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Net Earnings is Total Made minus Paid Out, with an arrow showing how that compares to the same days of the period before. Total Made is money earned and paid out to you — both the work you got paid for and what your own customers paid you on a client invoice. Paid Out is money you paid other people. Receivable is money you have invoiced but not collected yet, counting the client invoices you sent your customers and haven't been paid for. Overdue always shows two numbers and never mixes them: the big one is owed to you — including a client invoice whose due date has gone by — and a second line shows what you owe. Pending Payout is read live from Stripe — money on its way to your bank — and if Stripe can't be reached it shows a dash, never a made-up zero. Jobs Completed counts the jobs you finished in the period. Platform Fees is what the platform charged on your money, on both kinds of payment. Any tile you don't care about can be hidden from Customize.

See also: Period picker · Customize your dashboard · How the money splits

Your pick is saved, so the dashboard opens on the same period next time. Custom works differently on purpose — it rides in the web address and is gone when you leave, because a one-off look is not a setting. Days are cut using the time zone on your profile, never your phone's clock, so the same numbers show whether you're home or travelling. That zone is printed right under the pills so you always know which clock measured the period.

See also: Business tiles

Open Customize and every section on that screen is listed — even ones with nothing in them today — so you can park a section before you ever have data for it. The bookmark button on a section or tile moves it to the other screen, your dashboard or Bookmarked; it keeps its place in line and you can move it back. Drag the grip to move it. There is no way to hide a section, on purpose: a section with nothing in it already disappears from your dashboard on its own, and a section you hid with live work inside would be nowhere to be found. So sections come and go by themselves and you only decide the order. The eight Business tiles work differently — a number card traps nothing — so each tile has a trash, and Add or remove tiles puts one back. Hiding a tile never loses its spot: it keeps its place in the row and returns to it. Nothing is saved until you tap Save; Cancel throws the changes away.

See also: Business tiles · Period picker · Sections that fold open

Bookmarked is a second screen next to your dashboard, for the things you want close by but out of the way. Everyone starts with everything on the dashboard and nothing on Bookmarked. You move things with the bookmark button in Customize, and it works both ways: Customize on your dashboard sends a section or tile to Bookmarked, and Customize on Bookmarked sends it back. Each screen's Customize lists only the sections and tiles that live on that screen. The Business tiles can move one at a time, so a few number cards can sit on Bookmarked while the rest stay on your dashboard.

See also: Customize your dashboard · Business tiles

These four are lists you dip into rather than things you act on every day, so they stay out of the way until you want them. The number beside the title tells you how many are in there without opening it. Archived and Client invoices also carry a search box, so a long list is a few letters away. Folding is just for right now — it is not saved, so every section is folded again next time you land on the dashboard, and your search box and page number start fresh each time you open one. The one exception: a link that points at a draft (like the email that says a job is back in your drafts) opens Drafts on the page that holds it, so you land right on it. A section with nothing in it does not appear at all.

See also: Customize your dashboard · Archived · Client invoices (dashboard)

Everything that needs a decision from you lands in this one section instead of being spread across the page. Flagged jobs come first, then the task submissions your crew sent up for review, then invoices waiting on you. This is where work gets approved — except a task you marked “No review”, which counts as approved the moment the Guy submits it and never lands here — and a Guy cannot send his invoice until the approvals are finished — so clearing this section is what keeps somebody else's payday moving. When there is nothing waiting, the whole section is gone from your dashboard.

See also: Task status icons · Invoice status

Every Guy you dispatch starts in the Dispatched pill and moves to Viewed the moment he opens the job. The green number is Guys who accepted and are still on the job; the red number is declines and back-outs — tap the red count to read each Guy's reason. If a job comes back and you re-dispatch it, the earlier attempt's decline reasons show anonymously as crew notes on the draft.

See also: Awaiting Crew · Slots · Backing out

One segment per task on the job. Grey = not started. Amber = submitted, waiting on review. Green = approved (at once on a “No review” task). Red = denied. Grey stripes = skipped.

See also: Task status icons · Job progress bar

Four steps, always the same four, on every job. Sent means it went out. Booked means everyone on the crew accepted and nobody has started yet. Working means someone has started. Needs you means at least one Guy is waiting on your approval — that beats every other step, so you always see when you are the hold-up. Done means every Guy is finished and approved. On a crew job the bar also shows a plain count like “2 of 3 done”, and a red “Sent back” badge if you bounced someone's closeout and he still has to fix it. Tap into the job to see task-by-task detail.

See also: Task progress bar · Task status icons

Quick signals on a working job: Live (start time is here), Starts in 1h, N on site (checked-in Guys), Guy viewed, and total work time recorded so far.

The job is dispatched but not fully staffed yet — some slots are still open. The card shows how many slots are filled so far.

See also: Dispatched / Viewed pills · Slots

Your crew submitted work that needs your OK as the Lead. Open the job and approve or deny each item before it counts.

See also: Lead

On a job that needs a Lead, the first Guy tapped on the dispatch screen is the Lead — the ★ badge marks him. The Lead reviews his crew's submitted work before it reaches the Boss and is the one who submits the closeout. A task the Boss marked “No review” skips the Lead's review too — it counts as approved the moment it is submitted. A job with a Lead must carry at least one required closeout the Boss reviews — a note, photo or materials, not a signature — before it can be dispatched, and a change to a live Lead job's tasks must keep one. If the Lead declines, backs out, or says No to a change, the whole job is cancelled and returns to the Boss for a fresh dispatch. Lead extra pay, when set, is visible only to the Boss and the Lead.

