Help centre
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Every task in SubClik, step by step: what it is for, where to find it, what to press, and answers to the questions people ask. 366 guides.
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Getting started
Set up your firm, find your way around and log your first job.
Service desk & jobs
Log calls, dispatch engineers, plan the week and close jobs.
- The service desk
- Switch between Open, To approve, Unassigned, Attention and To review
- Why a job “Needs attention”
- The bell: what needs attention
- Engineers now: who is doing what
- SLA deadlines on jobs
- The jobs list
- Search and filter jobs
All 56 guides
- Escalate a job to a more experienced engineer
- Send a second engineer to help (assist)
- Workshop repairs, refurbishment and internal tasks
- Engineer levels
- Log a call (new job)
- Log a job a firm sent us
- Callbacks: the same fault coming back
- Add photos and files when logging a call
- Record access at the site (deliveries and collections)
- The job page
- Job statuses explained
- Assign an engineer and plan the visit
- Set the next action on a job
- Change the fault, job type or work carried out
- Fill in or correct the job checklist
- Correct, remove or add time on a job
- Add or remove mileage on a job
- Add parts, consumables or services to a job
- Set or change the price of a part on a job
- Add meter readings on a job
- Add or remove photos and files on a job
- Job history and notes
- Complete a visit on behalf of the engineer
- Changes from the engineer's phone that were not applied
- Charges & approval on a job
- Cost limit and client approval
- Confirm or change the client rates on a job
- Make a quote from a job
- Email the job sheet or create the PDF
- Review and close a completed job
- Send a completed job back to the engineer (Return to fit)
- Reopen a reviewed job
- Parts arrived: book the return visit
- Invoice a job (or mark it invoiced elsewhere)
- Cancel a job
- The company calendar
- Plan or move a visit on the calendar
- Take a job off the plan
- Month, week and day views
- Chat with your team
- Send a photo or file in chat
- Delete or copy a chat message
- Get notified about new chat messages
- Activity: everything that happened on jobs
- Export activity to CSV
- Search
- Planned maintenance
- Approve or dismiss jobs SubClik opened
Engineer app
Everything an engineer does on the phone, from accept to signature.
- The engineer app: My jobs
- See jobs you completed recently
- Switch between the engineer app and the office
- Sign out of the engineer app
- Notifications on your phone
- A job on the phone, from accept to sign-off
- Accept a new job
- Give a job back to the office (Can't take this job)
All 50 guides
- On my way, arrived and start work
- Call the customer and get directions
- Message the office about a job
- Choose the machine when the office did not
- Warnings on a job: access, cost limit, callback, returned
- Finish a job: the finish steps
- Write what you did and add a fix code
- Fill in the job checklist (pass / fail tests)
- Add parts used from your van
- Record a part the customer supplied
- Remove a part from a job
- Take meter readings on a job
- Add a meter the machine is missing
- Parts required: send the job back for a return visit
- Customer signature and the job sheet
- Complete a job without a customer signature
- Email the job sheet again or create the PDF
- Take or add photos on a job
- Attach a file to a job
- Send a note to the office
- Mileage: daily odometer and per job
- Add mileage to a job
- What fixed this before
- Printer status and error log on a job
- Ask the monitoring agent for a reading or report
- Last visits to this machine
- Your car or van stock
- Your calendar
- Put your jobs in your phone's calendar
- Messages in the engineer app
- Start a chat with a colleague
- Send a photo or file in chat
- Delete or copy a chat message
- Turn on chat notifications
- Parts for this job: on the van or not got them
- Add the app to your phone's home screen
- Working offline (no signal)
- A change was not saved: try again or discard
- A change was not applied because the office got there first
- Changes saved by another account on this phone
- See the fix and the manual on a job
- Add a solution from the phone
Customers & machines
Customers, sites, contacts, machines, meters and readings.
