Features
Everything you need to run your moving business
From online bookings to invoicing, VanMan covers every step of your workflow. Explore each feature below.
Calendar & SchedulingJob ManagementFleet ManagementOnline BookingsCustomer CommsInvoicing & XeroDashboard & AnalyticsMobile AppWorkflow AutomationEmail IntegrationDay PlanIncidentsTimesheetsAI Quoting
Calendar & Scheduling
See your week at a glance
Drag-and-drop job scheduling across days and crews
Colour-coded jobs by status, truck, or team
Daily, weekly, and monthly calendar views
Custom events for meetings, training, and reminders
Job Management
Track every job from quote to completion
Full job lifecycle tracking from enquiry to invoiced
Attach photos, inventory lists, and notes to each job
Custom job statuses and workflow stages
Job templates for recurring or standard moves
Fleet Management
Know where your trucks are
Vehicle availability and assignment tracking
Real-time GPS tracking on a live map
Capacity planning across your fleet
Equipment and asset tracking per vehicle
Online Bookings
Capture leads while you sleep
Embeddable booking widget for your website
Instant email notifications for new enquiries
Custom fields to capture move details upfront
Automatic lead-to-job conversion
Customer Communications
Keep customers in the loop
Automated SMS and email at key job milestones
Customisable message templates
Two-way SMS so customers can reply directly
Post-move review request automation
Invoicing & Xero
Get paid faster
One-click invoice generation from job data
Xero integration for automatic sync
Materials catalog and detailed job costing
Track payment status and overdue invoices
Dashboard & Analytics
See how your business is tracking
Revenue and job volume tracking over time
Crew and truck utilisation reports
Lead conversion and booking pipeline metrics
Exportable reports for accounting and planning
Mobile App
Your business in your pocket
Native iOS and Android apps for field crews
Update job status and add photos from the truck
Turn-by-turn navigation to job sites
Offline mode for areas with poor coverage
Workflow Automation
Automate your business rules
Visual drag-and-drop workflow builder
Trigger automations from job, booking, and invoice events
Conditional logic, delays, and human approval steps
Pre-built templates for common moving company workflows
Email Integration
Your inbox meets your jobs
Connect Gmail or Outlook with one click
Automatic email-to-job matching by job number
Reply to customer emails from inside VanMan
Attachment capture and storage against jobs
Day Plan
Your daily operations at a glance
Calendar timeline and Google Maps in one view
Colour-coded truck routes and location markers
Cross-highlighting between calendar and map
Real-time truck positions and job status updates
Incidents & Damage Reporting
Log damage before it becomes a dispute
AI photo assessment identifies the item, damage, and severity
Log damage, injuries, near-misses and property issues from the truck
Office triage dashboard with 'Needs action' vs 'Actioned' status
One-click email or SMS to the customer with the damage photo attached
Timesheets
Turn crew hours into payroll
Weekly per-staff grid with each entry linked to its job and route
Approval workflow that snapshots pay rates and locks approved entries
Payroll-ready CSV export with hours, rates, pay, customer and route
Reconcile billed labour against hours actually worked
AI Quoting & Assessment
Let AI draft the estimate
Auto-selects the best appraisal template and pre-fills the estimate
Visual assessment from interior photos, street view and satellite
AI parking and access advice generated from street-view imagery
Every AI prompt is fully editable with one-click reset to defaults
See it all in action
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