Mucka never sends anything, or records any money, without your yes. Everything Mucka prepares (a quote email, a running-late text, an invoice, a job reassignment) shows the exact words before it goes.
Where actions appear
It depends on who started it.
- Your Actions list is for work you didn't ask for: things Mucka spotted and got ready on its own (a quote gone quiet, an invoice overdue), things that came in (a booking from your receptionist, an emailed receipt), and requests from someone on your team (time off, a message waiting on a reply). Get to it from View actions on your Home page, or from Actions in the menu (down the side on a computer, under Menu on a phone, with how many are waiting).
- The conversation is for what you asked for. Tell Mucka "got £500 off Dave for his invoice" or "send Sue her quote" and the card appears under Mucka's reply — on a phone, in the bar at the bottom of the screen you've been talking in. It stays there. It doesn't turn up again in your Actions list, because you've just asked for it and you're looking at it.
Tap the button on it, or just say yes — type it or say it. "Yes", "send it" or "go on" does exactly what the button does. If the card hasn't appeared for some reason, saying yes still works.
Going through them in the chat
Ask Mucka "anything need me?" or "what's waiting for me?" and it shows your cards one at a time, under its reply. Each one says what approving it will do, who it goes to, and the exact words that will be sent. Tap the orange button to approve it, or Not now to put it off. Putting a card off takes it off your list for now and brings it back later, so nothing is lost. When you've been through them, Mucka tells you how many you approved and how many you put off.
Some cards can't be approved from the chat: anything that records or moves money or goes to your accounts software, a setting being switched on, a card standing for a whole list, or a message to more than three customers at once. Those show a link to open them in Actions, where you can see all of it first. If you have more than five waiting, the rest are one tap away in Actions too.
Sending a certificate from the chat
Ask Mucka to send a certificate ("send the landlord the gas cert from Tuesday's job") and the reply shows the certificate itself: what it is, the date, the postcode, the result and how many appliances were checked, who signed it and when it's due again. Tap Open the PDF to read it first. Underneath is the email that will take it, with who it's going to and the words, and an orange Send to button with their name on it. Nothing goes until you tap it, or say yes. Tap Change if it should go to somebody else, and tell Mucka who.
Certificates brought over from your old system are just the PDF, so the card may not show a result or an appliance count for those. Open the PDF to see what's on it.
Talking to Mucka is the same as typing to it
If you're in the app and you press the microphone instead of typing, nothing about this changes. Ask Mucka out loud to email a customer and the card still appears right there in the conversation — in the bar on a phone, in the panel on a computer — with the words and the address on it, waiting for your tap. Mucka will tell you it's ready rather than telling you it's gone, because it hasn't. If you've folded the bar away to look at something else while you talk, it comes back up on its own when a card is ready, so the Send button is in front of you. Fold it away again with the card still unanswered and the folded bar says so ("Send invoice is waiting — tap to see it"), so one tap brings the button back. And while the two of you carry on talking, the card stays in view at the bottom of the conversation until you've answered it, rather than scrolling away above what Mucka says next.
The one place it works differently is somewhere with no screen to show you a card — a phone call to Mucka, or WhatsApp. There, Mucka reads it back to you — who a message is going to and the words, or which invoices a payment goes against and what's left owing — and waits for you to say yes before anything happens.
Changing something that's waiting
You don't have to get it right first time. Ask Mucka to change what's on a card — add a line to an email, fix a price, send it to a different address — and it rewrites that card. There's still only one thing sitting there to tap, and it now says what you asked for.
Say the whole change, not just the new bit: "add ten 22mm straight couplings to that order" is fine, and so is reading out the full list again. Either way, check the card before you tap it — what's on the card is exactly what goes out.
Sending it by text instead of email
Some cards write to a customer: confirming a visit, chasing a quote, chasing an overdue invoice, or the heads-up when an estimate's labour is nearly used. If that customer has a mobile on their record, the card shows Email and Text side by side. Pick one before you approve.
- Text sends the words on the card, as you've left them, to the mobile on the customer's record. Your business name goes at the start and your number at the end, as with every text Mucka sends for you.
- A text can't carry a link, because phone networks block texts with links in them. If there's one in the message, the card tells you, and nothing is sent. Take the link out, or send it by email.
- You won't be offered Text for a customer with no mobile, a landline, or who is marked do not contact. If they've replied STOP to a text before, or your texts have run out, the card says so and nothing goes.
- Email is what happens if you don't choose. Approving a card by voice, on a phone call or in the chat always sends it by email.
Working the list
Anything urgent sits in its own section at the top, so "is anything on fire?" is answerable without reading a word. Everything else is underneath, newest first.
- Search finds an action by who it's about or what it says.
- The filter button switches between To do and Done, and narrows to one kind of work — just the invoices, say, or just the certificates.
- Select lets you tick several at once and deal with the lot together.
On a phone with the new look switched on, each action is a card that shows who it goes to, how, and the start of the message. The big button on it is Check and send for anything that sends a message or records money, which opens the whole card so you can read every word first. The arrow beside it has the rest (remind me later, dismiss). To do and Done sit under the search, with Select beside them.