- Customers & firms
- Find a customer
- Add a customer
- Add a firm that sends us work
- The customer page
- Change a customer's details
- Set a client company's rates
- Cost limit without approval
All 45 guides
- Response time (SLA) for a customer
- Sites and contacts
- Add a site
- Add a contact
- Add a customer of a client company
- A client company's machines
- Send a customer a Direct Debit link
- Give a customer portal access
- Machines
- Find a machine
- Add a machine
- The machine page
- Change a machine's details
- Printer monitoring on the machine page
- Set up a machine's meters
- Enter a meter reading in the office
- Reading history
- Service history of a machine
- QR labels on machines
- Replace a machine's QR label
- Meters & toner
- Ask a customer for meter readings
- Copy or email a reading request again
- Cancel a reading request
- Check held readings
- Download the monthly readings export
- Move your data in from Asolvi or another system
- Import from a spreadsheet
- Import customers and sites
- Import machines
- Archive and restore customers, sites, contacts and machines
- What can be deleted, and what is protected
- The site page
- Edit or archive a contact
- Move a machine to another site or customer
- Leases and finance for a machine
- Counter reset or replaced, and swapping a machine
Parts, stock & vans
Price list, main store, van stock and vehicles.
- Parts & services (price list)
- Search the parts list
- Add a part or service
- A part's page
- Change a part's price or details
- Cost prices and margin
- Switch off a part (inactive)
- Delete a part
All 22 guides
- Upload parts from a file
- Stock
- Book in a delivery
- Move stock to a van or another store
- Toner reorder: restock the warehouse without retyping
- Purchase orders and suppliers
- Correct a stock count
- Set a minimum stock level
- Stores and vans (stock locations)
- Stock movements
- Vans & vehicles
- Add a vehicle
- Change a vehicle's driver or dates
- Take a vehicle off the road
Quotes & contracts
Quotes with approval by link, service contracts and click charges.
- Quotes
- Find a quote with the tabs
- Create a quote
- The quote page
- Add lines to a quote
- Remove a line from a quote
- Change the title, validity or notes of a quote
- Finalise and send a quote
All 33 guides
- Turn an accepted quote into a contract
- Customer approval by link
- Record the customer's answer yourself
- Make a new version of a quote
- Withdraw a quote
- Delete a draft quote
- What a contract covers on jobs
- Contracts
- Customer copy prices (one price list for the whole fleet)
- Create a contract in one screen
- The contract page
- Machines on a contract and their prices
- Add a machine to a contract
- Take a machine off a contract
- How copies are charged
- Price bands (lower price after a number of copies)
- Charges each period: rental, lease, software and more
- Contract terms: part periods, minimum, pools, invoicing, renewal
- Pooled copies and minimum charges
- Apply a price increase
- Cancel or end a contract
- End a contract
- Edit a contract
- Contract documents and the printed agreement
- Print a service agreement
Invoices & payments
Invoices, credit notes, payments, contract billing and getting paid.
- Fix "Not billable — data required" lines
- Exclude a line from a billing run
- Undo an exclusion
- Download a billing run as CSV
- Export freelance work per client (CSV)
- Invoices
- Find invoices with the tabs and totals
- Invoice statuses explained
All 30 guides
- Create an invoice from finished jobs
- Create a blank invoice
- The invoice page
- Add, change or remove invoice lines
- Set the payer, PO number, dates and notes
- Lines at 0.00 before issuing
- Issue an invoice
- Preview or download the invoice PDF
- Email an invoice
- Credit an invoice (credit note)
- Record a payment
- Delete a payment
- Delete a draft invoice
- Export invoices to Xero (CSV)
- Card payment link on an invoice
- Direct Debit status on an invoice
- Contract billing
- Calculate a billing run
- The billing run page
- Estimated readings
- Finalise a billing run and create invoices
- Delete a draft billing run
Printer monitoring
Agent and Box at customer sites, meters, toner and error codes.
