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Go to Settings → Landing Page. You can add your business name, logo, hero image, tagline, service description, and contact details. This information appears on your public booking/quote page that customers visit.

Navigate to Customers and click "+ Add customer". Start typing the address and Google Places auto-fills city, state, and ZIP for you. As you enter the email or phone, we check for possible duplicates and surface a yellow banner if we find one. You can optionally tag the customer type (Residential / Commercial / VIP / Lead / Returning) and where they came from (Google / Referral / Facebook / Website / Yelp / Walk-in) — great for reporting later. Customers are linked to jobs, quotes, and invoices automatically.

Go to Jobs → New Job. Select a customer (or create one inline), set the job title, date, and status. You can add line items, notes, and assign it to a staff member if you have team members set up.

A Quote is sent to a customer before work starts — it outlines the scope and estimated cost and they can approve or decline it online. An Invoice is sent after work is done (or upfront for deposits) to request payment. Accepted quotes can be converted to invoices with one click.

Go to Settings → Team and click "Invite Staff". Enter their email address and set their permissions. They will receive an invitation email and can sign in to access only the features you have granted them.

Lead — new inquiry, not yet committed. Quoted — a quote has been sent. Contracted — quote accepted and work agreed. Scheduled — date/time is booked. In Progress — work is underway. Completed — job is finished. Cancelled — job was called off. To change a job's status, open it and edit — the Board view groups jobs by status for an at-a-glance pipeline read.

The Schedule page shows a calendar view of all your jobs by their scheduled date. Click any day to see jobs assigned to it, and click a job to open its detail. The Schedule is available on Starter and Pro plans.

Yes. When creating or editing a job, use the "Assigned To" field to select a staff member. Staff will see only their assigned jobs (unless you grant them broader view permissions).

Yes. Open any job and use the Attachments section to upload photos, PDFs, or documents (drag-drop supported). Files are stored securely in our cloud storage. This is useful for before/after photos, signed contracts, or job-related documents. Photos that customers upload through your public booking form are also automatically attached to the lead job that gets created.

It's an optional free-text field for noting who did the work — useful if you have one or two helpers (an apprentice, a subcontractor, an office assistant). It's purely informational and doesn't change permissions or create a login. The field is hidden by default for solo owners; you can turn it on at Settings → Jobs → "Show 'Performed by' field." A tenant-managed pick list keeps the names consistent.

Yes. Go to Recurring Jobs → New Series. Set the customer, the template (title, line items, price), and the schedule (every week, every 2 weeks, monthly, twice yearly, etc.). Each cycle the system automatically materializes the next job for that customer. By default we send ONE series-start email to the customer when you create the recurrence, then no further emails per session — to avoid spamming repeat customers. You can opt in to per-session booking confirmations at Settings → Recurring.

Open the recurring series at Recurring Jobs and click Edit. You can pause, change the cadence, update the template, or end the series. Existing materialized jobs stay in your dashboard exactly as they were.

Yes — on the Dominate plan. On desktop, click any empty time slot in week or day view (or any day cell in month view) and a Quick Add modal opens pre-filled with that exact date and time. Pick a customer, set a title, optionally tweak duration, confirm — done in seconds, no page reload. On mobile, a floating + button in the bottom-right of the Schedule page does the same with today's date. Click an existing event to open it for editing (works on every plan). Lower-tier plans see an upgrade prompt the first time they click an empty cell — the rest of the calendar works normally.

Open the invoice and click "Send Invoice". The customer receives an email with a link to their personal payment page where they can view the invoice and pay online via Stripe (card), or via Zelle/Cash App if you have configured those in Settings.

Open the invoice and click "Mark Paid". Select the payment method (cash, bank transfer, etc.) and add an optional note. This records the payment without processing any charge — it simply marks the invoice as settled.

When an invoice becomes overdue, the system automatically sends a payment reminder email to the customer. Overdue invoices are checked daily and reminders are sent according to your settings. You can also manually trigger a follow-up from the invoice detail page.

Yes. When you send a quote, the customer gets a unique link to view, accept, or decline it online. The moment they accept, the system automatically creates the matching job and appointment for you, and (if you set a deposit on the quote) collects the deposit through Stripe before flipping it to "Accepted." A booking confirmation email goes out to the customer at the same time. You don't need to re-key anything.

