InstaSchedule lets your customers book their own appointments—without having to call, text, or wait on a response. It works with every estimate you send — Standard, Quick, Options, Package, or InstaQuote — and pulls real-time availability directly from your QuoteIQ calendar, so customers can only pick times you're actually open. In this guide, we'll walk you through how to activate InstaSchedule, choose which services to allow, and configure availability for each employee.
Available on: Elite and Max plans
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Step 1: Open InstaSchedule Setup
Go to Settings
Scroll down to Self Service
Click Self Schedule Setup
Step 2: Toggle InstaSchedule On
At the top, toggle on "Enable Self-Schedule for All Estimates"
This turns on customer self-scheduling for every estimate type — Standard, Quick, Options, Package, and InstaQuote.
If this is not turned on, customers will not see the scheduling option after accepting an estimate.
Step 3: Select Services
Check the boxes for the services you want customers to be able to schedule.
These services must already be set up in InstaQuote.
Step 4: Set Job Duration
After saving your services, click Configure next to each one.
Select how long each job typically takes (e.g. 2 hours).
Click Save once you're done.
If you see "Optional Setup for Price Matrix", that means you haven't fully configured that service in InstaQuote yet. You must complete that setup for InstaSchedule to work. (View How To Setup InstaQuote)
Step 5: Set User Availability
Click Setup Time Availability
Click the pencil icon next to any user (or yourself) to configure their schedule.
Inside each user's setup:
Choose a calendar color
Set a buffer time between appointments (optional)
Select the user's timezone
Check each day you want to be available
Press + to add time blocks (e.g. 8AM–12PM, 1PM–6PM). If you want to block off lunch, split your availability with a break in between.
Click Save Changes when finished.
Availability times are synced with your actual QuoteIQ calendar. If you already have jobs or events scheduled, that time will automatically be blocked from showing up for customers.
Step 6: Test It With Live Preview
Back on the main InstaSchedule screen, click Live Preview
This shows exactly what a customer will see after accepting an estimate and being prompted to schedule
What Your Customers See
After a customer accepts any estimate — Standard, Quick, Options, Package, or InstaQuote — they'll see a popup that says "Accepted – Please schedule your appointment" with two options:
Schedule Now
Schedule Later
If they choose Schedule Now, they'll be taken to a calendar with the exact days and time slots you've set.
If they choose Schedule Later, nothing is lost. Their estimate page shows an "Almost ready · pick a time" status with a Schedule Appointment button, so they can come back and book whenever they're ready.
The booking flow includes Google Places address autocomplete, an accessible time picker, and double-booking protection — the calendar only ever shows times that are truly open on your QuoteIQ calendar.
Step 7: Schedule Requests
When a customer schedules on InstaSchedule, their schedule request will be shown in the Schedule Request Tab. Here you can:
Decline
Approve
Reschedule
Important Notes
InstaSchedule works with every estimate type — Standard, Quick, Options, Package, and InstaQuote.
The services customers can self-schedule come from your InstaQuote service library. If a service's pricing setup isn't finished there, customers won't be able to book it.
You can set different availability per employee or user in your account.
InstaSchedule is available on the Elite and Max plans.
FAQs
Why don't I see any time slots showing up?
Why don't I see any time slots showing up?
Make sure you've enabled InstaSchedule and configured availability times for each user. Also confirm the service is set up in InstaQuote with a price matrix.
Can I use InstaSchedule with estimates I create manually?
Can I use InstaSchedule with estimates I create manually?
Yes. InstaSchedule works with any estimate type — Standard, Quick, Options, Package, or InstaQuote. As long as "Enable Self-Schedule for All Estimates" is toggled on, customers can schedule right after accepting any estimate you send.
Do scheduled appointments automatically show up on my calendar?
Do scheduled appointments automatically show up on my calendar?
Yes. Appointments created through InstaSchedule are added to your QuoteIQ calendar and block off time accordingly.
Can customers schedule more than one service at a time?
Can customers schedule more than one service at a time?
Yes. If you've allowed multiple services to be selected during your InstaQuote setup, customers can schedule all selected services in one appointment. The total duration will automatically adjust based on the combined estimated time of the services they choose.
Can I block off specific times like lunch breaks?
Can I block off specific times like lunch breaks?
Yes. You can split your daily availability into multiple time blocks (e.g., 8AM–11:30AM and 12:30PM–5PM) to block off time in between. You can also create a Job Event from your calendar to block off specific periods. These events will prevent customers from scheduling during those times.
Which plans include InstaSchedule?
Which plans include InstaSchedule?
InstaSchedule and InstaQuote are available on the Elite ($299/mo) and Max ($699/mo) plans.