RO App automates processes at every stage of client interaction—from the first call to completion of work orders and payment. The main built-in automations of the system are listed below. For non-standard scenarios, APIs and webhooks are also available—they allow you to flexibly expand functionality to meet the needs of your specific business.

Multichannel triggers. RO App automatically sends SMS, email, or Telegram messages to clients and employees when certain events occur. Notifications can also be sent to the same chat where you first communicated with the client—on Viber, WhatsApp, or Instagram.

For example:

Scheduled sending. You can set up scheduled sending and have messages sent only during business hours.

For example, one week after a salon visit, the client will automatically receive a request to leave a review.

Call transcription. After the call ends, the system automatically generates a transcript of the call. You can configure the call type (incoming, outgoing, or all), the minimum and maximum duration, as well as specific extension numbers for which this feature applies.

AI customer sentiment analysis. After the transcript is generated, AI automatically analyzes the conversation to determine the client’s sentiment and key insights. Sentiment reflects the client’s satisfaction level using emojis, while insights provide brief descriptions of the call, such as “needs a callback,” “client is satisfied with service quality,” or “issue not resolved.”

Creating tasks and Inquiries from calls. For every missed or answered incoming call, the system automatically creates a task or Inquiry and assigns a manager to it. If the client is already in the database, the system will find them and link them to an existing work order or Inquiry.

Registering new contacts. If a client who isn’t yet in the database calls the company, the system automatically creates a new contact card with their phone number. To ensure managers can immediately identify new leads and not confuse them with existing contacts, such contacts are automatically assigned a name in a specially formatted label.

Converting an inquiry into work orders or a sale. When an inquiry reaches the status of a successful order or sale, the system automatically creates work orders or a sale based on it. The manager does not need to manually transfer the client’s data and details from the inquiry—the entire process, from the first contact to the work orders or sale, takes place in one place.

Status synchronization based on the client’s decision. If the client approves the estimate, the system automatically updates its status and converts it into work orders. If the client declines, the estimate is closed with the corresponding status. This speeds up the transition from approval to work execution.

Recording the signature or reason for rejection on the public page. Upon approval of the estimate, the system prompts the client to provide an electronic signature. It is displayed on the public page and automatically saved in the estimate’s event log (if necessary, multiple signatures can be collected at different stages). If the client rejects the proposal, the system asks them to specify the reason for rejection, which is also recorded in the event log. This allows the manager to promptly adjust the terms, quickly update the estimate, and continue communication.

A similar feature for collecting signatures and reasons for rejection is also available for regular work orders, which are the next step after the estimate.

Sending a payment link when the status changes. When a work order is created, the system automatically generates its public page and a unique link. You can configure automatic notifications so that when the work order transitions to a specific status (for example, “Awaiting Payment”), the client immediately receives a message containing this link. By clicking on the link, the buyer can view the work order details, accept or decline the work order, and make an online payment immediately.

Status update on the public page after acceptance, decline, or payment. When a client accepts, declines, or pays for a work order via the public page, the system automatically updates the work order’s status accordingly without requiring manager intervention. This allows the system to maintain up-to-date work order statuses in real time.

Autofill of asset information. When creating a work order, the system can automatically fill in asset details—category, brand, and model—based on a unique identifier. Several search types are supported: by IMEI for smartphones and tablets, by VIN for cars, as well as by HIN for vessels. Simply enter the number and click search—the fields will be filled in automatically.

Work order status changes triggered by integrations with marketplaces. When the work order status changes in the online store, the work order status in RO App is updated automatically.

Generating payment links. When an invoice reaches a configured status, the system automatically generates a unique payment link for the client.

Synchronization with payment and accounting services (Xero, QuickBooks). Once payment is confirmed through a connected payment service, the invoice’s status in the system automatically changes to “paid.” This eliminates the need to manually track payments and close invoices. The manager can view the current payment status without having to check another platform.

Issuing and registering electronic invoices (E-invoicing). The integration fully automates the exchange of invoices in accordance with EU requirements, eliminating the need for manual work by the manager. Simply set a specific work order status, and when the work order reaches that status, the system will automatically generate the document, register it with the tax authorities, and send it to the counterparty (via email or the PEPPOL network).

Changing the invoice status after payment. After payment is confirmed through the connected payment service, the invoice’s status in the system automatically updates to the appropriate status. The manager can view the current payment status without additional checks.

Booking via the online booking page. When a client books an appointment independently via the online booking page, the system automatically creates the corresponding booking in RO App. The manager does not need to manually enter the data—everything is recorded immediately, and the client receives an automatic confirmation.

Transfers of assets when work order status changes. When a work order transitions to a specific status, the asset is automatically transferred to the corresponding inventory location. For example, when the status is “In Progress,” it is transferred to the technician’s inventory location; when “Ready,” it is transferred to the “Pickup” inventory location. This allows you to accurately track the asset’s location at every stage.

Reserving products for work orders. This feature automates inventory control, significantly simplifying the allocation of out-of-stock products. When a client’s work order reaches a specific status, the system automatically adds the missing products to a waiting list. As soon as a product arrives from a supplier or is transferred from another company warehouse, the system instantly reserves it for that specific client. If work orders are canceled or the reservation period expires, the reservation is automatically removed, returning the product to the available inventory for sale.

Automatic printing of documents and labels during key actions. This setting allows the system to automatically send the necessary forms to the printer, so managers don’t have to spend time doing this manually. Simply select the document once when creating work orders (receipt), closing them (work completion report), or making a sale (sales receipt)—the system will remember your selection and automatically trigger printing in the future. You can also enable automatic printing of asset labels in the template settings: once activated, the print window will open automatically as soon as work orders are created, which significantly speeds up labeling and service.

Payroll and bonus calculation. This feature fully automates the tracking of employee compensation and penalties, eliminating the need for manual calculations. In the settings, simply select a key event for accrual once, for example:

As soon as this event is recorded, the system calculates and credits the payment to the employee.

These allow you to automatically transfer data between RO App and external platforms without manual entry. For example, you can set up the automatic creation of inquiries, contacts, or work orders from Google Forms, your own website or landing page, an online store, or any other service with forms.

As you can see, automation in RO App covers the entire client journey—from calls and inquiries to work orders, payments, and Inventory. We continue to work on new features to reduce routine tasks and make your work faster and more efficient.