An empty list is the point, not a fault. Mucka raises a handful a day, and a card clears itself the moment the thing behind it is sorted — you invoice the job, the customer answers the quote, someone closes the job off. It does not clear just because it has been sitting there: if it is still true on Friday it is still on the list on Friday, with the same card you saw on Monday rather than a fresh one saying the same thing.
One thing never clears itself either way: a booking the receptionist pencilled in. Someone on the phone was told the team would confirm, and the slot is held in your diary, so that card waits until you approve it, dismiss it, or the time has passed.
Telling Mucka a card was no good
When you bin a card Mucka raised itself, it asks why in one tap: that's not right, already sorted, not now, or stop showing me these. There's a just bin it button too, and that works exactly the same — the card goes either way, and nothing waits on you answering.
It's worth a tap when you can. "That's not right" is the one that matters most: it means the job or the money or the date on the card was wrong, and that's a fault at our end, not a preference of yours. Without it Mucka can only see that you binned it, and a card that's plain wrong looks identical to one you just didn't fancy.
It doesn't ask on everything. A note telling you your holiday was approved, or a reply from our support team, is something to close rather than a suggestion to turn down — and saying no to someone's time off isn't binning a card, so it doesn't ask there either.
When there are a lot of one thing
If more than three of the same kind are waiting — say fourteen quotes nobody has come back on — Mucka puts up one card saying so instead of burying the rest of the list under fourteen. It tells you the number, and the number goes up and down on its own as you deal with them.
Open the card and, for quotes, invoices and jobs, the ones it's counting are listed right there — who each one is for, the amount or the date, and a tap straight through to it. That's the quickest way to work through them. The button on the card takes you to the page where that kind of thing lives (your quotes, your invoices, your certificates) if you'd rather work from there.
That card sends nothing. A normal card has the message on it and one tap sends that message; a card standing for fourteen of them cannot, because you have not read fourteen messages. Tapping it opens the list, and the sending is still one at a time, still with the words in front of you.
Clearing it isn't the same as deciding it. If the thing behind the card is still true — the invoice still hasn't gone out, the certificate is still due — Mucka will raise it again. Only dismissing it tells Mucka you've made up your mind, and that's what stops it coming back.
Customers you never invoice through Mucka
Plenty of firms have a trade client or two — a warranty company, a housing contract — where the work gets logged here but the money goes through the customer's own system. Mucka used to card every one of those jobs, because dismissing a card only ever retired that one job and the next visit was a new job.
Now it learns. Dismiss two "uninvoiced job" cards for the same customer and Mucka stops raising them for that customer — on the cards and in the evening summary. Nothing to set up and nothing to switch on.
If that was the wrong call, approve one of their cards and Mucka starts chasing them again straight away.
That's about a customer. If it's a kind of work you never charge for — free estimates, an inspection you do as a favour — you can say so directly instead of waiting for Mucka to learn it. See Work you never invoice.
On a phone
Drag a row to the left and all three buttons appear together: Approve, Remind, Dismiss. Tap the row instead to open the card in full.
Inside the open card the three answers sit in a bar along the bottom that stays put while you read — you never have to scroll to the end of a long message to find them. The two on the left are the ✕ (dismiss) and the clock (remind me); the wide orange one says exactly what it is about to do, which is the one that needed the room.
Approving anything that sends a message opens the card first. That is deliberate — a collapsed row can't show you what's about to go out, and you should never be sending something you haven't read.
A long swipe only ever dismisses, never approves.
On a computer
The list sits on the left and the action you've picked opens on the right. The tabs across the top of that panel — Job, Client, Invoice — open the record right there, so you can check what a customer owes or when they're booked in without leaving the page and losing your place.
Three ways to handle an action
Each action has three controls:
- Approve. Sends, schedules, invoices, whatever the action was. Mucka confirms and it moves to Done.
- Dismiss. Mucka drops the action. Use this when Mucka prepared something you don't actually want sent.
- Remind me. Takes it off your list and brings it back tonight, tomorrow morning, or Friday. Use this for actions you want to do, just not now (e.g. a quote you want to read once more before sending).
Just tell Mucka to get rid of it
You don't have to find the card and tap it. Say it in chat or on WhatsApp:
- "get rid of that notification"
- "bin the one about Alan Pearce"
- "stop asking me about this"
Mucka clears that card and won't raise it again — exactly the same as tapping Dismiss.
Worth knowing what it does not do. It only clears the card. Nothing is cancelled, nothing is messaged, and the job, quote or invoice behind it is left exactly as it was. If you want the work itself changed too, say so and Mucka will ask you first.
And if more than one card could be the one you mean, Mucka reads them back and asks which. That's on purpose: once a card is dismissed it doesn't come back, so it's the wrong thing to guess at.
This works on WhatsApp too, which is where it's most useful — the daily "you've got cards waiting" message is the one people most often want rid of, and now you can just reply to it.
Ask Mucka to read your list — or work it
You don't need the app open to know what's waiting. Ring Mucka, or ask in chat or on WhatsApp:
- "have I got any actions needing my attention?"
