Manager
Runs the day: all work, money and crew. Cannot change billing or credentials.
Day 1: Find your way around
- Sign in. The Dashboard is where you land, at the top of the left menu.
- The cards show what needs you today, like estimates waiting on a reply or invoices gone overdue.
- Click a card to open that list.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Open Jobs from the left menu.
- Pick a status to narrow the list, or switch to the Calendar tab for the week.
- Click a row to open the job: notes, photos, costs and invoices are all on it.
- In Jobs, click New Job.
- Search for the customer. Their address fills in.
- Add a title, the date and the start time. Fill in the city and state too, so it shows on the map.
- Click Create Job.
- Open Requests. The number on it is how many are still open.
- Click one to read it, then Make it a job, Make an estimate or Schedule a look.
- Taking a call? Click New request and type it in.
Day 3: Customers and the schedule
- Open Customers and type a name, phone number or address in the search box.
- Click the card to see their jobs, estimates, invoices and messages in one place.
- In Customers, click Add Customer.
- Enter their name and phone number.
- Tick the text message consent box only if they said yes to texts. Without it, nothing is texted to them.
- Add the city, state and ZIP, then click Add Customer.
- Open Messages. A blue dot means the customer is waiting on a reply.
- Tap the thread, type in the box at the bottom and press send.
- A message in red did not go out. Tell whoever runs Settings.
- Open Schedule for the week at a glance, a card per person per day.
- Use the arrows to change week. Today brings you back.
- Open Dispatch. There is a column per person and one for jobs nobody has yet.
- On a computer, drag a job onto a person. On a phone, tap the job and pick a name.
- Anyone who turned on notices in My Day gets a notice when their day changes.
- Go to Settings, then Crews, and click New crew.
- Name it, pick the lead and tick who rides with them.
- On Dispatch, tap a job and choose the crew under Send a crew.
Day 4: Money
- Open Item Library. These are the things you quote over and over.
- Click Add Item for anything missing. Star the ones you use most so they come up first.
- Open Estimates and click New Estimate, then choose the customer.
- Click From Library to add saved items, or Add Labor and Add Materials.
- Click Create Estimate. It opens as a draft, ready to send.
- The quickest way: click Create Invoice on a finished job.
- Or open Invoices and click New Invoice, choose the customer and set the due date.
- Open the invoice and click Send Invoice, by text or email.
- When a check or cash comes in, open the invoice and click Record payment.
- The amount starts at what is owed. Pick Cash, Check or Other and add the check number.
- Every payment you have taken is listed under Payments.
16Enter the bills you owe
- Open Bills & Payables and click Record a bill. Pick the vendor.
- Enter what it is for, the amount and the due date. A short year works: 10/15/26.
- Click Mark paid once it is paid. The strip at the top totals what is still owed.
Day 5: Hours, numbers and the team
- Open Timesheets. Everyone's week is there.
- Press Approve on a row once it is clocked out. The hours go onto the job as labor cost.
- A clock left running over 16 hours is flagged. Fix it with the person before approving.
- Open Reports for revenue, jobs done, estimates won and money collected.
- Pick a month for the sales tax figure.
- Export CSV downloads the numbers for your accountant.
- Open Accounting. Invoices, payments and bills post here on their own.
- Check the trial balance says it is in balance.
- At month end, open Periods and soft close the month.
- If it says Turn on accounting, only the owner can do that.
- Go to Settings, then Team, and click Add Member.
- Enter their name and email and pick their role. The role decides what they can see.
- They get their sign-in by email. Resend invite on their row sends it again.
- Send them this page so they can do their own first week.
Office
All work, money and customers. Cannot hire, change credentials or billing.
Day 1: Find your way around
- Sign in. The Dashboard is where you land, at the top of the left menu.
- The cards show what needs you today, like estimates waiting on a reply or invoices gone overdue.
- Click a card to open that list.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Open Jobs from the left menu.
- Pick a status to narrow the list, or switch to the Calendar tab for the week.
- Click a row to open the job: notes, photos, costs and invoices are all on it.
- In Jobs, click New Job.
- Search for the customer. Their address fills in.
- Add a title, the date and the start time. Fill in the city and state too, so it shows on the map.
- Click Create Job.
- Open Requests. The number on it is how many are still open.
- Click one to read it, then Make it a job, Make an estimate or Schedule a look.
- Taking a call? Click New request and type it in.
Day 3: Customers and the schedule
- Open Customers and type a name, phone number or address in the search box.
