThe answer uses your approved information and offers the right next step.

Good to know: Update the Business Profile whenever services, prices or hours change.

Open Business Profile
3.4About Varies

Set up calls and messages

Manage your business number, calls and SMS with clear limits.

  1. 1Open Calls & messages, then choose Set up business phone.
  2. 2Choose Keep my number, Call forwarding setup, or Choose a new number. You start the request and connect the number yourself; Owlcumen does not connect it just because you chose an option.
  3. 3For an existing number, enter the number and the carrier account details, then submit the ownership check. Your carrier may ask for a recent bill or signed authority. For a new number, enter the legal business name, ABN and service address, submit verification, then choose an available number after approval.
  4. 4Follow the on-screen verification and preparation status. For forwarding, complete the instructions with your current carrier. Wait for confirmation before changing your current service.
  5. 5When the number is live, test provider routing, review AI answering, handover, messages and the usage guardrail in Call handling.
You’re done whenCalls & messages shows Business number live and the provider and routing test passes.

Good to know: Provider activation, business verification and carrier timing can add steps. Website chat does not require a phone number.

Open Calls & messages
3.5About 3 min

Manage the AI CRM pipeline

Keep opportunities, follow-up tasks and sales stages together.

  1. 1Open AI CRM and choose New Opportunity.
  2. 2Add the customer, expected value, stage and next step, then save.
  3. 3Review the pipeline and update tasks or stages as the opportunity progresses.
You’re done whenEach opportunity has an accurate stage and a clear next action.

Good to know: AI CRM is included with Growth and Scale. Available tools follow your workspace’s subscription access.

Open AI CRM
04

Control and improve

Connect, understand and grow.

Check your connections, read performance and manage the plan from one workspace.

4.1About 3 min

Manage business workflows and shared memory

Review prepared work and keep confirmed business preferences consistent.

  1. 1Open Your Business AI on Overview or Prepared for you inside the chatbot.
  2. 2Review quote, invoice, enquiry and recurring service workflows against their source records.
  3. 3Approve individual actions or manage defined procedures, contact hours and daily limits in settings.
  4. 4Save confirmed preferences or correct shared business memory. Pause proactive preparation whenever you need to.
You’re done whenThe action history records what happened and current business evidence remains authoritative.
Open Your Business AI
4.2About 4 min

Use Value Engine playbooks, rules and decision room

Coordinate improvement from current evidence and review its results.

  1. 1Open Value Engine on Growth or Scale and review your personalised industry setup.
  2. 2Create or edit delivery playbooks, repeat service plans, customer feedback and approved memory.
  3. 3Test internal review rules before enabling them. Review the execution history and source evidence.
  4. 4Use Decision room to explore price, conversion, capacity, costs and payment timing. Export the Value Statement to distinguish opportunities, recorded revenue, collected cash and owner estimates.
You’re done whenYour improvement workflow has evidence, clear ownership and a reviewable result.

Good to know: Scenarios are not forecasts. Associated payments do not prove an AI-caused gain.

Open Value Engine
4.3About 3 min

Research and qualify prospects with Lead Machine

Review permitted sources and connect useful prospects to your CRM.

  1. 1Open Lead Machine with Pro or Ultra and describe your ideal customer.
  2. 2Enter a permitted public source and confirm the basis for reviewing it.
  3. 3Review the evidence and qualification, then add a suitable prospect to Contacts or your CRM.
  4. 4Ask Owlcumen AI to prepare the next step; approve any customer outreach separately.
You’re done whenA reviewed prospect is linked to your business records without automatic outreach.
Open Lead Machine
4.4About 3 min

Monitor approved sources with Watchtower

Keep meaningful website and supplier changes visible.

  1. 1Open Watchtower with Pro or Ultra and add an approved public page.
  2. 2Set the review interval and inspect the baseline scan.
  3. 3Review changed or failed scans and acknowledge useful findings.
  4. 4Ask Owlcumen AI to connect a relevant finding with customer, cash flow or operational records.
You’re done whenMonitoring history shows the actual scan result and any follow-up still required.
Open Watchtower
4.5About 3 min

Manage users, support and feature requests

Give your team appropriate access and ask for improvements.