When creating or editing a quote, set the "Deposit amount" field. When the customer clicks Accept on their quote page, they'll be sent through Stripe Checkout to pay the deposit before the quote can be accepted. The captured deposit is automatically credited to the final invoice when you convert the job.

Open any job and click "Convert to Invoice." The system pre-fills a draft invoice with the job's line items and customer details. If the originating quote had a deposit captured, that amount is automatically credited as already-paid on the new invoice. Review, edit if needed, and send.

Yes. From the invoice detail page click "Record payment" and enter the amount received and method. The invoice tracks the running paid total and only flips to "Paid" once it's fully covered. Useful for milestone billing or installment plans.

Yes. Open any invoice, quote, or warranty and use the Download PDF button. PDFs use your business branding (name + logo from Settings → Landing Page).

When editing an invoice, each line item has a unit price and quantity. Below the line items you will find fields for discount (flat amount or %) and tax rate. Totals update in real time as you type.

AI Quote Assist helps you write professional quote line items and descriptions. When building a quote, click the AI Assist button and describe the job in plain language — the AI will suggest line items, pricing, and notes you can edit before sending. Available on all plans within your monthly Pilot AI Scan quota.

Go to Settings → Accept Payments → Stripe. Click "Connect Stripe" and complete the Stripe onboarding. Once connected, your customers will see a "Pay by Card" button on their invoice page and funds go directly to your Stripe account.

Go to Settings → Accept Payments → Instant Transfers. Enter your Zelle email/phone and/or your Cash App $cashtag. These appear on the customer invoice page with copy buttons so customers can send payment directly to you. You then mark the invoice paid manually in your dashboard.

No. We do not take any percentage of your payments. For Stripe, Stripe charges their standard processing fee (typically 2.9% + 30¢). For Zelle and Cash App, those platforms have their own fee structures — Zelle between banks is usually free.

You add your handle in Settings. When a customer opens their invoice link, they see your Zelle/Cash App details with a copy button. They send the money directly through their banking app. You then open the invoice and click "Mark Paid" to record it.

We use Stripe Connect so payments go directly to your own Stripe account — we never hold or touch your money. You complete Stripe's identity verification as part of onboarding. This is standard for business payment platforms.

Starter and Pro plans include: Revenue Summary (collected vs outstanding), Invoice Aging (overdue by days past due), Expense Breakdown (by category), Jobs by Status (pipeline funnel), Customer Value (top customers by revenue), Quote Conversion (acceptance rates), Cash Flow (monthly in vs out), and Profitability by Job.

Yes. Every report has an Export to CSV button on Starter and Pro plans. For large datasets the export runs in the background and you receive an email with the download link when it is ready.

You can set up automatic report delivery by email on a daily, weekly, or monthly schedule. Reports use relative date ranges (e.g. "Last 30 days") so the data is always current when delivered.

The Tax Report (Settings → Tax Report) summarises your collected payments, expenses, and net income for any date range — useful for preparing quarterly or annual tax filings. It is only accessible to the account owner, never staff.

The system automatically sends reminder emails to customers for upcoming appointments (booking confirmation), overdue invoices, and follow-ups. Reminders run daily in the background — you do not need to trigger them manually.

To comply with messaging laws (TCPA), customers must give explicit consent before you can send them SMS messages. When adding or editing a customer, check the "SMS notifications" box — this sends them an opt-in request text asking them to reply YES. Once they reply YES, SMS is enabled. If they reply STOP at any time, they are immediately opted out. The customer profile shows their current status: Confirmed, Awaiting confirmation, or Opted out.

From the Communications page or a customer's profile, you can send a one-off SMS. The customer must have confirmed SMS consent (replied YES to the opt-in request) and must not have opted out. Automated SMS reminders are also sent for invoices and overdue follow-ups on Scale and above plans.

Go to Communications → New Broadcast. Select your audience (all customers or a filtered segment), write your message, and send or schedule it. Broadcasts go via email. Always ensure customers have not opted out before sending.

Yes. For SMS, customers can reply STOP at any time — the system receives this via webhook and immediately blocks all future SMS to that number. For email, you can toggle opt-out from the customer profile. The system checks opt-out and consent status before every send and automatically skips ineligible customers.