- Click the card to see their jobs, estimates, invoices and messages in one place.
- In Customers, click Add Customer.
- Enter their name and phone number.
- Tick the text message consent box only if they said yes to texts. Without it, nothing is texted to them.
- Add the city, state and ZIP, then click Add Customer.
- Open Messages. A blue dot means the customer is waiting on a reply.
- Tap the thread, type in the box at the bottom and press send.
- A message in red did not go out. Tell whoever runs Settings.
- Open Schedule for the week at a glance, a card per person per day.
- Use the arrows to change week. Today brings you back.
- Open Dispatch. There is a column per person and one for jobs nobody has yet.
- On a computer, drag a job onto a person. On a phone, tap the job and pick a name.
- Anyone who turned on notices in My Day gets a notice when their day changes.
- Go to Settings, then Crews, and click New crew.
- Name it, pick the lead and tick who rides with them.
- On Dispatch, tap a job and choose the crew under Send a crew.
Day 4: Money
- Open Item Library. These are the things you quote over and over.
- Click Add Item for anything missing. Star the ones you use most so they come up first.
- Open Estimates and click New Estimate, then choose the customer.
- Click From Library to add saved items, or Add Labor and Add Materials.
- Click Create Estimate. It opens as a draft, ready to send.
- The quickest way: click Create Invoice on a finished job.
- Or open Invoices and click New Invoice, choose the customer and set the due date.
- Open the invoice and click Send Invoice, by text or email.
- When a check or cash comes in, open the invoice and click Record payment.
- The amount starts at what is owed. Pick Cash, Check or Other and add the check number.
- Every payment you have taken is listed under Payments.
16Enter the bills you owe
- Open Bills & Payables and click Record a bill. Pick the vendor.
- Enter what it is for, the amount and the due date. A short year works: 10/15/26.
- Click Mark paid once it is paid. The strip at the top totals what is still owed.
Day 5: Hours, numbers and the team
- Open Timesheets. Everyone's week is there.
- Press Approve on a row once it is clocked out. The hours go onto the job as labor cost.
- A clock left running over 16 hours is flagged. Fix it with the person before approving.
- Open Reports for revenue, jobs done, estimates won and money collected.
- Pick a month for the sales tax figure.
- Export CSV downloads the numbers for your accountant.
- Open Accounting. Invoices, payments and bills post here on their own.
- Check the trial balance says it is in balance.
- At month end, open Periods and soft close the month.
- If it says Turn on accounting, only the owner can do that.
Dispatcher
Schedules and assigns work, talks to customers, watches hours. No financials.
Day 1: Find your way around
- Sign in. The Dashboard is where you land, at the top of the left menu.
- The cards show what needs you today, like estimates waiting on a reply or invoices gone overdue.
- Click a card to open that list.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Open Jobs from the left menu.
- Pick a status to narrow the list, or switch to the Calendar tab for the week.
- Click a row to open the job: notes, photos, costs and invoices are all on it.
- In Jobs, click New Job.
- Search for the customer. Their address fills in.
- Add a title, the date and the start time. Fill in the city and state too, so it shows on the map.
- Click Create Job.
- Open Requests. The number on it is how many are still open.
- Click one to read it, then Make it a job, Make an estimate or Schedule a look.
- Taking a call? Click New request and type it in.
Day 3: Customers and the schedule
- Open Customers and type a name, phone number or address in the search box.
- Click the card to see their jobs, estimates, invoices and messages in one place.
- In Customers, click Add Customer.
- Enter their name and phone number.
- Tick the text message consent box only if they said yes to texts. Without it, nothing is texted to them.
- Add the city, state and ZIP, then click Add Customer.
- Open Messages. A blue dot means the customer is waiting on a reply.
- Tap the thread, type in the box at the bottom and press send.
- A message in red did not go out. Tell whoever runs Settings.
- Open Schedule for the week at a glance, a card per person per day.
- Use the arrows to change week. Today brings you back.
- Open Dispatch. There is a column per person and one for jobs nobody has yet.
- On a computer, drag a job onto a person. On a phone, tap the job and pick a name.
- Anyone who turned on notices in My Day gets a notice when their day changes.
- Go to Settings, then Crews, and click New crew.
- Name it, pick the lead and tick who rides with them.
- On Dispatch, tap a job and choose the crew under Send a crew.
Customer service
Books work, answers messages, takes payments. No financials or editing invoices.