See also: Lead extra pay · “N waiting on you” (Lead review) · Backing out

This draft has sat untouched for 150 days. Tap Refresh to mark it still wanted and keep it active.

One card per finished job, with one line for each Guy who worked it, so you can see whose invoice is still out: not filed yet, draft, submitted (with a Review link straight to it), kicked back, approved, or paid. A Guy can be approved while another is still out — the card only leaves this list when the LAST one is in. There is no Create client invoice button here on purpose: until every crew invoice is settled you do not yet know what the job cost you.

See also: Archived · Invoice status · Client invoice

A job arrives here the moment the last crew invoice is approved or paid — that is the same moment you can build your own bill, which is why the Create client invoice button lives on these rows (it reads Open client invoice once one exists). Each row says where the crew's money stands (Crew approved, or Crew paid once everyone has been paid) and where your bill stands (Not billed yet, Draft, or its invoice number once issued — INV-0001 unless you set your own prefix in Settings — with Emailed once it has gone out). Print invoice/s opens the crew's own invoice — on a job with more than one Guy it drops down so you pick whose. Guys see their own paid jobs here too. Newest finished job first; search matches the title, job number, client and date.

See also: Awaiting Invoice(s) · Client invoice · Sections that fold open

Client job = the work is for somebody else. Put their email on it. Nothing is sent to them until you send a quote or an invoice, and it can collect their signature. Internal job = your own work with no customer (your shop, your properties).

See also: Client invoice

Open it and you can add your customer's phone number and the address their bill should go to. Both are optional and you can add them later, or never. They are saved on the customer, not on this one job, so the next job for the same person already has them — and when you build your invoice, the Bill to box is filled in for you. Leaving a box empty never wipes what is already saved: to change something you type the new value over it. The billing address is deliberately separate from the job's site address, because where the work happens and where the bill goes are often two different places — Use the job site address copies it across once when they are the same. 🛑 The phone is for YOUR use only. TheGuys App never texts, calls or auto-dials your customer, and never will.

See also: Client job vs Internal job · Client invoice

Required marks a task as essential to the contracted work — if it's skipped, the job isn't done. Toggle it off to make the task optional, like a final cleanup, and attach a Bonus to encourage it. When Hard Submit Block is ON in Settings → Preferences, Guys can't submit closeout until every required task is done. Platform tasks auto-attach per your Prime Dispatcher settings. Pre-Check, Check In/Out and the signature stay locked Required; the closeout note, photo and materials can each be made required or optional on the job. A job with a Lead needs at least one required closeout the Boss reviews — a note, photo or materials; a signature doesn't count.

See also: Penalty · Bonus · Hard Submit Block

Only work tasks can be ticked: Check In, Check Out and the signature are already automatic, and the closeout note, photo and materials are always yours to review. A job with a “No review” task must keep at least one required closeout you review — a note, photo or materials, not a signature — so you still look once before the job pays; the job editor tells you when it is missing. A skip is never automatic: if the Guy asks to skip a ticked task, the request still comes to you (or your Lead) to decide. The Guy sees “Auto-approved · no Boss review” on the task before he accepts the job.

See also: Required task · Task status icons · Lead

Small updates — a contact, a note, the title, a reference photo — go out as a notice: the job changes right away and the Guy taps Got it. Anything that changes what the work is, where, when, or what to bring (the address, the times, the tasks, the tools) needs each Guy on the job to tap Yes before it counts. The money never changes on a live job — a different price is a new job. When the door is closed: no change that needs a Yes can be sent in the last hour before the start, or once any Guy has checked in on site — after that, talk to your Guy in person, or cancel the job and send a fresh one. One change at a time; the Boss can take it back while it is waiting. If a Guy says nothing, nothing changes, and the ask ends an hour before the start. A Guy who says No is released from the job with no mark on his record, and the job stays live for the other Guys; if he was the last Guy on it, the job goes back to the Boss's drafts as a fresh copy to fix and send again; if he was the Lead, the whole job is cancelled and comes back as a fresh draft. Every change is kept as a record both sides can open later, and the Guy gets his own copy by email. Two money rules sit beside this: the penalties on a job can never add up to more than half of one Guy's pay, and a Guy who takes more than a quarter off his own invoice writes down why. A Guy can back out of a job he accepted until one hour before the start; after that, leaving needs a real reason, worked out with the Boss. The Standard Job Terms (section 2.3) and the Terms of Service (section 7.7) say all of this in their own words; the Guy's Yes on the app is the written agreement they ask for. The step-by-step guide is under Guides: “Change a job after you send it.”

See also: Backing out · Required task · Task notes

This task needs a photo before it can be marked complete — proof like before-and-after shots, receipts, or the finished install.

See also: Require Live Photo Capture · Reference photos (images icon)

Instructions attached to one task only — the small specifics, like “spare key under the planter” or “shut off the main water first.”

The chain icon on a work task attaches one web link, with an optional label like “Install manual.” The Guy sees a small chip that always shows the real website name next to the label — so a link can never pretend to be something it isn't. Tapping it shows a quick “You're leaving TheGuys” check before the site opens in his browser. Only secure https links are accepted, and link shorteners or tracker links are blocked. Every open is recorded for safety.

See also: Task notes · Reference photos (images icon)

Photos the Boss attached to a task to show what the work should look like or where things are.

See also: Photo required (camera icon)

Steps added to every new job automatically by your Prime Dispatcher settings — Pre-Check, Check In/Out, and the closeout tasks. Manage them in Settings → Preferences.

See also: Prime Dispatcher · Unlock windows

Start at = a set arrival time. Flexible start = the Guy can begin any time between the earliest start and the deadline.