  1. 1Invite additional users within your plan and add-on allowance; each person signs in with their own account.
  2. 2Review roles, devices and assigned work. Owner-only business and financial access remains restricted.
  3. 3Use the chatbot’s Support tab for help and Request a Feature for a business need.
  4. 4Review plan usage, upgrade options and referral offers from your account controls.
You’re done whenTeam access and requests are recorded with the right account and permissions.
Open Settings
4.6About 3 min

Connect your services

Link the tools Owlcumen needs—and no more than it needs.

  1. 1In Settings, open Integrations.
  2. 2Choose Calendar, email or another available service.
  3. 3Complete its secure sign-in and check for Connected.
You’re done whenThe service displays Connected and its sync is ready.
Open Integrations
4.7About 2 min

Read your performance

Spot demand, follow-up and booking changes without spreadsheets.

  1. 1Open Analytics from Overview and choose the period you want to review.
  2. 2Compare enquiries, bookings and follow-up activity.
  3. 3Open the related area when a number needs action.
You’re done whenYou can name the change and the next action it suggests.
Open Analytics
4.8About 2 min

Manage your plan

See your subscription, usage, referrals and billing controls.

  1. 1Open your initials menu and choose Payment & Billing.
  2. 2Review the plan, renewal and optional usage controls.
  3. 3Use the secure billing portal for payment or subscription changes.
You’re done whenYour plan and next billing state are clear before you leave.
Open Billing & plan
4.9About 2 min

Use Pro or Ultra tools

Open the extra intelligence tools included with your add-on.

  1. 1Open the Pro or Ultra Intelligence Centre.
  2. 2Choose the tool that matches the job in front of you.
  3. 3Review its result before applying or sharing anything.
You’re done whenThe suggested action stays visible and under your control.

Good to know: Locked tools show the relevant upgrade option; they do not create usage charges by themselves.

Open Intelligence Centre
4.10About 3 min

Set up Value Engine

Personalise priorities, questions and playbooks for your business.

  1. 1Open Value Engine beneath AI CRM and above Inbox in the left menu.
  2. 2Use the setup banner or cog, enter your industry and specialisation, then choose Go.
  3. 3Refine the setup from the cog at any time. Open Enhance Value Engine to see how your add-ons contribute.
You’re done whenYour industry and specialisation shape the Value Engine’s guidance.

Good to know: Included only with Growth and Scale. Starter shows a locked preview with an in-dashboard upgrade. Pro and Ultra enhance Value Engine but do not unlock it on Starter.

Open Value Engine
4.11About 3 min

Let AI prepare Value Engine

Use saved business details and records to prepare and refine your setup.

  1. 1Open Value Engine and choose AI Prefill.
  2. 2Read the consent, then select “Yes, go ahead and fill Value Engine for me”.
  3. 3Review the prepared setup. Find subscribed-tool drafts in Owlcumen AI → Prepared for you, where ongoing preparation can be paused.
You’re done whenAI-managed items are prepared using available records, while your manual edits stay yours.

Good to know: Uses your existing AI allowance. Customer messages, payments and other controlled actions retain their existing approvals.

Open Value Engine
4.12About 3 min

Scan opportunities and track results

Follow the evidence from a useful next action through to a recorded outcome.

  1. 1Choose Run opportunity scan and select the reporting period.
  2. 2Open an opportunity, review its source evidence and prepare the next step or assign work.
  3. 3Return to the Value Statement to review recorded outcomes separately from potential value.
You’re done whenThe opportunity, action and supporting evidence stay connected.

Good to know: Saved activity can refresh evidence; automatic internal review rules must be enabled. Money Wizard, Watchtower and enabled Pro or Ultra tools enrich the available evidence.

Open Value Engine

One useful habit

Look for status before settings.

Most Owlcumen cards show what is connected, waiting or complete. Open the card only when you need to change it.

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