- "read me my cards"
Mucka tells you how many are waiting and goes through the most urgent ones first — the same list, in the same order, as the app. Handy when the signal's too poor for the app to load but good enough for a call.
You can deal with them there too. "Bin that one" clears a card, the same as tapping Dismiss. "Send that chase" or "go ahead with the Hartley one" approves it — but not in one go. Mucka first reads you exactly what will happen: who it goes to, how (email, text, WhatsApp), and the words themselves, word for word. Nothing happens until you say yes to that. If the card's been changed in the app in the meantime, Mucka reads you the new version and asks again rather than sending something you didn't hear.
Want it worded differently? Say so: "make it say I'm happy to talk the price through". Mucka reads the new version back to you in full, and only sends it once you've said yes to that version.
You can give the other two answers by asking as well:
- "Remind me tomorrow" (or tonight, or Friday) puts it off until then, the same as Remind me.
- "They've said no" on a quote chase records the quote as declined, with the reason if you give one, and "they've already confirmed" on an appointment card records that. Either way the card goes and doesn't come back. That's different from binning it, which tells Mucka the card wasn't wanted.
Some cards on your Actions list can only be approved in the app, and Mucka will tell you so and offer to clear them instead. (This is about cards Mucka raised on its own. Something you ask for on the call — "I've been paid by Dave" — is read back and done on the call when you say yes.)
- anything that moves money or goes into your accounts package — recording or reversing a payment, voiding an invoice, pushing to Xero or the like
- a reply that would go up publicly on your Google reviews
- anything that would message several customers at once, or reshuffle your day
- a setting being switched on
- a card that stands for a whole list, like fourteen quotes waiting
- cards where approving doesn't actually send anything — clear those instead, or deal with them in the app
Doing several at once
Tap Select, tick the ones you want, and approve, dismiss or set a reminder for all of them together.
Approving several never sends straight away. Mucka shows you every recipient and every message first, on one screen, and nothing goes until you confirm — the same promise as approving one at a time, just quicker.
Checking what went out
The Done tab holds everything you've approved or dismissed, plus anything that expired before you got to it. It's the place to look when you want to be sure a reminder actually went, or to check what Mucka has been doing for you.
"I've already done that"
Some cards have a fourth option, because there's a fourth honest answer: you've already sorted it yourself.
You'll find it just under the line where Mucka says what it noticed, rather than down in the bar with the other three — it isn't a fourth way of answering, it's telling Mucka that the thing it spotted has already been dealt with.
The first of these is the card asking whether a customer knows about tomorrow's visit. If you agreed it with them when you took the booking, tap Already confirmed. Mucka records that the customer has agreed, sends them nothing, and stops asking about that job. See Mark a job as confirmed with the customer.
It matters which button you use here. Dismiss tells Mucka you didn't want the card at all, and it takes that seriously — dismiss the same kind of card often enough and it stops raising it. Already confirmed says the opposite: good spot, you were just too late. Mucka keeps watching, and it now knows something about the job it didn't before.
For complex actions (drafting an email, a schedule change, a payment reminder), tap Review instead of Approve. Review opens a full modal where you can edit the wording, change the recipient, or tweak the details before approving.
Editing before approving
Tap Review on any action that has editable fields. You'll see:
- The full draft (whatever Mucka wrote)
- The recipient(s)
- Any attachments
- The exact moment Mucka will send
Change whatever you like, then tap Approve. Mucka uses your edited version, not the original draft.
Who sees what
Owners and managers get the whole list: everything Mucka has prepared for the business, plus anything addressed to them personally.
Engineers get the list on their phone too — there's an Actions button on the bottom bar where an owner's says Contacts — but it only ever holds what's addressed to them by name:
- a message from the office that's waiting on a reply
- a to-do someone put on their list
- a reply to a support ticket they raised
They can answer and clear those themselves, without asking anyone. What they never see is the business side of the queue — what customers owe, quotes that have gone cold, work that hasn't been invoiced, or anything that sends an email to a customer. That stays with whoever runs the business, and an engineer's list simply doesn't contain it.
Subcontractors don't get the list at all. A subbie works for another firm, so their phone shows their work and nothing else.
Common gotchas
- On a phone call, nothing happens until you've heard it. Mucka reads back who a message is for and the exact words — or, for a payment, which invoices and what's left — and only does it after you say yes. Cards Mucka raised on its own that involve money, your accounts package or your public reviews still wait for a tap in the app.
- Take action on a heads-up opens Mucka with it, so you can work out the next step together. It doesn't make another card for you to approve.
- A card you didn't ask for. Mucka sometimes spots things you might want done (a quote a week stale, an invoice 30 days late) and prepares the action proactively. If it's not relevant, just dismiss. Mucka learns from what you accept and dismiss.
- Sent it yourself while the card was waiting? If the invoice or quote has already been emailed since Mucka got the card ready (you sent it from the invoice itself, say), approving the card sends nothing. The card just closes, so your customer gets it once. To send another copy on purpose, send it from the invoice or quote.
- Snoozed actions reappear at 9am tomorrow. If you snooze something on Saturday, it pops back Sunday morning. Snooze twice if you want it gone for the weekend.