How urgent the job is, so your crew knows what they're walking into. It's a signal on the job posting — it doesn't change pay or scheduling by itself.

Hard requirements a Guy needs to take the job — specific tools, gear, or licenses the Boss flagged as non-negotiable.

How many Guys the job needs (1–15). Guys claim slots when they accept — one Guy can grab more than one — and the job is fully staffed when every slot is claimed.

See also: Dispatched / Viewed pills · Awaiting Crew

All three live in Settings > Preferences, inside Prime Dispatcher. Earliest Pre-Check sits under Auto-add Pre-Check task. Under Auto-add Check In & Check Out there is exactly one box: Earliest Check In while that toggle is ON, and Tasks open before start while it is OFF — the window that governs a job with no Check-In step. Each one is a whole number of minutes before the scheduled start (0–120; 0 = at the start time), and when both Pre-Check and Check In are on, Check In must unlock no earlier than Pre-Check. Every window freezes when a job is dispatched — changing one later never touches a job already out.

See also: Auto-attached tasks · Tasks open before start

Grey circle = not started. Amber check = submitted, waiting on review. Green check = approved (at once on a “No review” task). Red triangle = denied. Amber dash = skipped. Grey lock = opens later.

See also: Task progress bar · Required task

Leaving a job after accepting it, up to one hour before the start, with a written reason. If the Lead backs out, the whole job is cancelled and returns to the Boss.

See also: Dispatched / Viewed pills · Lead

When you finish the last task, you choose: review your invoice first and send it yourself, or let it go out as-is the moment the Boss approves the work.

See also: Invoice status

Upload a spreadsheet of clients. You pick which column is which, see exactly what will happen to every row, then import. Nothing is overwritten: a client you already have only gets blanks filled in. You can undo the whole import later.

See also: Export clients · Combine two clients · Possible duplicates

Download your clients as a spreadsheet. The same columns work as the import template.

See also: Import clients

Combine two records that are the same person. You pick which one stays and, field by field, which email, phone and address it keeps. What you did not pick is saved in Notes. Undo puts it back.

See also: Possible duplicates

Clients that look like the same person: same phone, or the same name spelled two ways. Press Not duplicates to stop seeing a pair; Show dismissed brings it back.

See also: Combine two clients

Ready Guys can be dispatched right now. Pending Guys still have setup to finish — accepting the invite, finishing signup, or connecting payouts.

Each Guy on your Pending list who already has an account shows one line naming what is still open. Email not verified = he has not clicked the link in his verification email. ID card not finished = his name, phone, address or travel radius is missing. Terms not accepted = he has not accepted the latest terms. Payouts not set up yet = he has not started connecting his payout account; Payouts started, not finished = he started with Stripe and stopped part way; Payouts account needs attention = Stripe needs more from him before it can pay him. He clears every one himself on his own Setup screen, and Send setup reminder emails him a link to it. Finishing up — checking with Stripe (or Syncing) = everything is done and the app is confirming it with Stripe; it clears on its own within minutes. Someone invited by email who has no account yet shows the invite's delivery instead. When you invite an address already in your crew, the same states show as Pending Account Setup (signup not finished) and Pending Payment Authorization (payouts not connected yet); Paused = the crew spot is on hold.

Resend invite emails the invite again on a fresh link that works for 7 days, and the older links stop working — so the newest email is always the one that works, even if the first one expired. Each invite can go out up to 5 times in any 24 hours, counting the first invite email, and at least 10 minutes apart, so the person is never flooded. While it has to wait, the button reads Sent with the time it opens again — like Sent · again at 9:24 AM, or Sent 5 times · again tomorrow at 9:14 AM. If an email did not go out, it does not count and the old link keeps working. Send setup reminder, for a Guy who already has an account, goes once every 24 hours: Sent means the last reminder went out less than a day ago.

Short notes the AI keeps about each Guy, built from finished job activity. You can edit them any time, and Revert restores the previous version.

How far from your home base you're willing to travel for work. It's part of your profile — it doesn't block any dispatch.

See also: Availability

QuickBooks Online imports transactions from a strict CSV shape: Date, Description, Credit (money in), Debit (money out). The export builds that exact file from the rows you have filtered — money you earned lands in Credit as the net amount that hit your bank, money you paid out lands in Debit. Because the shape is QuickBooks' contract, this one download ignores your column arrangement; the regular CSV and Excel downloads follow it exactly.

Every job carries payment terms picked at creation. On a Net invoice the Boss taps Approve (Net N): that locks the terms and starts the clock — the due date is N days from approval and shows as a countdown. He can pay any time during the term. Immediate-term invoices have no approve step; they go straight to Pay.

See also: Invoice status · How the money splits

The most this job can pay out: the rate times the number of Guys, plus any Lead extra pay and any travel fee. It's the figure you're agreeing to when you dispatch.

Optional extra money for the Lead on top of the regular rate. Only the Boss and the Lead ever see it, and it rides onto the Lead's invoice as its own line.

See also: Lead

A penalty is a dollar amount the Guy forfeits if the task is skipped or done wrong, plus a short reason that explains what triggers it. It pairs naturally with required tasks where the cost of getting it wrong is concrete — drywall not finished to spec, closeout photos missing, a deadline blown. The Penalty field can be hidden via Settings → Preferences → Show Penalty field.

See also: Bonus · Required task · Show Penalty field on tasks

A bonus is a dollar amount the Guy earns on top of his rate when a condition you set is met — early completion, an extra-clean handoff, a client signature without rework. Use it to incentivize optional tasks or bake a quality bar into a required one. The Bonus field can be hidden via Settings → Preferences → Show Bonus field.

