How can we help?
Short, step-by-step guides for every part of Utopia.
Getting started
Set up your business and find your way around.
- Set up your business in 10 minutesFollow the Getting started checklist on Home to add your details, logo, services, booking link and card payments.
- Find your way around UtopiaLearn what is in the sidebar, how to search for anything, and what the business-name menu and your account menu do.
- Use Utopia on your phoneOpen Utopia in your phone's web browser, add it to your home screen, and find every page behind the More button.
- What the numbers on Home meanWhat Work you could win, Money in, Monthly memberships and the other cards on your Home page mean, in plain words.
Services & prices
Your service menu, prices by vehicle size, add-ons and supplies.
- Add your services and prices (by vehicle size)Add your prices, with a different price for a sedan, SUV and truck, plus how long each service takes and what it includes.
- Archive or delete a serviceTake a service off your menu by archiving it, bring it back later, or delete it for good.
- Group services into categories and offer add-onsSort your service menu into categories and offer add-ons like pet hair removal that customers can add when they book.
- Track your supplies and equipmentKeep a list of your chemicals, tools, equipment and vehicles, see what is running low, and know what each service costs you.
Online booking
Let customers book online, take deposits and answer requests.
- Turn on online booking and share your linkTurn on your booking page, copy your booking link, and share it so customers can book you online.
- Answer booking requestsConfirm or decline the bookings customers send from your booking page, or let Utopia accept them for you.
- Set your booking hours and service areaChoose the days and hours customers can book, how much notice you need, your days off, and where you will travel.
- Take a deposit when people bookAsk for a deposit when customers book online, for every service or just some, and get it paid by card through Stripe or Square.
Customers & leads
Add and import customers, track leads, follow up and get documents signed.
- Add a customerAdd a new customer with their name, phone, email, car and address, so jobs and quotes use the right price.
- Answer customer textsRead and reply to customers' texts in Customers → Texts, from your business's own number.
- Follow up with customersUse the Follow-ups list to see who is due for a check-in, log the call or text, and snooze or reassign reminders.
- Get a document signedMake a contract or waiver template once, then send it to a customer to sign on their phone and get the signed PDF back.
- Get permission for marketing textsMarketing texts only go to people who agreed. See who agreed on a customer's page and record permission you already have.
- Import your customers from a spreadsheet or GoHighLevelBring your customer list into Utopia from Excel, Google Sheets or a GoHighLevel export, without making duplicates.
- Track your leads and customer statusesSee who hasn't booked yet, what they might spend, and set up your own statuses for leads and customers.
Jobs & calendar
Book jobs, run them from start to finish and plan your week.
- Book a jobBook an appointment with the customer, the services, a date and a time, so it shows on your calendar. The car and the address can wait.
- Set up membership plansCreate a repeat-service plan like a monthly wash club, sign customers up, and approve their visits onto the calendar.
- Show customers who's comingWhen you tap On my way, your customer sees your photo, first name, vehicle and where you are on a map, and you can message them without seeing their number.
- Start and finish a jobTap On my way, Start job and Complete job as the day goes, then tap Get paid to record a payment, send the invoice or copy a pay link.
- Use the calendarSee your jobs by day, week or month, drag a job to a new day, and plan the day's driving route on the map.
Quotes
Send quotes and turn accepted ones into jobs.
Invoices & getting paid
Invoices, payments, Stripe and Square.
- Send an invoiceTurn a finished job into an invoice and email it to your customer so they can view it and pay.
- Connect SquareConnect your Square account so customers can pay invoices and booking deposits with Square, and pick which location gets paid.
- Connect StripeConnect your Stripe account so customers can pay invoices and booking deposits by card, with payouts to your bank.
- Get paid onlineLet customers pay their invoice by card from the invoice email, through your customer portal, and have Utopia mark it paid.
- Take a payment (cash, Zelle, card)Record a cash, check, Zelle, Venmo, Cash App, bank or card payment on an invoice so Utopia knows it's paid.
Team & pay
Invite your team, set what they can see, track time and pay.
- Invite your teamInvite an employee or contractor by email so they get their own Utopia login, their jobs and their pay.
