How to Get Your Boss to Cover YouCanBookMe (3 Templates!)

If you’ve landed here, you’re probably balancing a ton—Zoom calls, interviews, team meetings, client chats—and trying to manage it all manually is just…a lot.

Enter: YouCanBookMe. At first glance, it’s a simple tool that turns your calendar into a booking page. But once you start using it, you’ll see it does way more. It helps you:

• stay productive, 
• look professional, 
• and makes it way easier for people to book time with you.

Now, let’s be real—tools typically come with a price tag. The good news? You don’t have to cover the cost yourself!

This guide will show you how to make a strong case for expensing YouCanBookMe, why it’s a win for the whole team (not just you), and how to ask for approval—with a ready-to-send Slack message and two email templates included.

Psst…want to jump straight into the templates? Just click here!

If you’re here, you probably already know that YouCanBookMe can save you a lot of time and eliminate all those pesky “when are you free?” messages. 

But to help you make the strongest case possible, let’s quickly go over the key benefits, so you’ve got everything you need to make your pitch clear and convincing.

Benefit: You get time back—real time.

How: Instead of manually coordinating every meeting, YouCanBookMe automates the process. Set your availability once, and it syncs in real-time with your calendar. People book directly into your schedule based on the rules you set—no more emails or DMs asking “Can you meet then?” 🙄

Benefit: Fewer missed meetings and better-prepared attendees.

How: YouCanBookMe automatically sends confirmation emails, reminder notifications, and follow-up messages. You can customize these to include prep materials, meeting agendas, or handy links—so every meeting runs smoother and feels more professional.

“We'd be losing maybe $4,000 - $6,000 a month if we didn't have YouCanBookMe. Specifically because of the SMS functionality, being able to embed it in our website, as well as the redirect functionality that sends people to a customized landing page." 

- Deepak Shukla, Founder of Pearl Lemon Leads

Benefit: Get started quickly without switching out your favorite tools.

How: YouCanBookMe integrates with Google Calendar, Outlook Calendar, Apple Calendar, Zoom, Google Meet, MS Teams, Salesforce, Google Analytics, HubSpot, Slack, Mailchimp, Stripe, and 6,000+ apps via Zapier. 

Benefit: Every booked meeting improves your customer experience and employer branding. 

How: When it’s easy to book time with you, it shows people you’re organized, respectful of their time, and great to work with. And with YouCanBookMe, your booking page doesn’t feel like some random link—it’s branded with your name, title, logo, colors, and tone. That means the entire experience feels professional, thoughtful, and aligned with your company’s brand, right from the start.

Benefit: Whether you’re in sales, customer success, recruiting, or support, YouCanBookMe works for individuals and teams alike.

How: With features like team scheduling, shared booking pages, round-robin distribution, and pooled availability, YouCanBookMe adapts to how your team works—no matter the size, structure, or department.

Benefit: Time zones and language barriers don’t get in the way of getting things done.

How: YouCanBookMe automatically detects each person’s time zone and displays your availability in their local time—so there’s no need to convert anything manually or risk scheduling conflicts. Every booking lands on your calendar at the right time, no matter where you or clients are. 

And with support for 44 languages, your booking page can adjust to each visitor’s language, giving international clients, candidates, and teammates a smooth, familiar experience from the very first click.

Benefit: You don’t just book meetings—you learn from them.

How: YouCanBookMe comes with built-in booking analytics that show you exactly what’s happening with your meetings. You can track patterns like your most popular booking pages, no-show and cancellation rates, and how your booking volume changes over time, so you can spot trends, reduce bottlenecks, and make smarter decisions.

Benefit: Turn interest into income—faster.

How: YouCanBookMe makes it incredibly easy for leads, clients, or prospects to take the next step—booking a call, demo, or session—without delay. The faster someone can get on your calendar, the more likely they are to convert. And if you charge for your time, you can even connect YCBM to payment platforms like Stripe to get paid when someone books.

Now that you know the benefits (especially handy if your manager wants to chat about YouCanBookMe face-to-face!), let’s jump into the templates you can use to ask for approval. 👇

Break the ice with a quick Slack or Teams message, just to plant the idea in your manager’s head. 

Hey [Manager],
I found a scheduling tool that I think could help me save a lot of time and make my meetings way smoother—mind if I send over a few details for you to take a look?
It’s called YouCanBookMe, and I think it could be really useful for the team, too!

Now that you’ve opened the convo, here’s a polished follow-up email. Just tweak the parts in brackets and you’re good to go.