See also: Penalty · Required task · Show Bonus field on tasks

Extra charges a Guy logged on a task, like materials. Green $ = the Boss approved it. Amber ($ in parentheses) = still waiting on the Boss's approval.

Yes = the pay rate already covers materials, so Guys can't add material charges to the job. No = Guys log materials used and they're billed on the invoice.

Draft = still being built. Submitted = waiting on the Boss. Approved = the payment clock is running. Paid = money sent. Kicked back = returned to the Guy to fix.

See also: Net terms (Net 15 / 30 / 60) · Invoice delivery choice · Payment failed

The bank challenged a card charge (a chargeback). Stripe reviews it. This is separate from kicking back an invoice — the invoice itself doesn't change.

See also: Payment failed · Invoice status

The charge didn't go through — usually a declined card. No money moved. Fix the payment method and hit Pay again.

See also: Payment dispute · Invoice status

That is the split when a Boss pays a Guy's invoice. A Boss's own customer paying a client invoice online splits the same way, with the Boss as the one getting paid: TheGuys App keeps 5% of what the customer paid, Stripe takes its card-processing cut, and the rest lands in the Boss's Stripe account. The customer pays the invoice amount and nothing more; the fee comes out of the Boss's side, never added to the customer's bill. If that customer pays the Boss by cash or check instead of the link, there is no platform fee on that payment. That is the Boss's own customer and nothing else: a Guy is always paid through the app.

See also: Net terms (Net 15 / 30 / 60) · Stripe account status · Email an invoice to your customer

Tax is a flat dollar amount typed on the invoice — the app doesn't calculate tax rates for you. Total = subtotal − discounts + tax.

See also: Money boxes do math

Start a money box with = and it works the number out for you: type =2600*.065 and it shows $169.00. It takes + − × ÷ and parentheses. Click away and the answer stays.

See also: Invoice tax

A price cut you give on your own invoice. A discount over a quarter of the subtotal needs a reason of at least 20 characters so the record explains it.

See also: Money boxes do math · Task discount

Price cuts the Boss made on logged items during the job. They're locked onto the invoice automatically — the Guy can't edit them there.

Your first payout is reviewed for 7 days after the Boss's payment clears. After that, payouts usually land about 2 business days after the Boss's payment clears. The job's payment terms set how long the Boss takes to pay, not Stripe — an invoice on Net 30 is paid up to thirty days after it is approved, and that is the part of the wait nobody but the Boss controls.

See also: How the money splits · Stripe account status · Deposit account

You quote somebody $400 on a driveway and today that number lives in your head until you write the bill. An estimate gives it a home: who it is for, where the work is, the lines that make up the price, and how long the price is good for. Nobody sees it but you until you press Send to client — then your customer gets it by email, it gets a number like EST-0012, and they can accept or decline it on a private page (Sending an estimate to your customer explains every step). Press New estimate to start one; it opens straight away with the date it is good until already filled in. Your list is at Estimates, newest one you touched at the top, with a chip on each row saying where it stands: Draft while you are working it, Sent once it has gone to your customer, Accepted or Declined once they answer, Expired once the good-until date has gone by — and, while it is out with your customer, Viewed beside it once they have opened it and done something on the page. A quote that has gone out also shows its number on its row. Every row has Print, which opens that quote's PDF in a new tab — a draft copy stamped DRAFT, or the exact copy your customer got once it has gone out. It shows five at a time, and you can search it by name, customer or price, or change the order — newest, oldest, by status (drafts first, then sent, expired, accepted and declined), customer A to Z, or biggest price first. Copy one to quote the same kind of work again without retyping it — the copy starts fresh as a draft with a new good-until date and no number. Archive puts any quote away, whether or not a job came from it; archiving one you have sent turns its link off, so your customer can no longer accept it. Archived quotes move off your dashboard card: they are behind the Archived button on the Estimates page, and in the Archived section of your dashboard under Estimates. Restore brings one back whenever you want it again — a sent quote comes back as a draft, because its link was turned off. Delete lives in the archive: open an archived quote that never went to your customer and you can throw it away for good. A quote you have sent can never be deleted, because your customer saw it, and neither can a quote you have made a job from, because the job points back at it — they just stay in your archive.

See also: Writing an estimate · Sending an estimate to your customer · Client invoice · Materials margin

The screen is the invoice screen on purpose — same shape, same money boxes — because it is the same kind of paper, written earlier. Pick a client off your saved list or just type a name; picking one fills in their email, phone and past job sites, and what you type is what this estimate keeps, so changing their record later never rewrites an old quote. Add a line by picking off your Materials, Equipment or Labor list — the name, the unit and your price fill themselves in — or type whatever you want to quote. Discount and tax are flat dollar boxes you type, and every money box does math if you start it with =. Good until is the last day the price stands; after that the estimate wears an Expired chip, and your customer can still read it but can no longer accept it. There are two notes boxes and they say who reads them: Private notes are only ever yours, and Notes for the client print on the estimate your customer gets. It saves on its own whenever you leave a box, and Save writes it right now. Create job, at the top, starts a job from this quote with the customer and the address already filled in — the jobs you have made from it are listed right there, so you can see at a glance whether this one turned into work. Send to client is the main button: it saves your last changes and emails the quote to your customer (Sending an estimate to your customer explains every step). It stays grey, with a line under it saying why, until the client's email is filled in and every line has a price. Print always saves first, then asks whether you want a draft copy — stamped DRAFT, no number, nothing locked — or Mark as sent & print for the paper you hand over; once a quote has gone out, Print opens the exact copy your customer got. Everything else for the quote itself is under More, and More only lists what you can do right now: Duplicate; Mark as sent, for a quote you gave by phone; Archive, to put it away whether or not a job came from it; and, once it has gone out, Cancel while your customer's link still works, Revise once there is no live link or they have answered, Resend (it reads Email it on a quote you only marked as sent), and Mark accepted or Mark declined when there is no live link for them to click. Anything you cannot undo asks first. Once a quote has gone out the screen is read-only, and a line under the name says which version went out and when: press Cancel or Revise to change it, and it comes back as a draft you can edit and send again as the next version. The history strip near the top of the screen lists every send, view, cancel, resend, answer and job. Once it is put away, More offers Restore to bring it back, and, if it never went to your customer and no job was made from it, Delete to throw it away for good (a quote you sent, or one a job came from, can never be deleted). Nothing is ever filed away on its own; it moves when you press the button and not before.