Go to Communications in the sidebar. It shows a full log of every email and SMS sent from your account, including the recipient, message type, timestamp, and delivery status.

Go to Warranties → New Warranty. Select the customer and optionally link an invoice. Choose a duration (6, 12, 24, or 36 months, or set a custom expiry date), then describe what is covered. You can use the AI Generate button to automatically write a professional coverage description based on the job and line items.

Open the warranty and click "Send to customer". The customer receives an email with their warranty details. You can also resend a warranty at any time — the Send button stays active even after the warranty has been sent.

Draft — created but not yet sent. Sent — emailed to the customer. Expired — the warranty duration has lapsed (computed from the expiry date). Voided — manually cancelled. Voided warranties cannot be resent or edited.

The Pilot AI Scan button (the sparkle button in the top-right of most pages) analyzes your current page data and gives you a short AI-powered summary — revenue trends, risks, recommendations. It is available on all plans within your monthly Pilot AI Scan quota. The button is disabled if there is no data to analyze yet.

Pilot AI is a customer-level AI assistant available on the Accelerate and Dominate plans. Open any customer profile and click "Pilot AI" to ask questions about that customer's history, outstanding balance, job patterns, and more — in plain language. Pilot AI can also propose actions (create jobs, mark a job complete, convert a completed job to an invoice, etc.) which you confirm with one click before anything is changed.

No. Two hard rules: (1) the AI is forbidden from deleting anything — there is no path in the system for AI to remove a customer, job, invoice, or quote. (2) Every change the AI proposes shows up in chat as a Confirm button — nothing happens until you click it. Every confirmed action is logged with your user id so you have a full audit trail.

No. Every AI tool query is scoped to your tenant id. There is no path in the system for one business's AI to read or write another business's data, even if the AI tries to ask.

Each time you use any AI feature — Quote Assist, Job Summary, Pilot AI Scan, warranty coverage generation, draft message, or Ask Reports — it uses one Pilot AI Scan from your monthly quota. Your quota resets each billing period. On Trial you get 15 one-time credits. Paid plans allow overage at $0.05 per scan beyond your quota.

Your public storefront (yoursite.example.com/p/your-slug) has a "Request a quote" form at /book. Visitors fill in their contact details, describe what they need, and can attach photos (e.g. of the broken AC, the lawn, the area to be cleaned). Submitting the form creates a customer and a "pending" job in your dashboard automatically. You'll see it under Jobs (filter by Pending).

Yes. Go to Customers → Import. Upload a CSV with name, email, phone, and address columns and we'll create the records. Optional columns: customer_type (residential / commercial / vip / lead / returning) and source (google / referral / facebook / website / yelp / walk_in / other). If the import would exceed your plan's active-customer limit, the overflow rows are imported as Archived rather than failing the whole import — you decide which to activate later. The summary toast tells you exactly how many landed active vs archived.

Follow-Ups is a Dominate-plan feature. A daily background job scans completed jobs and warranty expiries to surface re-engagement opportunities — things like "this customer hasn't booked in 90 days" or "this AC tune-up customer's warranty expires in 30 days." Open Follow-Ups to see the candidate list and one-click send an outreach draft (you review the message before it goes out). Lower plans see an upgrade gate; the menu entry stays visible with a "Dominate" badge.

Yes — Paste Anything is a Dominate-plan feature. Use the "+ Actions → Paste anything" menu item and paste any email, text message, or raw customer info. Pilot AI classifies it and drafts the matching record (customer, job, or quote) for you to review before saving. Saves hours of data entry. Lower plans see an upgrade gate; the menu entry stays visible with a "Dominate" badge.

Every customer is either Active (counts against your plan's customer limit) or Archived (unlimited on every plan — fully searchable, exportable, and all their jobs/invoices/history stays). Hit your active limit? Archive an inactive customer to free space without losing anything. The Customers page has an Active / Archived toggle, bulk archive + restore actions, and a banner that surfaces customers who've had no activity in 12 months so you can clean up easily. Archived customers are skipped from automated reminders and promo broadcasts.

When you enter an email or phone on the new-customer (or edit-customer) form, we silently check your existing customers — both active and archived — and surface a yellow banner if there's a likely match: "Possible existing customer: Michael Torres — Last job: Camera Installation." Click View to open their record, or dismiss to continue creating a new one. We never block the create; it's purely advisory. Matches are based on exact email or normalized phone (last-10 digits, formatting ignored).

