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Capybase CRM For small trades
Live and in daily use

Your round, your money,
your Friday — sorted.

One tool that takes a job from booked to paid without a spreadsheet in sight. Built by someone who runs a round, for anyone running a small trade out of a van.

£25/month Everything included. No per-user pricing, no add-ons.
Try it with a demo login Loaded with a week of example work. No card, nothing to cancel.
24
features, not a to-do list
4
steps from booking to paid
£0
to get your data back out
The Capybase CRM capybara, working at a laptop
Money · Billing
£1,265.40 outstanding
1042 Ashfield House Overdue £310.00
1046 4 Elm Row Sent £296.40
1051 Priory Gardens Sent £185.00
1053 Beech Court Draft £120.00
The problem

Running the work is the easy part.

Every one of these is a job you already did. The work was never the problem — it is the hour after you get home.

The invoice you never got round to writing.
Finished visits become draft invoices on their own — priced, dated and ready to send. The month you forgot to bill stops happening.
Friday, a notebook, and a calculator.
Shifts come off the round and price themselves at each person’s rate. Payroll is a button, not an afternoon.
January, and a carrier bag of receipts.
Expenses, mileage and the tax year add up as you go. Your accountant gets a pack, not a shoebox.
What it looks like

This is the actual tool.

Not a mock-up. These are real screens with real figures in them — the same ones you would be looking at on a Tuesday morning.

Getting paid

Overdue rises to the top. Nothing to chase down a spreadsheet for.
Money · Billing
£1,265.40 outstanding
Received
£4,812
Overdue
£614 · 2
Drafts
3
Number Client Due Status Net
1042 Ashfield House 15/08 Overdue £310.00
1046 4 Elm Row 02/09 Sent £296.40
1051 Priory Gardens 27/08 Sent £185.00
1053 Beech Court 08/09 Draft £120.00

The round

Today in the order you drive it, with the crew updating it from their phones.
Work · Today
Tuesday 25 August · 4 visits
Booked in
£340
Crew out
3 of 6
Weather
19°
Time Client Service Crew State
08:30 The Old Vicarage Full maintenance Ben Hawarden Done
10:45 12 Barrow Lane Lawn & beds Dev Raman On site
13:15 Kestrel Close Hedge cut Aidan Mercer Next
15:30 Mill House Tidy up Ben Hawarden Booked

Friday, in one screen

Shifts priced from the calendar. Approve what needs it and pay everyone.
Team
£306.75 due Friday
Owed
£306.75
Paid hours
56.5
Working
3 of 6
Person Rate Right now Hours Owed
Aidan Mercer £13.50/hr On the clock 22.0 £182.25
Dev Raman £7/job · £0.45/mi On site 12.0 £94.50
Sofia Delgado £12/hr — 3.5 £30.00
Danny Priestley £15.50/hr — 8.0 Clear
Everything in it

24 things it does, in four parts.

The sidebar has four sections and that is the whole app. Nothing is an add-on and nothing costs extra.

Work

7
Clients
Every client with their service, frequency, next visit and what they have paid you since day one.
The round
Book a visit once and it repeats. Month, week and day views, with money per day.
Quotes
Enquiry through to won, with quotes that have gone quiet flagged before you forget them.
Inbox
Client email and WhatsApp in one place, with templates for the messages you send every week.
Photos
Before-and-afters against the job, ready to put on Facebook or into a quote.
Waiting list
People who want a slot you have not got yet, so nobody is lost when one comes free.
Services & prices
Your services and your prices in one list, so a quote or an invoice prices itself.

Money

6
Invoices
Completed visits become draft invoices on their own. Send them, chase them, mark them paid.
Card payments
Clients pay by card on a page in your own colours and logo. Stripe handles the card, you get the money.
Expenses
Receipts, bank statement imports, and ten categories your accountant already recognises.
Mileage
Logged from the round automatically at the HMRC rate, with the claim worked out for you.
The tax year
Corporation tax, the P&L, the VAT threshold and the CT600 boxes, without a spreadsheet.
Monthly summaries
Every month totalled up: what came in, what went out, and what is actually left.

