The product
What follows is a list of what exists and runs in production. Modules in draft are marked "coming" and should not enter into your buying decision. What does not exist at all is not on this page.
| Ticket | Subject | Resolution SLA | |||
|---|---|---|---|---|---|
| TIC-2481 | File server unreachable since this morningClinique Dubois | Clinique DuboisHead office | Critical | 12 min late | |
| TIC-2480 | Garage door to repair, visit on MondayAtelier Roy | Atelier RoyWarehouse | Normal | 5 h 40 remaining | |
| TIC-2479 | Outgoing email blocked, 3 usersGroupe Bélanger | Groupe BélangerNicolet office | High | 1 h 05 remaining | |
| TIC-2478 | Microsoft 365 licence renewalCoop Verchères | Coop VerchèresHead office | Low | 2 d 3 h remaining | |
| TIC-2477 | Change order signed on site, add to invoiceImprimerie Sainte-Marie | Imprimerie Sainte-MarieProduction | High | 3 h 20 remaining |
Interface shown for illustration, with fictional data.
01
What happens when the phone rings.
The request and ticket queue, the queues by team, the priorities, the statuses, the assignment and the full history of every intervention.
Tickets that have to exist on a given date, or come back every month, open by themselves in the queue.
A single field, called up from the keyboard, that searches tickets, clients, assets, projects and alerts at the same time.
For IT services: first response and resolution targets follow your real opening hours, not a 24 h clock.
The satisfaction survey goes out when the ticket closes and the result stays attached to the client file.
Telling a client the crew is on the way, confirming an appointment, passing on an outage: by text, from the ticket.
In draft. The product works in the phone browser, and the "My day on site" tablet view works offline, but the dedicated app has not shipped.
02
From the quote to the payment, Quebec taxes included.
A link the client opens in their browser, with no account, to read and accept your proposal.
The accepted quote becomes an order, the order becomes an invoice.
Full billing, collection through Stripe, automatic receipts, and reconciliation in QuickBooks.
Quebec taxes are calculated by the product, not cobbled together in a "custom tax" field. QST applies correctly, on the right base.
Your monthly plans go out on their own, on the same day, with the right amounts and the right taxes.
Banks of hours draw down as time is entered. You see the balance before the client asks for it.
In draft. The product bills in Canadian dollars today, which covers very nearly everything our clients need.
03
The projects, the time, the equipment.
The engagements and job sites that outlast a ticket: phases in hours, milestones, tasks, time and billing all attached.
Time is entered where it happens: ticket, work order, project. The sheet fills itself in, for a whole crew too.
The inventory of what you manage at the client: workstations and servers in IT, installations and equipment elsewhere, tied to the site.
04
What the client sees and what you know about them.
One client can have several sites, and each site its own contacts. That is the reality of a service business, and the data model respects it.
Deals in progress, by stage, with the value and the expected closing date.
Your clients open their own requests, follow progress, see their invoices, pay and book appointments themselves.
Lists, sequences, follow-up. To go after the next contracts.
Every reply to your campaigns lands in one queue, with a reply draft already written for you to approve before it sends.
Win rate, average sales cycle, weighted value by stage: the view a sales manager checks every week.
Who consented to be contacted, on which channel, since when: the proof kept for every contact, built for anti-spam compliance.
Your quote's text laid out automatically, by the AI provider you choose.
05
Who is allowed to do what, and who did it.
The intern does not see the margin. The accountant does not reassign requests. 76 permissions, not three checkboxes.
Who changed what, and when. Useful in a dispute, and useful when an auditor asks the question.
Each employee builds their own views. "My overdue tickets", "Invoices unpaid for more than 30 days".
Today: a fixed dashboard and five CSV exports. A real report builder is on the plan, it has not shipped.
In draft. Do not count on it for your rollout.
06
An assistant wired to your real data that answers inside the software, over Telegram and by text. Each capability is turned on one at a time, and nothing runs without your approval.
Ask a question in plain words and get an answer computed over your whole database in seconds. It asks you to clarify when the question is ambiguous, and it only sees your data.
Message the robot in a private chat, send it a photo or a PDF from your phone, and get its files back. Optional, off to start.
OKTHAV answers by text, and your internal team texts can go out over Telegram with text as a fallback.
A receipt, a supplier invoice, a drawing, a business card or an equipment nameplate: OKTHAV reads them and prepares the entry. Nothing is saved before your confirmation.
OKTHAV reads the mailboxes and SharePoint documents you tick, read-only, and answers with the direct link. It also reads the Outlook calendar of the people you authorize.
OKTHAV hands you your data in Excel, CSV or a table, produces PDFs in your branding, and drops an email draft in your mailbox. Each capability is turned on one at a time.