See also: Estimates · Sending an estimate to your customer · Money boxes do math · Invoice tax · Client invoice

Press Send to client and your customer gets an email with a button to a private page on our site — they need no account and no password. You need their email on the estimate and a price on every line first. On that page they can read the estimate, print it or save it as a PDF, and answer: Accept, by typing their full name and ticking one box, or Decline, with a reason if they want to give one. You get a notice either way, and after they answer the page stays up as their copy. Once the good-until date has passed they can still read it, but Accept is turned off. Viewed shows up in the history the first time they actually do something on the page — not when the email is merely opened, because email programs open links on their own — and as a chip on your list while the quote is still out with them. The first time a quote goes out it gets a number, like EST-0012. Cancel is there while their link still works: it turns the link off at once and puts the estimate back to a draft so you can fix it. Revise is there once there is no live link — a quote you marked as sent, one whose link has run out, or one they have answered: it puts the estimate back to a draft, and a quote they answered keeps their answer and its page as the record. When you send it again it goes out as version 2 on the same number (EST-0012-2) — the version they saw before is kept exactly as it was. Resend sends the same version again on a fresh link, and the old link stops working. It can go up to 5 times in any 24 hours, at least 10 minutes apart, so your customer is never flooded — while it has to wait, Resend reads Sent with the time it opens again (after the fifth, Sent 5 times and the time); if the email did not go, you can send straight away. Mark as sent is for a quote you gave by phone or in person: it gives the estimate its number and keeps a copy, but nothing is emailed, so there is no Viewed — on that quote Resend reads Email it, and sends it for the first time whenever you are ready. They cannot click Accept on a quote that was never emailed, so whenever there is no live link for them to click you can record their yes or no yourself with Mark accepted or Mark declined — it is saved as your word, never as their click. Archive works on every quote; archiving a sent one turns its link off, and it asks you first while your customer still has a live link. A quote that has ever gone out can never be deleted, only archived. The history strip on the estimate shows every send, view, cancel, resend, accept, decline and job made from it. Your customer never sees your private notes or what you pay your Guys, and the estimate says plainly that it is not an invoice or a contract and asks for no payment.

See also: Estimates · Writing an estimate · Email an invoice to your customer

A job made from an estimate, and the bills for that job, show the quote in a box so you can check what you promised without hunting for it. You can only read it in the box; Open estimate opens the full estimate in its own tab when you want to change it or send it. A Notes button on the box opens the estimate's notes — your private notes and the notes for the client — without leaving the job or bill. It only shows when the estimate has notes, and your Guys never see the box.

See also: Estimates · Writing an estimate · Client invoice

Nothing is billed behind your back: you press Create client invoice on the finished job — on its Archived card or its recap page — and that builds the draft from what your crew logged: their hours merged into one Labor line with the price left blank for you (a Guy's pay rate is never a customer price), and the materials and equipment they used at your prices. Anything logged by a Guy you removed from the job is flagged Check this one, so money is never quietly dropped. The button switches on once you have approved every Guy invoice on the job, because that is when what the job cost you stops moving. Your customer's name and address fill in from the job and stay editable, and one tick saves what you type back to their record for next time. The screen looks like the invoice screen your Guys review, because it is the same kind of page. You put a price on every line and add anything else you want to bill — a trip charge is one tap. Every line has a Link button beside it: tap it, pick the item off your own Materials, Equipment or Labor list, and the name, the unit and your price fill themselves in; typing your own is still fine. Job details opens the job's recap in a new tab so you never lose what you typed. Save draft keeps your work; Cancel invoice deletes a draft nobody has seen. There is no separate Issue step: sending it is what makes it real. Print always saves first, then asks whether you want a draft copy — stamped DRAFT, no number, nothing locked — or Finalize & print for the paper you hand over. Email sends it to your customer. Either way it gets its number, locks for good, keeps the exact copy that went out, and drops you back on the dashboard. Wrong after that? You don't edit it — Correct & reissue. Every job has the button, internal ones included: you decide who you bill.