Team

5
Who is out
Live: on the clock, on site, on leave. Shifts come off the calendar and price themselves.
Friday pay run
Everything owed in one place. Approve what needs it, pay everyone, print the payslips.
Crew app
Your staff sign in on their phones and see only their own jobs, route and pay.
Holiday and hours
Balances tracked as leave is taken, so December is not a surprise.
Sage export
If you use a payroll bureau, the shifts come out in a format they can take.

Business

6
Local outreach
Track local businesses from a letter to a signed client, with a nudge when one goes quiet.
Google reviews
Your rating, and which clients finished a job this week and have not been asked yet.
Files
Contracts, certificates and paperwork, filed and searchable instead of in the van.
Printed paperwork
Quotes, care plans, run sheets and statements on your own letterhead.
Backups
Nightly, with an offsite copy. Your data is a file you can take with you.
Equipment
Your kit, what each piece cost and when it was last serviced.
Easier to judge with a week of work already in it.
A demo login takes me a minute to set up. No card, nothing to cancel.
Who it's for

If you invoice for time on site, it fits.

It was built for a gardening round, but nothing in it is about grass. Any trade that books jobs, sends people to them and bills afterwards works the same way.

Gardeners & landscapers
Recurring rounds, seasonal work, plants and access notes against the property.
Cleaners
Weekly and fortnightly rounds, keys and alarm codes, a crew on different addresses.
Electricians & plumbers
Quotes that need chasing, parts on the job, certificates that expire.
Window cleaners & handymen
A dense round, cash and card mixed, one van and a helper on Fridays. More on the round →
It is not for everyone — worth saying.
If you have a full office team, need multi-branch stock control, or want deep accounting rather than a pack for your accountant, this will feel thin. It is built for one to ten people, where the person doing the books is also the person in the van.
Pricing

£25 a month. That is the whole price list.

Everything above, for one flat fee. No per-user charge as you take someone on, no paying extra for invoicing or payroll, and no annual contract to sign. Your data is a file you can export and take with you the day you leave.

One late invoice
£185
A single visit you forget to bill costs more than seven months of this.
An afternoon on payroll
3 hrs
Every Friday. At your own charge-out rate, that is the real price of a notebook.
Everything, one price
£25 a month
One price, everything in, however many people you take on.
Every feature — nothing behind a higher tier
Unlimited clients, visits and invoices
Your whole crew on the phone app
Card payments through your own Stripe account
Nightly backups with an offsite copy
Export everything, any time, for nothing
Ask for a demo login and I will send you one with a week of example work already in it — no card, nothing to cancel, and nothing to uninstall afterwards.
Ask for a demo login
Or ring me and I will walk you through it
Questions

The things people ask first.

If yours is not here, ring me and ask. I would rather answer it now than have you find out three weeks in.

Is there a free trial?

Ask for a demo login and I will send you one with a week of example work already in it. No card, nothing to cancel, and nothing to uninstall afterwards.

What does it cost, and is there a charge per user?

£25 a month, and that is the whole price list. No per-user charge as you take someone on, nothing extra for invoicing or payroll, and no annual contract to sign.

Is it any use if it is just me?

That is who it was built for. It runs from one person up to about ten — the point at which the person doing the books stops being the person in the van.

Is it only for gardeners?

No. It was built for a gardening round, but nothing in it is about grass. Gardeners, cleaners, electricians, plumbers, window cleaners and handymen all book jobs, send people to them and bill afterwards the same way.

Does it work on a phone?

Yes. Your crew use the phone app on site, and the office side runs in a browser on whatever you already have.

Can it take card payments?

Through your own Stripe account, so the money lands in your bank rather than mine.

Can I get my data back out?

Any time, for nothing. Your data is a file you can export and take with you the day you leave.

Will my accountant be able to work with it?

There is a Sage export and a monthly summary, so what you hand over at the end of the tax year is a pack rather than a carrier bag of receipts.

What happens to my data if something goes wrong?

It is backed up every night, with a copy kept offsite.

Try it

Have a look round a real one.

Tell me what you do and roughly how many of you there are, and I will set up a demo login with a week of example work already in it. No card, nothing to cancel, and nothing to uninstall afterwards.

If you would rather just ring and have me walk you through it, that works too.

I will only use this to send you a login and answer your question.