Everything you need. Nothing you don't.
HelmIQ was designed from the ground up for mobile service professionals. Every feature is purposeful, fast, and built for the road.
Scheduling built for mobile pros
A calendar that works the way you work — on the road, between jobs, and offline. Set your availability once and let clients book themselves.
- Online client booking with real-time availability
- Recurring appointments with custom cadence rules
- Automated waitlist fills cancellation gaps
- Buffer time and travel time between appointments
- Multi-location and multi-staff calendar views
- Appointment series for package deals
- Google Calendar sync for staff — two-way
Smart Scheduling
Get paid, every time
Accept any payment method in person or online. Stripe Terminal turns any tablet or phone into a professional card reader.
- In-person card payments — chip, tap, or swipe (via Stripe Terminal)
- Online invoice links sent automatically after service
- Tip capture at checkout — preset percentages or custom amount
- No-show deposit collected at booking — automatically kept if they no-show, returned if they cancel in time
- Prepaid service bundles — clients buy a package upfront; staff redeem visits at checkout in one tap with automatic per-visit discount
- Instant Stripe payouts (available plan)
- Full refund, partial refund, and void support
- POS order management with service add-ons
Payments & POS
Dispatch and route smarter
Live GPS tracking, AI-optimized routes, and ETA push notifications keep clients informed and drivers on time.
- Real-time GPS tracking on live fleet map
- AI route optimization across multiple stops
- Automatic ETA SMS sent to next client
- Multi-unit dispatch with drag-and-drop scheduling
- Travel fee policy with per-mile and distance cap
- Staff location history for dispute resolution
Fleet & Routing
Run your team without the spreadsheets
Time tracking, shift scheduling, and payroll export built for mobile service businesses — no separate HR tool required.
- Clock-in / clock-out with GPS validation
- Weekly timesheets with total hours per staff member
- Shift scheduler: draft, publish, and notify affected staff
- Shift enforcement — block clock-in outside scheduled hours
- Payroll summary export with hourly rate, salary, and commissions
- Staff commissions: flat fee, percentage of service, or tiered rate
- Role-based permissions and seat types per staff member
Staff & Operations
AI that does the busy work
From photo analysis to win-back campaigns, HelmIQ's AI handles the repetitive tasks so you can focus on your clients.
- AI photo analysis: coat condition, flags, and care notes generated from service photos
- One-tap "Apply to notes" — AI draft lands directly on the appointment record
- AI intake form autofill from client SMS conversation
- Smart scheduling gap-fill suggestions
- AI duration predictions for more accurate booking slots
- Inbox that sorts urgent messages automatically — bookings, cancellations, and questions, prioritized so nothing gets missed
AI Assist
A self-service experience clients love
Give clients a branded portal to manage their own bookings, profiles, and history — reducing back-and-forth for your staff.
- Shareable public booking page at your own custom URL — easy to share, save, or add to your social bio
- Service add-ons selectable at online booking — clients upsell themselves with instant price and duration preview
- Deposit payment collected at booking via Stripe — no card details stored by HelmIQ
- Pet and vehicle profile management
- Digital waiver signing before first appointment
- Appointment history and photo gallery
- Add to Calendar (.ics) download after booking — works with Google, Apple, and Outlook
- Live staff GPS tracking with ETA — clients see exactly where their appointment is on the way
- Loyalty points balance and one-tap redemption
- App-like experience, no download required — clients save the portal to their home screen in one tap
- Browser push notifications — opt-in appointment reminders delivered to the device, no app download required
Client Portal
Legally binding waivers and records
A flexible document system that works across every service type. Send waiver links via SMS, email, or both — respects each client's preferred contact channel. Collect e-signatures with full document preview, generate PDF records, and track expiring health or compliance documents.
- Legally binding e-signatures — clients type their name and accept, no ink required (meets federal and state e-signature law)
- Staff sends waiver link via SMS, email, or both — one tap, client's preferred channel
- Clients read the full document before signing — no blind agreements
- Signed PDFs saved securely to the client's file
- Tamper-proof — every signed document is sealed so it can't be altered
- Client portal "My Documents" — all signed docs in one place
- Health records and service history tracked per client
- Expiry alerts — flag records expiring within 30 days
- Fully customizable intake forms for any service type
- Update your waiver wording any time from Settings — no tech help needed
Documents & Waivers
A real conversation inbox — not just alerts
Clients reply to appointment reminders and your staff responds from one shared inbox. AI classifies every inbound message so urgent requests never get buried.
