1st Choice Removals Platform

URGENT Military jobs — Eurogroup portal Open portal ↗

URGENT Customer signatures missing

🚐 Van checks to review

💷 Payments not in the accounts Check again

📞 Call these customers

Absence

Staff conduct

Holiday requests awaiting a decision

🌙 Nights out coming up

⚠ Safety inspection due today

⚠ Quote needs sending

⚠ Military customer video received

⚠ Itemized inventory needs reviewing

⚠ Signature couldn't be confirmed — needs a look

⚠ Emails needing attention

Clock in/out records from the staff mobile app.

Military jobs awaiting review

Booking requests are normally added as customers and sent the video survey link automatically. These ones need a check first — the reason is on each — then approve to create the customer (with their UBM number, billing marked military, and the video survey link emailed straight away) or discard if it isn't a new job.

Business details

Feeds the letterhead on every quote.

Depot & ETA emails

When a crew member taps "Mark leaving depot" on the staff app, we work out a rough drive time from here to the customer's address and email them an ETA. Leave blank to turn this off — the tap itself is still recorded either way.

Van preferences

Chris, 2026-09-09: "these guys like specific vehicles." Set one preferred vehicle per driver — Auto-assign and Optimize day will softly favour giving them that van when picking a fresh combo, but only ever as a tie-break between otherwise equally good choices: it never costs an extra vehicle, never leaves less space spare, and never overrides a licence requirement or a job's maximum vehicle size. Changes save immediately as you pick. Porters aren't offered a preference here (2026-09-10: "porters dont need preferential vehicles").

Vehicle safety inspections — garage

When a 7.5t, Class 2 or Class 1 vehicle's safety inspection comes round, we automatically book a correctly-licensed driver a job to take it here first thing that morning — see the vehicle's own "1st safety inspection date" on the Vehicles page. One fixed address, used for every drop-off.

Logo

Shown on the customer quote portal, the DocuSeal signing document, and your own quote preview & invoices. PNG, JPEG, WebP or SVG, up to 5 MB.

White logo (for the navy headers)

Used on the navy header of the platform, the staff app, every customer page and every email. A PNG with a see-through background works best. Without one, the headers show your company name instead.

Your signature

Chris, 2026-09-22: "i need to be able to download the ai survey once the customer has signed it it also needs to automatically have my signature on it as well." Upload a photo or scan of your signature here (a transparent-background PNG works best) and it's automatically added — no extra step, no DocuSeal login needed — to the itemized inventory document the moment a customer signs theirs. Leave this empty and the document just carries the customer's own signature, same as before. PNG, JPEG or WebP, up to 2 MB.

Terms & Conditions

What every quote's "View Terms & Conditions" link opens. Upload your existing T&C document (PDF or Word) if you have one, or type the text below instead — whichever's easier. An uploaded document takes priority over the typed text if both are present.

Or type it in directly:

Privacy Policy

UK GDPR — what customer data you hold and why. The single source every quote's "View Privacy Policy" link reads from.

Quotation Notes

Shown on every quote alongside "View Terms & Conditions" — liability summary, how to accept & book, payment methods (including your bank transfer details), parking, and Code of Practice. Start a line with ## to make it a heading.

Insurance cover

VAT

When switched on, every service price/amount you type in on a quote is treated as the net (excl. VAT) price — VAT is calculated and added on top for the customer's total, invoices, and online payments.

AI estimate accuracy

Compares the AI photo-survey's cubic-footage estimate against what a job actually came to, for every job that has both. Log the actual figure on a completed move (Job Diary → open the job → "Actual cu ft") to add it here.

Xero

When connected, an invoice is pushed to Xero the moment a quote's fully paid — office or online, card, BACS or cash — with the payment recorded against it straight away, matched to that customer's own Xero contact. A deposit goes in as a prepayment the day it's paid and is applied to the invoice later. A refund issued from the Refund button goes in finished — a credit note with the refund paid out of the account the money went back through (Blink refunds from the card payments account) — or, for a deposit with no invoice yet, as a refund of the deposit prepayment. When Email AI (below) spots a genuine bill from a supplier, it's pushed in as a real bill with the invoice file attached, coded by type, ready for the accountant to just mark as paid.

Email sequence

Automatically emails customers at each stage — thanks for enquiring, survey confirmed, quote sent (with reminders if it's not acted on), deposit confirmed, booking confirmed, a post-move feedback request, and — only when a customer rates every question 5 out of 5 — a review request 3 days later. Off by default — turn on once you're happy with a sending address and Postmark (the email service behind this) is fully approved for sending to real customers.

Must be an address on a domain you've verified with Postmark, or emails won't send.

Where the review-request email points to. Only sent to customers who gave a perfect 5-out-of-5 score on the feedback form — left blank, the review request never sends.

AI email replies

Drafts a suggested reply to new mail arriving in your inbox, using Microsoft Graph — see the "Email AI" tab to review, edit and send drafts. Nothing sends automatically at this stage: every draft waits for a person to check it first. Off by default, and won't do anything at all until the Microsoft Graph sign-in details have been set up on the server.

Military supplier

The military relocation supplier's contact address — used both ways: an email from this address confirming awarded jobs is read for a list of customers to add (see the "Military jobs" card on the Email AI tab), and this app emails it back to confirm each survey booking and to forward a signed inventory once one's completed. Leave blank to turn this off entirely.

Used on the GRMS job offers card: collections in these postcode areas are marked, and each week shows how many military moves you've been awarded against this limit.

Lead connections

For a company that sends you leads from its own app or ads (an agency, a comparison site). Add a connection, then send them its private link: their app posts each new lead to it and it arrives here as a Lead customer with the welcome email, the same as an enquiry from your website. Someone already on file is just linked, not added twice. Switch a connection off to stop it.

Clean air zones

Warns when a move is in, or can only be reached through, a zone that charges or bans our vans and lorries: London's ULEZ and LEZ, the Birmingham, Bristol, Bath, Bradford, Sheffield, Newcastle & Gateshead and Portsmouth clean air zones, Oxford's zero emission zone, and the Glasgow, Edinburgh, Dundee and Aberdeen low emission zones. Shown on the customer's file, the new-quote form and the GRMS job offers card. Nothing is blocked.

Staff hours email

Emails everyone's clocked hours across for payroll, on whichever schedule suits — weekly every Sunday (covering the week just gone), or monthly, 7 days before the last working day of the month (working day = Monday-Friday). E.g. September's last working day is the 30th, so hours go out on the 23rd, covering 24 August to 23 September; October's last working day rolls back from the 31st (a Saturday) to Friday the 30th, so hours go out on the 23rd, covering 24 September to 23 October. Off by default.

Crew start times

Everyone booked on a job gets a phone alert (or an email) the evening before, saying what time they're in. If a job's start time or crew changes after that, the people affected are told straight away. Crew can't clock in until shortly before their start time; managers can clock in any time. Set a different start on any job from its screen in the Job Diary.

Your catalogue of equipment (bed bags, export wrap, blankets) and packing materials (boxes, tape, paper) — cost/sell price here is for your own margin tracking only. Picking items onto a quote (from that quote's "Edit equipment" button) never shows a price and never appears to the customer — it's purely a checklist for the crew's job sheet.

Survey & Move Slots

Scheduling settings — separate from the company's own identity above.