On the Customers page, use the Type and Source dropdowns next to the search box. Want to see only your VIPs, or every customer who came from Google last quarter? Pick the filter — counts update live. Combine with the Active / Archived toggle and the search box for fine-grained slicing. Filters persist while you navigate the page so bulk actions apply to the visible set only.

Every address field across the dashboard — new/edit customer, new/edit job, onboarding, public booking, business settings, and the email triage flow — is powered by Google Places autocomplete. Start typing and pick a suggestion; we auto-fill street, city, state, and ZIP for you. Restricted to US addresses to match the rest of the form. If you'd rather just type the whole thing freehand, the field still works as a plain input — just keep typing past the suggestions.

Yes — but importantly, recurring invoices are always created as DRAFT for you to review, never auto-sent or auto-charged. Open the customer profile and set their billing cadence (weekly / monthly / etc.). Each cycle the system rolls up their open jobs in that period into a draft invoice. You review, edit if anything looks off (e.g. the customer was sick that week), and click Send. This avoids the classic mistake of auto-billing a customer for a session that didn't happen.

Go to Settings → Service Catalog and add your common services (description + price). When building a quote, job, or invoice you'll see an "Add from catalog" picker next to the line items — pick an item to prefill description and price (still editable). The catalog is purely a convenience prefill; you're never forced to use it, and tenants with an empty catalog see no UI difference.

The Free Trial includes core features — customers, jobs, invoices, quotes, expenses, and basic settings. Up to 10 active customers (unlimited archived). You also get 15 Pilot AI Scan credits and 20 SMS credits to try out the AI and messaging features. Automated communications, the schedule view, reports, and staff management require a paid plan.

Scale ($29/mo) — up to 150 active customers, scheduling, staff accounts, 50 Pilot AI Scans/mo, 100 SMS/mo. Accelerate ($59/mo) — up to 1,000 active customers, everything in Scale plus custom reports, warranties, Pilot AI per-customer chat, 500 Pilot AI Scans/mo, 300 SMS/mo. Dominate ($149/mo) — up to 3,000 active customers, everything in Accelerate plus Paste-Anything email triage, automated Follow-Ups, 3,000 Pilot AI Scans/mo, 1,000 SMS/mo, priority support. Archived customers are unlimited on every plan.

Go to Billing in the sidebar. Click "Upgrade" on the plan you want. You will be taken to a Stripe checkout page. After payment, your plan upgrades immediately and new features unlock right away.

Yes. Go to Billing and click "Manage Subscription" or "Cancel Plan". Your subscription stays active until the end of the current billing period — your included features keep working. At the moment you cancel, any overage charges accrued during the current cycle are billed immediately as a final invoice charged to your card on file. No new overage can accrue after cancellation; only your included plan quota stays available until the period ends. After the period ends your account reverts to a locked free state — your data is preserved.

Yes. All billing is handled by Stripe. We never store your card number or banking details. Stripe is PCI DSS Level 1 certified — the highest level of payment security certification.

Each paid plan includes a monthly allowance of Pilot AI Scans and SMS messages. If you use more than your allowance, you are charged for the excess: $0.05 per additional AI Scan and $0.01 per additional SMS. Overage charges accrue throughout the billing period and appear as a single line item on your next subscription invoice. You can see live accrued overage on the Billing page anytime.

Overages accrue in real time as you use AI and SMS over quota. They are billed at the end of your billing period as a single line item on your next subscription invoice — typically processed within a few days of your period ending. If you cancel mid-cycle, the accrued overage is billed immediately as a final invoice instead of waiting for the next renewal. You can see current accrued overage anytime on the Billing page under "This Month's Usage".

Go to Billing → This Month's Usage to see your current accrued overage in real time, your safety cap, projected end-of-period overage based on your burn rate, and per-feature AI breakdown. Go to Billing → Payment History to see past invoices and actual charges.

A safety cap is a $ limit on how much overage you can accrue in a single billing cycle before AI and SMS over-quota usage are automatically paused. It protects you from surprise bills if a workflow or integration runs away with usage. Defaults are Scale $25, Accelerate $50, Dominate $200 — you can change yours on the Billing page. When you hit the cap you get an email and AI/SMS overage pauses; your included quota keeps working as normal. Raise the cap to resume immediately, or wait for the cycle to reset.