- Shared team inbox — all inbound client SMS in one place
- AI sorts every inbound message — bookings, cancellations, reschedules, and questions — so urgent replies surface first
- Staff can reply directly from the web portal
- Outbound: reminders, confirmations, ETA alerts, win-backs
- Your texts actually land in inboxes — we handle carrier compliance so messages don't get filtered as spam
- Automatically stops texting anyone who replies STOP — stays compliant with texting laws
- Client preferred contact method (SMS, email, or both) respected on every send
- Know exactly how many texts you've used this month — get notified before you go over your plan limit
- Full audit log of every message sent and received
- Thread view per client — full conversation history at a glance
Two-Way SMS
Automated campaigns that fill your calendar
Win-back lapsed clients, celebrate birthdays, and drive referrals — on autopilot via SMS, email, or both. Every campaign respects client communication preferences and TCPA/CAN-SPAM rules automatically.
- Win-back campaigns: automatic SMS or email to clients inactive for 30, 60, or 90 days
- Birthday greetings with optional discount — sent via SMS, email, or both — no manual work
- Email campaigns: rich HTML templates with personalized first-name greetings and one-click unsubscribe
- Pre-appointment upsell SMS with add-on suggestion before each visit
- Gift cards: issue, send codes via SMS, reload, and track balances in real time
- Referral program: unique codes per client, credit on successful referral, automated payouts
- Loyalty points: earn on spend, redeem at POS checkout with one tap
- Scheduled business reports: weekly or monthly revenue and appointment summary emailed automatically
Marketing & Campaigns
Automated review requests
HelmIQ automatically sends a Google review link SMS 30 minutes after every completed appointment. Configure once and collect reviews continuously — no manual follow-up needed.
- Automatic Google review SMS 30 minutes after appointment completion
- Never sends the same client two requests for the same appointment
- Configurable per tenant — link your own Google Business profile URL
- Toggle on or off from Settings without a code change
- Complements loyalty points to drive repeat business and word-of-mouth
- Full history of every review request sent — who, when, and whether it was delivered
Reviews & Reputation
Connect HelmIQ to any tool
Connect HelmIQ to the tools you already use — send appointment, payment, and client events to Zapier, Make, n8n, or any app that accepts webhooks.
- Subscribe to any event: appointment created/completed/cancelled, payment captured, client created
- HMAC-SHA256 signed payloads — verify authenticity on your end
- Manage endpoints from Settings — create, test, and delete without a developer
- Full delivery log: see every webhook attempt, status code, and retry history
- 3-attempt retry with exponential backoff on non-2xx responses
- One webhook → unlimited Zapier/Make automations (Google Sheets, Slack, HubSpot, etc.)
Webhooks & Integrations
Switching tools? Bring everything with you.
HelmIQ maps your existing data — clients, pets, vehicles, appointment history — to your new account in minutes, not weeks. Works with any file format from any tool.
- Import clients, pets, vehicles, and appointment history
- We figure out your file layout automatically — no reformatting needed
- Review your data and fix any issues before anything is imported
- Automatically spots and combines duplicate client records
- Error report with row-level detail for easy cleanup
- Import from any tool — no custom export format required
Data Migration
Know exactly how your business is performing
Live dashboards and automated business reports so you always know what's driving revenue, which clients keep coming back, and where your team is winning.
- Quarterly Business Review report (Scale+): 90-day revenue, appointments, new clients, and retention vs. prior quarter — ready in one click, no spreadsheet needed
- Revenue trends, top services, and appointment volume at a glance
- Client retention rate tracked automatically — see who came back and who hasn't
- At-risk client scoring — identify clients likely to churn before they do
- Staff performance: appointments per staff member, revenue per staff member, tip totals
- Scheduled weekly or monthly summary reports delivered to your inbox
- Payroll export with hours, commissions, and tips by staff member
Business Insights
Run a franchise network — from one dashboard
Invite partner businesses into your network by email. They accept with one click and show up instantly in your network view. No spreadsheets, no group chats, no coordination overhead.
- Invite any HelmIQ business into your network by email — they accept with one click
- Partner businesses can also request to join your network on their own
- See all member locations, their subscription status, and pending invitations in one place
- Members can leave the network anytime — no friction for either side
- Available on Fleet and Enterprise plans — built for operators managing multiple brands or locations
Franchise Network
Your client data is protected — and so is your team's access
Security is built into HelmIQ from the ground up — from how your staff log in to how your client records are stored.
- Two-factor authentication via any authenticator app — staff and owners add a second layer beyond a password
- Biometric unlock on the mobile staff app — require Face ID or fingerprint before the app opens
- Role-based access — front desk staff see scheduling; managers see payroll; staff only see what they need
- All client data encrypted in transit and at rest
- Remote device deactivation — immediately lock out a lost phone or a former employee from the admin panel
Security & Trust
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