See also: Client invoices (dashboard) · Email an invoice to your customer · Correct & reissue · Your cost and profit · Archived · Materials margin

This is the list of bills you have actually made, not a list of jobs you could bill. A job appears here the moment you press Create client invoice on it, and not one second earlier — if it isn't in this list, you haven't billed it. You start a bill from the job itself: the Create client invoice button sits on the job's Archived card and on its recap page, and it switches on once you have approved every crew member's invoice, because that is when what the job cost you stops moving. That is also how the job card moves: a finished job waits in Awaiting Invoice(s) until every crew invoice is approved, then moves to Archived — where you bill your customer. Email the bill and the job card moves again, to Awaiting payment, and it sits there until your customer pays or you cancel the bill; then it drops back into Archived. The section starts folded shut with a count in its title, like Archived; open it and the line at the top shows the money sitting in drafts and the money you have issued, a search box finds a bill by title, customer, invoice number or date, and it shows five at a time. Each row says where its bill stands — Draft, or its invoice number and Issued, plus Emailed once it has gone out and Paid once your customer has paid it — and a bill you cancelled still shows on its row as a small Void chip, with an arrow to the invoice that replaced it when there is one, so what you sent is never erased. Between Emailed and Paid there is a purple Viewed chip with a date on it: that is your read receipt, and it appears the moment a real person opens the link you sent. It only counts people — a mail scanner touching the link does not put it there — so Emailed with no Viewed beside it means nobody has opened the bill yet. Print opens the PDF; Open client invoice takes you to it.

See also: Client invoice · Email an invoice to your customer · Correct & reissue · Sections that fold open

Emailing a draft is what turns it into a real invoice: it saves whatever you just changed, gives it the next number, locks it so it can never be edited again, keeps a copy of exactly what went out, and mails your customer a private link to it. It goes to the email address on the invoice, so the confirm box names the address before you send — if there isn't one, it sends you back to the field to type it. You need Stripe connected with payouts switched on before you can use this button: your customer is about to pay you, so the money needs somewhere to land. Until that is done the button is greyed out and tells you exactly what to fix. The email your customer gets is titled Invoice, then its number — INV-0001 unless you set your own prefix in Settings — then your business name, shows the amount and the due date, and has a Pay this invoice button. That button opens their own page for this bill, where they can read it, print it, download the PDF, or pay it with a card — there is no attachment and they never need an account. When they pay, TheGuys App keeps 5% of what they paid and the card company takes its processing cut; the rest lands in your Stripe account. They get a paid copy of the invoice by email, you get told, and the job moves out of Awaiting payment back into Archived. That paid receipt may end with one small invitation to TheGuys App, under the payment details and never in the subject line — see The invite on your customer's receipt. Any reply comes straight to you, never to us. Once it has gone, you land back on the dashboard, the invoice shows when it was emailed and where to. Once your customer opens the link, the invoice and its row on your dashboard both show Viewed with the date — that is your read receipt. The Sent copies list on the invoice holds the very file your customer got — so if they say it never arrived you can send it again, which gives them a fresh link; the link in the older email keeps working too, until the bill is paid or you cancel it. Each invoice can go up to 5 times in any 24 hours, at least 10 minutes apart: while it has to wait, the Email button reads Sent with the time it opens again (after the fifth, Sent 5 times and the time). Send it to a different address and the old links stop working, so a bill never sits live in the wrong inbox. Something wrong on a bill that already went out is fixed with Correct & reissue, never by editing it.

See also: Client invoice · Client invoices (dashboard) · Correct & reissue · The invite on your customer's receipt

Resend on a sent estimate sends the same version again on a fresh link, and the old link stops working. Email on an issued invoice sends the same bill again with a fresh pay link, and the older links keep working until it is paid or you cancel it. Each estimate and each invoice can go to your customer up to 5 times in any 24 hours, at least 10 minutes apart, so they are never flooded. Within 10 minutes of a send, the estimate's Resend and the invoice's Email both read Sent with the time they open again — like Sent · again at 9:24 AM. After the fifth in 24 hours they read Sent 5 times with the time the oldest of those five turns a day old — like Sent 5 times · again at 9:14 PM, or Sent 5 times · again tomorrow at 9:14 AM. If an email did not go out (the screen tells you so), you can send straight away, because nothing reached them. There is also a ceiling of twenty sends an hour for your estimates, and the same for your invoices, so a stolen login cannot turn your account into a spam cannon.

See also: Sending an estimate to your customer · Email an invoice to your customer · Resending an invite (“Sent”)

Once an invoice has been emailed or finalized it is locked — your customer holds a copy, and two different documents under one number is the mistake every invoicing tool exists to prevent. So you never edit it. Correct & reissue marks the old one Void (it stays on record, with its number, and its Sent copies stay too), opens a fresh draft with every line, the customer's details and your notes already filled in, and labels it Replaces, followed by the number of the bill it is replacing. Fix what was wrong, then Email or Finalize & print as usual and it gets the next number. On the dashboard the job's row keeps a small Void chip pointing at the replacement — Void INV-0004 → INV-0006, or your own prefix in place of INV if you set one — so what you sent is never erased. Cancel invoice on a sent bill voids it without a replacement; if you would rather start clean, Create client invoice on the job builds a new draft from the crew's lines again.

See also: Client invoice · Email an invoice to your customer · Client invoices (dashboard)

The receipt is still a receipt: the amount, the date and the PAID copy come first, the subject line never changes, and the invitation is always the last thing, below the thank-you. Which one they see depends on one check we run while the receipt is being written — whether the email address you invoiced already has a TheGuys App account. If it does not, the receipt ends with a plain text link inviting them to make one of their own. If it does, it ends with a quiet button that says Add your business to their crew. That button does NOT connect you to anybody: it opens TheGuys App, they sign in, and they decide whether to send you an invitation — the same invitation any Boss sends a Guy, which lands in your inbox for you to accept or ignore. Nothing reaches you unless they choose to send it, nothing is added to anybody's crew behind your back, and we never tell you whether your customer has an account. There is no follow-up email and nothing for you to switch on or off.