Day 1: Find your way around
- Sign in. The Dashboard is where you land, at the top of the left menu.
- The cards show what needs you today, like estimates waiting on a reply or invoices gone overdue.
- Click a card to open that list.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Open Jobs from the left menu.
- Pick a status to narrow the list, or switch to the Calendar tab for the week.
- Click a row to open the job: notes, photos, costs and invoices are all on it.
- In Jobs, click New Job.
- Search for the customer. Their address fills in.
- Add a title, the date and the start time. Fill in the city and state too, so it shows on the map.
- Click Create Job.
- Open Requests. The number on it is how many are still open.
- Click one to read it, then Make it a job, Make an estimate or Schedule a look.
- Taking a call? Click New request and type it in.
Day 3: Customers and the schedule
- Open Customers and type a name, phone number or address in the search box.
- Click the card to see their jobs, estimates, invoices and messages in one place.
- In Customers, click Add Customer.
- Enter their name and phone number.
- Tick the text message consent box only if they said yes to texts. Without it, nothing is texted to them.
- Add the city, state and ZIP, then click Add Customer.
- Open Messages. A blue dot means the customer is waiting on a reply.
- Tap the thread, type in the box at the bottom and press send.
- A message in red did not go out. Tell whoever runs Settings.
- Open Schedule for the week at a glance, a card per person per day.
- Use the arrows to change week. Today brings you back.
Day 4: Money
- When a check or cash comes in, open the invoice and click Record payment.
- The amount starts at what is owed. Pick Cash, Check or Other and add the check number.
- Every payment you have taken is listed under Payments.
Bookkeeper
Invoices, payments, reports and the general ledger. No dispatching.
Day 1: Find your way around
- Sign in. The Dashboard is where you land, at the top of the left menu.
- The cards show what needs you today, like estimates waiting on a reply or invoices gone overdue.
- Click a card to open that list.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Open Jobs from the left menu.
- Pick a status to narrow the list, or switch to the Calendar tab for the week.
- Click a row to open the job: notes, photos, costs and invoices are all on it.
Day 3: Customers and the schedule
- Open Customers and type a name, phone number or address in the search box.
- Click the card to see their jobs, estimates, invoices and messages in one place.
- Open Schedule for the week at a glance, a card per person per day.
- Use the arrows to change week. Today brings you back.
Day 4: Money
- The quickest way: click Create Invoice on a finished job.
- Or open Invoices and click New Invoice, choose the customer and set the due date.
- Open the invoice and click Send Invoice, by text or email.
- When a check or cash comes in, open the invoice and click Record payment.
- The amount starts at what is owed. Pick Cash, Check or Other and add the check number.
- Every payment you have taken is listed under Payments.
- Open Bills & Payables and click Record a bill. Pick the vendor.
- Enter what it is for, the amount and the due date. A short year works: 10/15/26.
- Click Mark paid once it is paid. The strip at the top totals what is still owed.
Day 5: Hours, numbers and the team
- Open Timesheets. Everyone's week is there.
- Press Approve on a row once it is clocked out. The hours go onto the job as labor cost.
- A clock left running over 16 hours is flagged. Fix it with the person before approving.
- Open Reports for revenue, jobs done, estimates won and money collected.
- Pick a month for the sales tax figure.
- Export CSV downloads the numbers for your accountant.
- Open Accounting. Invoices, payments and bills post here on their own.
- Check the trial balance says it is in balance.
- At month end, open Periods and soft close the month.
- If it says Turn on accounting, only the owner can do that.
Technician
Their own assigned work: status, photos, notes and their own timesheet. Quotes and payments on their own jobs only when the owner turns that on in Team settings.
You see only the jobs assigned to you, not the whole company's work.
Day 1: Find your way around
- Open My Day from the left menu, or the bottom bar on your phone.
- Your stops for the day are listed in driving order.
- The first time, press Turn on next to Location, and Notify me on this device so new jobs reach you.
- Going somewhere with no signal? Press Save today for offline first.
- Open Timesheets from the left menu.
- Press Clock in when you start and Clock out when you finish.
- Only one clock can run at a time.
Day 2: The work
- Tap a stop to open the job. Press Start Job when you arrive.
- Add a note in the Notes card, and add Before and After photos with Add Photo.
- Press Mark Complete when the work is done, so the office knows.
Day 3: Hours, numbers and the team
- Open Timesheets and look over your hours for the week.
- If a day is wrong, tell the office. They can fix and approve it.