A living product
A bubble sits permanently at the bottom right of your screen. You click it, you pick: bug, improvement or request, you write what you saw, you attach a screenshot if it helps. It goes straight to the team that writes the product. No ticket to open somewhere else, no form to hunt down.
Theme
Dark mode is supported natively, throughout the product: every screen, every table, every chart has its own colours, chosen to be readable at night. The switch is in the top bar, and the choice follows the user from one device to the next.
Notifications
A notification centre is built into the product. A ticket assigned, a mention in a discussion, a client reply through the portal, an SLA coming up on its limit: it all lands in the same place, marked read or unread, without depending on email.
Finding and anticipating
Ctrl K from any screen. A single field searches tickets, alerts, clients, projects, assets and tasks at the same time, with the match highlighted. You narrow the scope with one key and open the result with another, without ever leaving the keyboard.
Scheduled tickets, natively
A ticket that has to open on a given date or come back every month is scheduled once and opens by itself when it is due: licence renewals, preventive maintenance, equipment inspections. It is not a reminder in a calendar off to the side, it is a real ticket in the queue, assigned to the right team.
Catalogue
Products, materials, licences, recurring services, blocks of hours: your catalogue lives in the product, with the codes, the internal references, the suppliers, the price and the cost. Search filters as you type, even across tens of thousands of lines, and the item you pick drops straight onto a quote or an invoice with its price and its margin.
Client file
The client file is not an address book. It brings together the open tickets and the full history, the opportunities in progress, the contacts and the sites, the billing and the recurring invoices, the contracts and the prepaid hours left, and the assets or equipment being tracked. Recent activity reads in the same place, and you open a ticket or a note without leaving the file.
Configuration
Everything that follows is set from your instance settings, by you, without calling us and at no charge.
Ticket types, priorities and categories
You name things the way your team already names them, work order instead of ticket for instance. The reference lists can be created, renamed and retired without touching the history.
Statuses and actions
Your real workflow, including the in-between states that generic tools do not have: waiting on the client, part ordered, to be invoiced.
Reply templates
Pre-written replies, called up by a shortcut in the reply box of a ticket. Global in scope, or reserved for one team.
Document templates
The layout of your invoices, quotes, credit notes and payment receipts. Several templates per document type, one default per organisation, and the choice of a specific template when sending.
Email templates
The content and the signature of outgoing emails, with your own variables. Exclusions are managed in the same place.
Incoming mailboxes
Several mailboxes watched, each routed to the right team. An email becomes a ticket, a reply becomes a follow-up.
Client types and asset types
Your own families of clients and equipment, so that the filters and the reports speak your language.
Roles and permissions
76 distinct permissions spread across roles: the field employee, the manager and the person in accounting do not see the same thing.
06
Your employees, not just your clients.
Contact details, position, pay terms and documents in one record per employee, encrypted and logged.
A leave request goes through an approval, and the balance shows before you answer.
Each employee enters their availability; the schedule is built around it, not the other way around.
Extra hours roll into a time bank instead of getting lost, and an expense gets reimbursed straight from the employee's record.
A training that is about to expire sends a reminder before, not after.
Holidays for all thirteen provinces and territories are already in the product, counted automatically in timesheets and payroll.
Custom
We develop continuously. When a client has a need their industry imposes and no generic tool covers, we build the module. Construction has already shipped; here are other sectors we know how to build for.
Construction
Shipped: work orders signed on site, change orders on one invoice, contract holdback, purchasing, equipment, site log.
Learn moreDealerships
Vehicle records, service reminders, campaigns by fleet, opportunity tracking by branch.
Manufacturing
Equipment as assets, scheduled preventive maintenance, purchase orders and parts tracking.
Professional services
Engagements, banks of hours, rates by profile, billing on percentage of completion.
The other modules get built on request, not in advance: tell us what your trade requires and we will tell you straight whether it can be done, how long it takes and what it costs.
Integrations
The list is short because it is true. Every connection below has shipped and is in use. If your tool is not on it, tell us rather than finding out after you sign.
Accounting
Your invoices and your payments flow up into QuickBooks.
Collection
Online invoice payment, in the client portal.
IT services
For IT services: our own RMM pulls your fleet up into the assets.
IT services
If you already have Ninja, keep it.
IT services
Direct connection to your Tactical instance.
Identity
Single sign-on for your clients in the portal.
Identity
Single sign-on for your clients in the portal.
Missing a link to a tool you use? Tell us: the integrations get built according to what clients actually ask for.
We look at your requests, your clients and your billing, then we tell you straight whether OKTO PSA does the job for you. No strings attached.
OKTO Solutions, Trois-Rivières, Quebec