See also: Email an invoice to your customer · Client invoice · Pending crew states

Under each line's amount sits a faint Paid to crew figure — what you actually paid your crew for the work that line came from, frozen when the draft was built, so changing the quantity or the price never moves it (a line you added yourself shows a dash). Under the customer's total the same story adds up: Paid to crew, then Not on any line for crew money that no line accounts for — lead pay, travel, fees, adjustments — then Made on this job with the percent of what you billed, which turns red and says Losing on this job if the bill comes in under your cost. A fold called Your costs shows the whole cost next to what you have priced, with markup and margin side by side: markup measures your profit against what the job cost you, margin measures that same profit against the price you're charging, and margin is always the smaller of the two. One thing these figures do not know about: if your customer pays through the app, TheGuys App keeps 5% of what they paid and the card company takes its processing cut, so what reaches your bank is a bit under Made on this job. If your customer pays you by cash or check instead, there is no platform fee on that payment (your customer only; your Guys are always paid through the app). Every one of these figures hides with the Privacy switch, and none of them exists on the customer's copy — the invoice they see is built from a separate set of figures that has no place to put a cost.

See also: Client invoice · Email an invoice to your customer · Materials margin

It only asks for an item you actually named and priced, it asks once per line, and if you say no it never asks again for that item. A line you linked to your list never asks — it is already there. Materials are saved with the price you typed as the client price — no purchase is invented, so your cost history stays exactly as it was. Equipment and labor are saved as a rate at the unit you picked. You only see this question when Auto-catalog new line items is OFF in Settings > Preferences; with it ON we save the item for you and give you ten seconds to undo instead.

See also: Client invoice · Materials margin

Every customer invoice gets one Labor line built from the hours (or the flat job) your crew billed you for, and it normally arrives with no price. Pick a default here and that line arrives priced at that rate instead, with the rate's name on it so you can see where the number came from. It has to match how the job was charged: an hourly rate fills an hourly job's line, a flat rate fills a flat job's line, and a daily rate never fills either — when it doesn't match, the line arrives blank exactly like before. It only happens when the invoice is first built: changing your default later never touches an invoice you already have open, and an invoice you already sent never changes. If you archive the rate you picked, new invoices go back to arriving blank. Every seeded price is a suggestion you can change before you send.

See also: Materials margin · Client invoice · Save this to my list

Every catalog material carries a margin. New items inherit your default margin; editing an item's margin detaches it from the default, and “Apply to existing” updates only the items still tracking the old default. When a client invoice is built, each material your crew logged is looked up on your list by name: a client price you saved for it wins; otherwise the price is your unit cost marked up by the item's margin; an item that isn't on your list yet is marked up from what it cost on this job at your default. Every seeded price is a suggestion you can change before you send.

See also: Client invoice · Save this to my list

Prime Dispatcher is the full dispatch playbook — lifecycle tasks and discipline guardrails that keep every job on rails. Tap the master to turn the whole playbook on or off in one move. The toggles below let you tune individually; Custom shows when your settings don't match either preset.

See also: Custom (master toggle) · Auto-attached tasks

When a job is built, automatically add a Pre-Check task at the start. Pre-Check verifies the Guy is ready before the job begins — sends a reminder one hour before scheduled start (when enabled). Set how early Pre-Check may be done with the 'no earlier than' window: a whole number of minutes before the scheduled start (0–120; 0 = at the start time). Your Guy sees this earliest time on the job, and the window freezes when the job is dispatched — changing it later never affects an already-dispatched job.

When a job is built, automatically add a Check In and a Check Out task together. Your Guy taps Check In on arrival (you see the timestamp on your dashboard) and Check Out when leaving the site (locks in the job duration). They are a pair — a Guy recording hours always has Check Out available, so a job can never have one without the other. Set how early Check In may be done with the 'Earliest Check In' window below: a whole number of minutes before the scheduled start (0–120; 0 = at the start time). Your Guy sees this earliest time on the job, and the window freezes when the job is dispatched. When both Pre-Check and Check In are on, Check In must unlock no earlier than Pre-Check — its window must be at or below the Pre-Check window. Turn this toggle OFF and the box below changes to Tasks open before start, which is the window a job with no Check-In step takes its timing from.

When a job is built, automatically add a Closeout Notes task. Your Guy writes a short summary of the work done before submitting the invoice.

When a job is built, automatically add a Closeout Photo task at the end. Your Guy captures one final wide-shot of the finished work as documentation. When OFF, the task is skipped and you can still flag individual work tasks for photos one by one.

When a CLIENT job is built, automatically add a Client Signature task at the end. Your Guy collects the client's signature on-site as proof of completion. Only added to client jobs — internal jobs skip this.

Automatically adds a closeout-level entry where your Guy logs job-wide materials and equipment — items not tied to any single work task. They're added with the same Line Items Used picker as per-task line items and flow onto the invoice the same way.

Who gets notified one hour before a job's scheduled start when the Pre-Check task is on the job. Off = no notification. Guy = your Guy receives a reminder. Boss = you receive a reminder so you can check in with your Guy yourself. Both = both of you get notified independently.

When ON, your Guys must complete every required task on a job before they can submit closeout. When OFF, Guys can submit incomplete jobs and you'll see flagged items at approval. Strict mode helps your crew build completion discipline.

See also: Required task

When ON, the job opens the in-app camera and photos are taken at the moment of capture. A Guy who can't use the camera can tick "Upload from photo library instead" — those photos still arrive, marked NOT LIVE on your review screen and on the recap, so you always know which evidence was proven live. When OFF, Guys upload from their phone's camera roll and nothing is marked.

