What's New in VanMan: AI Quoting, Timesheets, Incidents & More

Since our last round-up in March, we've shipped some of the biggest features in VanMan's history. AI now drafts your quotes. Crew hours flow into approved timesheets and reconcile against what you billed. Jobs can run on multiple trucks. And the mobile app keeps working when the signal drops. Here's the rundown.

AI Job Appraisal & Estimates

Open a job's Appraisal tab and VanMan can draft the quote for you. Upload interior photos and AI detects the rooms and items — each with an editable condition and quantity — then pulls in Street View and satellite imagery of the address to assess access and parking. From there it builds an estimate that maps every detected item to your own materials and pricing, ready to review and Send Estimate by email or SMS.

It's built to match how you quote. Appraisal templates control the item-to-price mapping, and every AI behaviour is an editable prompt you can tune or reset in one click. Prefer to price it yourself? There's a clear opt-out that sends nothing to AI.

Timesheets & Labour Variance

Crew hours now become payroll. The new Timesheets page shows a weekly grid per staff member, with each entry linked to the job it was worked on — customer name and pickup-to-drop-off route included. Approve a week and the hourly rate is snapshotted and locked, so a future rate change never rewrites last month's pay. Export a payroll-ready CSV in a click.

The standout is the Labour Variance card on your dashboard: it compares the labour hours you billed against the hours your crews actually logged, and puts a dollar figure on the gap. It's the fastest way to see where jobs were under-billed.

Staff Management

Behind timesheets and crew tracking is a proper Staff area. Add each crew member with their role, contact details and hourly rate, define your own staff roles, then assign crew to jobs — marking a leader and, on multi-truck jobs, putting each person on a specific truck. Staff are separate from login users, so you can track everyone who works a move without buying a seat for each.

Incidents & Damage Reporting

Log damage before it becomes a dispute. Crews can report an incident straight from the truck: snap a photo and AI identifies the item, describes the damage and suggests a severity. Back in the office, every incident lands on a triage dashboard marked New or Actioned, filterable by whether it happened on a job. For anything tied to a job, you can email or SMS the customer — damage photo already attached — without leaving the record.

Multi-Truck Jobs

Big moves often need more than one truck, and now a single job can carry several. Assign multiple trucks when you convert a booking, give each its own start and finish time, and put specific crew on each truck. Every assigned truck shows as a coloured badge across the calendar and the mobile app.

A Smarter Mobile Day

The mobile app now opens on a Today screen — a day summary, a route map of every stop, and your next job front and centre. Tap Start Day to begin your shift, and End day to review each crew member's hours, make quick adjustments, and submit timesheets straight to the office.

There's more under the hood of every job, too: pause the timer for breaks (deducted automatically), fix a wrong start or finish time, and log notes and expenses to a running delivery feed. Damage and incidents can be raised in seconds with AI photo assessment.

Works Offline

Removals happen in basements, lifts and blackspots. VanMan now caches your recent jobs to the device and prefetches the next three days, so job details, costs and photos open with no signal. Buttons relabel to show you're offline, your changes queue up, and everything syncs the moment you're back online.

Booking Forms, QR Capture & Upsell CTAs

Your booking form got a lot more flexible. Build multiple named forms — each with its own request type, embed snippet and device-aware setup for desktop and mobile. Turn on interactive maps, AI photo capture and access advice per form. And with QR photo capture, a customer starting a booking on desktop can scan a code to photograph their rooms on their phone, with AI itemising the move automatically.

New Upsell CTAs let you drop small, branded call-to-action cards onto your website that open a booking form in a new tab or a modal overlay — turning more visitors into enquiries.

Job Alerts & Calendar Views

Workflows can now raise job alerts, with indicators surfacing on the calendar and Day Plan — including a ready-made template that flags jobs left as "to be confirmed" for too long. The calendar itself gained a Month view and a Trucks (truck-day) view, plus new display options for addresses and truck colours.

What's Next

We're not slowing down. Reporting, route optimisation and deeper mobile features are all in progress. If there's something you'd like to see, hit the chat icon in the app and tell us.