- Printers & agents: printer monitoring
- Add an agent (create a pairing code)
- Install the SubClik Agent on a Windows PC
- Silent install for IT departments
- Agent for Linux, Raspberry Pi and macOS
- The SubClik Agent window on the customer's PC
- Add a printer by IP address (in the Agent)
- Add a printer to the portal from the Agent window
All 39 guides
- Disconnect or re-pair an Agent on the PC
- Check an agent: online, offline and what it sees
- Ask an agent for something now (read, search, log)
- Get and read the agent log
- Agent settings: name, networks, communities, read time
- SNMPv3 users for secure networks
- New pairing code, or move an agent to another computer
- Remove an agent
- Printers that need attention
- Backup agent (takes over when the main one stops)
- Open a printer's own web page from SubClik
- Printer diagnostics: parts wear, error codes, firmware
- Toner yield and cost per page
- Toner running out (forecast)
- Readings to check (held readings from printers)
- Link a printer to a machine
- Add a found printer as a new machine
- Hide a printer that is not yours (and show it again)
- Read the Printers list
- The printer page
- Read a printer now, or ask for a full printer report
- The printer report
- Unlink a printer from a machine
- The SubClik Box
- Install the software on a SubClik Box
- Set up a SubClik Box at the customer (Wi-Fi and pairing)
- Change a Box's Wi-Fi, or move it to another customer
- Fleet audit: volume and cost per page
- Print a fleet audit for a customer
- Usage & plan
- The Monitor overview (SubClik Monitor plan)
Automation
Jobs opened by printers, toner to send and fixes from the past.
- Share a solution with all SubClik firms
- Automations
- Open service jobs automatically from printer faults
- Toner to send: record toner sent and email the customer
- Requests from customers (toner from the portal)
- Solutions: fixes for error codes and how-tos
- Document library: service and parts manuals
- Library space
Customer portal & links
What your customers can see and do, and the links you send them.
Reports
Copies, visits, revenue and costs by customer, machine and engineer.
Team & settings
People and roles, company details, rates, SLA and emails.
- Engineers & team
- A person's page: details, vehicle, van stock and jobs
- Invite someone to the team
- Change someone's role
- Engineer and subcontractor pay rates
- Subcontractors: work we give out
- Deactivate someone
- Remove someone from the team
All 30 guides
- Send someone a sign-in link
- Choose someone's calendar colour
- Modules: show only what your firm uses
- Settings: how your firm is set up
- Change your company details
- Add or change your logo
- Invoice settings: numbering, terms, VAT, bank details and footer
- Set up invoice numbering
- Add your bank details to invoices
- Set quote numbering and how long quotes are valid
- Standard rates and SLA
- Set your standard charges (service defaults)
- Set the SLA and working hours
- Add bank holidays and days off
- Documents & emails: replies, office copy and footer
- Turn automatic emails on or off
- Check which automatic emails were sent
- Job types: checklists and fixed prices
- Add a job type
- Change a job type
- Write a checklist for the engineer
- Stop using a job type
Integrations
Xero, QuickBooks, GoCardless, Stripe, calendars, Slack, Teams and the API.
- Integrations: connect your other systems
- Connect Xero
- Connect QuickBooks Online
- Change Xero or QuickBooks settings
- Sync now or check payments now
- Send earlier invoices to Xero or QuickBooks
- Invoices not accepted by Xero or QuickBooks
- Disconnect Xero, QuickBooks, GoCardless or Stripe
All 18 guides
- Connect GoCardless (Direct Debit)
- Connect Stripe (card payments)
- Turn Direct Debit collection or card links on or off
- See jobs in Google, Outlook or iPhone calendar
- Webhooks: messages in Slack, Teams, Google Chat, Zapier or Make
- Add a webhook and send a test
- Remove a webhook
- API keys: let your own software read your data
- Revoke an API key
- API reference
Account & security
Signing in, passwords, two-step sign-in and your data.
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