See also: Photo required (camera icon)

When ON, you can set a per-task penalty (dollar amount + reason) on any work task. The penalty triggers at job approval if the task isn't completed. Auto-deducted from the Guy's payout. Turn off to hide penalty inputs from your task list.

See also: Penalty

When ON, you can set a per-task bonus (dollar amount + condition) on any work task. The bonus is offered at job approval — you decide yes/no whether the Guy met the condition. Added to the Guy's payout when granted. Turn off to hide bonus inputs from your task list.

See also: Bonus

When ON, jobs collect Required Tools, Required PPE, an off-site Support Contact, and Escalation Notes during creation. When OFF, those fields are hidden on the job form and the job posts without them.

When ON, jobs collect an Urgency tier (routine / priority / emergency) and an optional Site Access Notes field. When OFF, both fields are hidden and urgency defaults to routine.

AI Options holds the AI helpers, and nothing else. There are two: AI auto-notes, which writes and updates short notes about each Guy from finished jobs, and AI assist on new jobs, which opens the AI window by itself when you start a job. Tap the master to turn both on or off in one move. The toggles below let you tune them individually; Custom shows when your settings don't match either preset.

This is about the lists you pick from — your materials, your equipment and your labor rates. When you type a price on a customer invoice for something that isn't on one of them yet, ON saves it for you at the price you typed and shows a green line saying so, with an Undo button. Tap Undo within ten seconds and it comes straight back off the list, as if it was never added. Leave it and it's there next time — one tap instead of typing it again. Turn this OFF and nothing is saved on its own: a small box asks you Save it? or No thanks, every time.

See also: Save this to my list

When enabled, AI generates and updates notes about each Guy based on completed job activity. Disable to stop AI from writing or summarizing any notes for any crew member.

When enabled, the AI window opens automatically when you start a new job. Disable if you prefer to type directly into the form yourself.

Custom means the switches under a master don't all match ON or OFF — you've set your own mix. Tapping the master snaps everything back ON.

See also: Prime Dispatcher · AI Options

How you receive job and account notifications. Email always works. SMS and Both need SMS Notifications turned on first — with SMS off, everything arrives by email no matter what is chosen here. Your choice is remembered: turning SMS back on restores it.

When ON, your own jobs (no external client) automatically get a closeout signature task that your Guy signs as proof of completion. When OFF, internal jobs skip the signature step. Off by default — turn on only if your workflow needs the audit trail.

How many minutes before a job's scheduled start the worker's tasks open for completion — for jobs that don't include a Check-In step (default 15). It lives in Settings > Preferences, inside Prime Dispatcher, right under Auto-add Check In & Check Out, and it only shows while that toggle is OFF. A job that includes a Check-In step takes its timing from the Earliest Check In window instead, so turning Check In on hides this box and shows that one — your number is kept and comes straight back when you turn Check In off again. It can't be set later than your Pre-Check window — work can never open before a worker is able to acknowledge the job. Changes apply only to jobs you dispatch afterward; already-dispatched jobs keep the timing they went out with.

Your customer invoices are named with a prefix and a number — INV-0001 to start. The prefix is 1 to 10 letters or numbers, saved in capitals, and the dash is added for you. The next number is the one your very next bill will take. You can change both whenever you like, but the number only goes forward: it has to be higher than every number you have already sent, because two bills can never share one. Changing the prefix does not start the count over — the numbers keep climbing. And nothing already sent changes: every bill keeps the name it went out with, on your copy, on your customer's copy and on the PDF.

See also: Client invoice · Email an invoice to your customer · Correct & reissue · License numbers

Adding a license here is optional — nothing prints until you add one. Each one has three parts: who issued it, the number itself, and a class if your trade uses one. Switch Show on customer invoices on and that license prints on the invoice PDF and on the pay page your customer opens; switch it off and it stays private. It prints the exact characters you type, and nothing is ever added in front of the number — some states want a prefix like ROC ahead of the digits, so type the number the way your state wants it shown. Knowing your state's display rules is your job, not ours: we do not check the number, look it up, or confirm it with any licensing office. And nothing already sent changes — a bill keeps the licenses it went out with.

See also: Customer invoice numbering · Client invoice

Whether your Stripe account is ready to move money. Details submitted, Charges enabled, Payouts enabled — all Yes means you're fully set up.

See also: Deposit account · How the money splits

The bank account (or debit card) your job pay lands in. Stripe holds the full details — we only ever see the name and last 4 digits. You can change it any time; we'll confirm your password first.

See also: Stripe account status

Type your number and press Verify. The code arrives by text in a few seconds and is good for 10 minutes, once. Type it in and the number is saved with a Verified badge. Change your number later and you do the same thing again — the old number stays on your account until the new one is proven, so a typo can never lock you out of your own texts. If a number was already on your account before we built this, nothing breaks: it keeps working and you just see a reminder to verify it when you have a minute. If you have ever texted STOP from that number, the phone company blocks our texts to it — text START to our number first, then press Verify again.

Leave it blank and we fall back to your business name, and then to your first and last name. It is not a second account or a fake name — your real name still goes on every invoice and stays on your account, and anyone who opens your crew page sees both. Up to 40 characters, and you can change or clear it any time from the Contact Card in Settings.

Days you haven't set stay open 24/7 until you give them hours or mark them closed. Available today OFF, or a start time outside your Work Hours, only grays you out on the Boss's crew screen — he can still send you the job and you can still accept. Time Off is the only hard block: on those dates you disappear from dispatch entirely and no notifications are sent.

See also: Travel radius

An extra check at login to prove it's really you. Backup codes are one-time keys that get you in if you lose your second step.