You've used 80% of your safety cap for the current cycle. It's a heads-up so you can decide whether to raise the cap, change your usage pattern, or let it ride and accept that AI/SMS overage will pause when you hit 100%. Your included plan quota always keeps working regardless of the cap. The email fires once per meter (AI / SMS) per cycle.

Go to Billing → Usage tab. The "Overage safety cap" card at the top shows your current cap, accrued amount, and a progress bar. Click "Edit cap", enter a new dollar amount, and Save. You can also reset to your plan default at any time. Raising the cap immediately unpauses AI/SMS if you were over the previous cap.

Yes. The Billing page breaks down your AI usage by feature: Pilot AI page summaries, Pilot AI customer chat, Pilot AI ask reports, Quote line-item assist, Job summary generation, and Draft customer message. This helps you understand which features are driving your overage costs.

When you have account credit on your Stripe customer record — typically earned through the Refer a Friend program — a green strip appears at the top of the Billing page showing the available balance. Credit is automatically applied against your next invoice; you don't have to redeem it manually. It works on any source of credit: referrals, admin discounts, refunds.

Each tenant has a unique referral link (find it at Refer a Friend in the sidebar). Share it with other business owners. When someone signs up through your link, clears their free trial, and stays on a paid plan for at least 30 days, you earn account credit equal to 50% of their first month — applied automatically against your next invoice.

It scales with the plan the referred business signs up to: Scale → $15, Accelerate → $30, Dominate → $75. So if you refer five businesses that all settle on Accelerate, you earn $150 in account credit. There's no cap on the number of referrals — only on the banked credit balance (see below).

The referred business has to (1) complete their trial, (2) sign up for any paid plan, and (3) stay paid for 30 days. After that, the next overnight cron job credits your account — usually within 24 hours of the 30-day mark. You'll get an email when it lands.

Two places: the Refer a Friend page shows "Credit earned" with a breakdown per referral; the Billing page shows a green "Account credit available" strip whenever your Stripe customer balance is in credit. Both update in near-real-time after the cron runs.

Yes — $500 of credit banked at any one time. If you bring in enough referrals to exceed that, the credit pauses and you'll see a "Bank at cap" warning. Once your balance drops (after applying to invoices), pending credits flow back in automatically. If you're consistently above the cap, contact us about our affiliate program for cash payouts.

The credit stays — it's based on the 30-day paid window, which is the test for "this referral was real." We don't claw back. The only reversal path is an admin manually voiding the event for fraud or chargeback.

Not in v1 — they get the standard free trial like anyone else. Adding a free month on top of the trial would just be stacking free on free. Your referral is the personal endorsement, which is the value.

When you invite a staff member you can toggle granular permissions: viewing customers, creating jobs, sending invoices, accessing reports, using AI, sending communications, and more. Staff only see the features you enable. Billing, Settings, and Tax Reports are always owner-only and cannot be granted to staff.

Only if you grant the "reports.view" permission. Go to Settings → Team, edit the staff member, and toggle Reports on. By default new staff do not have reports access.

Only if you grant the "ai.quote_assist" permission. You can toggle this per staff member in Settings → Team. AI features are available on all plans within the account's monthly quota.

Their account is deactivated immediately and they can no longer sign in. Their historical activity (jobs, notes, etc.) remains in your account. You can re-invite them later with a new invitation.

Only if you grant them the relevant permissions (invoices.view, finances.view, reports.view). By default new staff members have operational access but no financial visibility.

Yes. Your data is stored in a managed PostgreSQL database with automated daily backups and point-in-time recovery. Files and attachments are stored in Cloudflare R2 cloud storage with redundancy.

Yes. From the Reports page (Starter and Pro plans) you can export any report to CSV. You can also import and export customer and job data in bulk via Settings → Data.

Your login email is managed through your account profile (click your avatar in the sidebar). Your business display name can be changed in Settings → Landing Page.

Your data is retained for 90 days after cancellation. During that window you can resubscribe and immediately regain access. After 90 days accounts are scheduled for deletion. Contact support before the deadline if you need a data export.