Detailing Booking Platform

A single appointment here is not one service, it is a visit that can cover several vehicles, each with its own package, add-ons, condition, and even its own fulfillment mode: the crew drives to the customer, or the car comes to a garage. Off-the-shelf scheduling software has no model for that.

Money moves in stages. Quotes are approved by staff before payment; customers may pay upfront or after the work, by card, e-transfer, or cash; and when part of a multi-car order is declined after payment, someone has to know exactly who owes whom what. Layer on Canadian sales tax that differs by province, mobile jobs that depend on site conditions, and staff who live in a calendar, and the operation needed purpose-built software.

The domain model separates the booking order, one visit, one time slot, one payment position, from its lines, one per vehicle, each with its own service, add-ons, price, and status. Staff can accept some vehicles and decline others; the order total recalculates while a frozen original-value snapshot preserves what was quoted. This one modeling choice is what makes partial declines, partial refunds, and honest reporting possible.

Customers do not pay at submit time. They book, staff review and accept, and the system then emails a hosted Square payment link for the exact accepted amount. If the amount later changes, the old link is destroyed and a fresh one issued, the customer can never pay a stale price.

The website itself is data, not code: the whole public site is content managed from the admin panel, so the business changes its packages, galleries, and policies without touching a deployment.

Customers move through a guided six-step wizard, package, verify, address, vehicles, schedule, confirm, that handles multiple vehicles per visit, mobile-versus-garage selection per line, Google Places address autocomplete, a live estimated total with per-province GST/PST breakdown, and an availability calendar computed from service schedules, existing bookings, and the company's timezone. Identity is verified with a one-time code by SMS or email, no passwords, no account friction.

The admin home is a bookings workspace: a filterable list plus month and week calendars, with a dedicated queue for orders awaiting confirmation. Staff accept or decline per order, reschedule, assign crews, record cash or e-transfer payments, and manage refund positions. Payment confirmations arrive by webhook when configured, or through a polling reconciler that checks Square every five minutes when webhook credentials are not available; recording a manual payment automatically closes any open checkout link so a customer cannot pay twice.

Scheduled jobs handle the rest: retrying failed payment-link emails, reminding customers about unpaid orders, alerting staff when an order is unpaid close to its appointment, and sending appointment reminders to customers and crew, each with deduplication stamps. Follow-up campaigns let staff build audiences, such as customers inactive for a configurable number of days, and send templated email or SMS with per-send logging.