Job tracking
Small crew job tracking software that fits a three-person shop
Every job from first call to final payment in one list — status, costs against the quote, photos, and who did what — without the setup tax of software built for a hundred trucks.
Six statuses, one list, no guessing
Each job sits in one place: lead, quoted, scheduled, in progress, completed, or cancelled. Filter by status to see what's waiting on you, what's booked, and what's dragging past the date you promised. The customer, the address, and the scheduled date are on the card itself, so a walk-through of the week takes a minute and doesn't need a meeting.
- New calls go in as leads, so a job never starts as a sticky note.
- A quoted job that sits for two weeks is visible, not forgotten.
- Completed work stays searchable for the warranty call in March.
Watch the margin while the job is still open
Status tells you where a job is; cost tells you whether it was worth doing. Log each expense against a job as material or labor — a load of cabinets, four hours of a helper's time — using the labor rates and material costs you set in your own price list. Compare that against what you quoted, and check the monthly profit view for revenue, costs, and net over the last twelve months. That's how you catch the cabinet job that quietly ate the week's profit instead of finding out at tax time.
- Material and labor tracked on the job, not in a shoebox at month end.
- Your rates and material costs entered once, then reused on every quote.
- Quote against actual cost, so you know the real number before you invoice.
Invite the crew and see what changed
Invitations are tied to an email address and expire after seven days, so a link forwarded into a group chat can't quietly become access for someone you didn't hire. Each plan has a seat limit — one person on Starter, up to three users on Workshop, owner plus three invited members on Workroom — and the team page shows how many seats are left. The activity log records who updated a job, added a photo, or sent an invoice, which is the difference between “the tile got rescheduled” and knowing when, and by whom.
- Email-bound invites that expire, so access matches the payroll.
- Seat limits by plan, with the count on the team page.
- An activity log that answers “who changed this?” without a confrontation.
Photos, notes, and a place for the customer to look
Before-and-after photos and job notes stay on the job, not in a camera roll you'll lose in the next phone upgrade. On Workshop and Workroom, the customer gets a portal page where they can review and approve a quote, see their invoices, and follow updates. Most disputes end before they start, because both sides are looking at the same photos, the same approval, and the same total.
- Photos and notes attached to the job they came from.
- Quote approval in the portal before materials get ordered.
- Invoices and updates the customer can check without calling you.
Also in Handy Pro Hub
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