- Change what a role can doTurn permissions on or off for a role, make your own roles, and delete the ones you made.
- Clock in and outClock in, take breaks and clock out from your phone or a shared shop tablet, and approve your team's hours.
- Roles and permissionsLearn what each role can do in Utopia, and how to change someone's role.
- Run payroll / see what you owe your teamSee what each person earned in a pay period, approve it, export it for QuickBooks, and mark it paid.
Marketing
Forms, QR codes, Google reviews, Google Ads and your website.
- Make a form for your websiteBuild a form that catches new customers from your website, ads or texts, and sends every answer straight into Utopia.
- Build a workflowPick what starts a workflow, add steps on the board, set each one up, save and turn it on.
- Check your website's speed and whether it's upUtopia checks your website's speed, whether it's up, and whether customers can call or book from it. Works with any website builder, with nothing to install.
- Connect Google Ads and see your campaignsConnect your Google Ads account to see what you spend, the clicks you get and what each lead costs, right in Utopia.
- Connect Google reviewsConnect your Google Business Profile so your Google star rating and every review show inside Utopia.
- Connect ManyChat (or Zapier) with a webhookSend leads from ManyChat, Zapier or your website into Utopia with a workflow's own webhook link, and send Utopia's runs out to other apps.
- Make a QR code for your truck or business cardsMake a QR code that opens your booking page, a form or any link, print it, and change where it goes later without reprinting.
- Put your booking page on your websiteCopy your booking link, add the booking page to your website, or print its QR code, all from Marketing → Website buttons and links.
- See how your marketing is doingUse the Marketing dashboard to see your new leads, where they come from, how many became customers, and your forms, bookings and reviews.
- Start a workflow from a templateCopy a ready-made workflow, like new lead follow-up or a review request, change the words and turn it on.
- What workflows are and who gets themWorkflows send follow-ups, review asks and reminders on their own. See what they do, who can use them and how to ask for early access.
Money
Analytics and Finance: how the business is doing.
Settings & account
Your logo, colors, language, password and plan.
- Cancel or change your planSee your Utopia plan, update your card, switch plans, or cancel your subscription or free trial from the Billing page.
- Change your business detailsUpdate your business name, phone, email, address and timezone, which show on quotes, invoices and your booking page.
- Change your languageSwitch Utopia's menus and buttons to English, Spanish or Portuguese, just for you.
- Change your logo and button colorUpload your business logo and pick the button color that shows across Utopia, your booking page, quotes and invoices.
- Choose which emails you getTurn Utopia's notification emails on or off for jobs, customers and payments. Every notice also shows in the app.
- Delete your account or close your businessDelete your login, choose whether your business goes too, archive a business, and see what Utopia keeps and for how long.
- Get your texting numberGet your business's own number, toll-free or local, so customers can text you back and their replies and STOPs only reach you.
- Reset your password or sign in with a passkeyGet a reset link if you forgot your password, change your password, or add a passkey to sign in with Face ID or your fingerprint.
- Set goals for your businessPick goals like revenue, jobs or new customers, set a target for each week, month, quarter or year, and track them on Home.
- Switch between light and dark modePick a light or dark look for Utopia, or let it follow your phone or computer, plus card style, sidebar icons and text size.
- Text your customersThe automatic texts your customers get, which number they come from, and how STOP, START and HELP work.
EDEN
Utopia's AI assistant for your business.
Troubleshooting
When something doesn't work the way you expect.
- Why can't my customer book?Fix the most common reasons a customer can't book online, like booking being off, no services online, no open times, or an address outside your area.
- Talk to a person at UtopiaSend a message to Utopia's support team and get a reply from a real person, or report a problem or an idea.
- I can't sign inGet back into Utopia when your password doesn't work, your email isn't verified, your passkey fails, or you see the early-access page.
- My customer didn't get their invoiceWhat to check when a customer says they never got your invoice email, and how to send it again or send a reminder.
- Why does my paid job say Not invoiced?What Not invoiced, Paid and Paid · Cash App mean in the Jobs list, and how to make a job your customer paid show Paid.