Subject: Request to expense YouCanBookMe
Hi [Manager],
Thanks for being open to my message earlier! I wanted to follow up with a bit more detail.
I’ve been using/trialing a tool called YouCanBookMe to automate meeting scheduling, and it’s already saving me time and helping me stay more focused. The tool essentially eliminates the back-and-forth hassle of coordinating meetings and creates a more professional, seamless experience for both clients and teammates.
Here’s why I think it’s worth covering as a work expense:
Saves ~[X hours/week] that I’d normally spend coordinating meetings
Reduces no-shows with automated SMS and email reminders and follow-ups
Syncs with my existing calendar and Zoom, so everything stays integrated
Looks extremely professional—great for [clients, candidates, external partners, etc.]
Cost: $11.70/month or $140.40/year *This is for the Professional plan, so make sure to include pricing for the plan you want!
Here is their site if you want to take a look: youcanbook.me 
I’d really like to keep using it—and I think it could be a valuable tool for others on the team, too. Let me know what you think, or if you'd like any more details from me!
Thanks again,
[Your name]

No reply? Don’t worry, it happens! Here’s a friendly nudge to keep things moving forward.

Subject: Just following up on my YouCanBookMe request
Hey [Manager],
Just wanted to follow up on the YouCanBookMe request I sent over. I know things can get busy, but I think this tool could make a big difference in how I manage my time and communicate with [clients/candidates/team members].
A few quick reasons why I think it’s worth expensing:
Helps cut down on meeting coordination time
Keeps me more organized and focused
Gives others a great experience when booking time with me
I’d also be happy to share results or a short write-up with the team after a month or two of use if helpful. Here’s the link again if you want to take a look: youcanbook.me 
Let me know if I can move forward with it—thanks so much!
Best,
[Your name]

With YouCanBookMe, you're not just asking for another tool—you’re advocating for better workflows, fewer headaches, and a more professional experience for everyone you work with.

Now that you’ve got a clear picture of the benefits (plus templates to help make the ask!), you’re set up to confidently request approval—and hopefully help others on your team level up, too.

Start with the Slack message or email template, tailor it to your role, and hit send. Remember, one quick conversation could save you hours every single week!

Create your free booking page

Access a free 14-day trial of YouCanBookMe's highly customizable scheduling tool. Then, you can upgrade or stay on the free forever plan.

FAQs

Can I expense YouCanBookMe through my company?

Yes—many professionals successfully expense YouCanBookMe because it directly supports their day-to-day work. Whether you're in sales, recruiting, customer success, or any role that involves scheduling meetings, YouCanBookMe saves hours each week, reduces no-shows, and helps you deliver a smoother, more professional experience for clients and teammates.

It’s often considered a productivity or software tool expense, especially since it integrates with tools your team is already using (think Google Calendar, Zoom, and Salesforce). Just be sure to check your company’s policy on reimbursable tools or software—your manager or finance team should be able to give you a quick answer! 

Is YouCanBookMe worth it if I already use Google or Outlook Calendar?

Yes—YouCanBookMe is built to do much more than just add events to your calendar. While tools like Google or Outlook Calendar can let people book time with you, they’re pretty limited in features and flexibility.

For example, Google’s Appointment Scheduler is fine for basic booking needs, but it comes with limitations: it defaults to Google Meet for video calls and offers minimal branding and customization. Plus, there’s no native support for Zoom, Microsoft Teams, CRMs, or marketing tools—and your booking page ends up looking like everyone else’s.

If you just need something simple and you're already paying for Google Workspace or Microsoft 365, their tools might do the trick. But if you want something more powerful, customizable, and actually designed to help your business grow, try YouCanBookMe.

Here’s what sets it apart:

• Fully customizable booking pages: Make your scheduler look and feel like part of your brand. Add your logo, colors, photos, background, personalized link, and even a custom confirmation page. Every appointment type can be tailored with its own name, image, price, booking form, location, and more.

• Sync multiple calendars: Connect as many calendars as you need—Google, Microsoft, Apple, or Fastmail—and control exactly when you’re available.

• Works with your existing tools: YCBM integrates with Zoom, Google Meet, MS Teams, Google Analytics, HubSpot, Mailchimp, Stripe, and 6,000+ other apps via Zapier. No need to switch platforms or disrupt your workflow.
• Keeps your meetings on track: Want to cut down on no-shows, share prep materials, or send thank-you notes after a meeting? YouCanBookMe has you covered with automated confirmations, reminders, and follow-ups via email or SMS.

Bottom line: if you need a scheduler that’s easy to use, incredibly flexible, and built to support how you actually work, YouCanBookMe is a smart upgrade.