How-To Guide

After signing up you'll see Company setup. Enter your company name, phone, default tax rate, markup and payment terms. You can change these later in More → Settings.

Go to More → Settings → Company and upload your logo. It appears on estimates, change orders, invoices and customer links.

Go to More → Settings → Team, enter their email and pick a role. They get an email invite link. Your plan sets how many users you can have.

Owner and Admin: everything, including settings and billing. Office: jobs, customers, estimates, change orders, invoices, no settings or billing. Field: assigned jobs, daily logs, photos and time only, never costs, margins or invoices.

Yes. Tap EN / ES in the top bar to switch the whole app. Each team member can also have their own language set in Settings → Team. On the homepage, tap "Ver en español" at the top to read it in Spanish; that choice carries into sign-up.

Open the site in your phone's browser. iPhone: tap Share → Add to Home Screen. Android: tap the menu → Install app. It will open full screen like a normal app.

Tap Jobs → New job. Pick or add a customer, name the job, add the address, choose the contract type (fixed price, cost plus or time & materials) and the contract amount.

Go to More → Customers → New customer, or add one while creating a job.

Open the job and add team members. Field users only see the jobs they're assigned to.

Open the job. Office and admin users see the original contract, approved change orders, current contract, billed and collected amounts.

Every job gets its own private Scope of Work page and QR code. Open the job and scroll to the Jobsite Scope of Work card. Anyone who scans the code with a phone camera sees the scope grouped by trade, approved change orders and site notes. No app or login needed.

Only what to build: scope by trade and category, approved extra work and site notes. Prices, costs, margins and contract totals are removed on the server, so trades never see money.

On the Jobsite Scope of Work card, tap Print jobsite flyer for a letter-size page with the job name and a large QR code to post in the trailer or on the site board. Or tap Copy link for trades and text it to your subs.

Office and admin users type gate codes, parking, dumpster location and safety rules into Site notes, then tap Save & notify crew. Everyone assigned to the job gets an alert, and the Scope of Work page updates right away.

Tap Log → Log a day. Pick the job; weather fills in automatically. Select the crew, describe work done, issues and visitors, and add photos. Tap Save.

Yes. Tap the microphone button next to any notes field and speak. On Pro, use Describe your day to have the AI organize your notes, review them before saving.

Your log and photos save on the phone and show as waiting to sync. They upload automatically once you're back online. Keep the app open or reopen it later to finish syncing.

Only if you turn on Share with customer for that log. Internal notes stay private.

Use the Clock in button on the job or the Time page. Tap again to clock out. Weekly timesheets are under More → Time.

Tap Estimates → New estimate and choose the job. Add groups (like Demo, Framing) and line items. Use Tab and Enter to move between cells. Type to search your cost catalog, or save a new line to the catalog.

Open the estimate and tap Send. Email it to the customer or copy the link to text it. You can also download a PDF.

Yes. Turn off Show line prices before sending; the customer sees descriptions and the total only.

The estimate is marked Approved, you get a notification, and their name, signature, time and IP address are saved. You can then invoice from it.

Go to More → Change orders → New, or open a job. Add the description, reason, line items and schedule impact, then send it for signature just like an estimate.

On Pro, when a daily log mentions extra work (e.g. 'owner asked for 4 more outlets'), Jobledgerhq flags it. Tap Draft change order to start one, you always set the prices.

Current contract = original contract + approved change orders. It updates automatically on the job.

Open the approved change order and tap Add to invoice. It can only be billed once.

Tap Invoices → New invoice. Bill a percentage or fixed amount of an approved estimate, add approved change orders, or enter your own lines.

For fixed-price jobs, Jobledgerhq won't let you bill past the current contract value. Add an approved change order to raise it.

On Pro, connect your payout account in Settings → Payments. Customers then see Pay now on the invoice link. Payments mark the invoice paid automatically.

Open the invoice and tap Record payment. Enter the amount, method and reference.

Yes, if reminders are on. Customers get emails 3 days before the due date, on the due date, and 7 and 14 days after.

Questions about your jobs ('What did we do at Oak St this week?', 'Which invoices are overdue?') and how to use the app ('How do I send a change order?'). Open it from the chat button in the app.

AI features are included on Pro and Pilot plans.

No. AI suggestions are only saved after you review and confirm them, and it never makes up prices.

Owners and admins go to More → Settings → Integrations and click Connect to QuickBooks. Sign in with your normal QuickBooks Online login, pick your company, click Connect, and you'll land back in Jobledgerhq. No API keys or developer account are needed.

When you click Sync now, sent, partly paid, overdue and paid invoices are copied with their lines and tax, along with their customers and every payment recorded in Jobledgerhq (card, check, cash or ACH). Drafts and voided invoices are not sent.

No. Each customer, invoice and payment is sent only once. Customers that already exist in QuickBooks with the same name are matched instead of copied.

Yes. Invite your bookkeeper as an admin, or have them sign in to QuickBooks during the Connect step. Only owners and admins can connect, sync or disconnect.

QuickBooks asks you to approve access again about every 100 days, or after a password change. Go to Settings → Integrations and click Reconnect.

Settings → Integrations → Disconnect. Nothing already in QuickBooks is deleted, and Jobledgerhq stops sending new items.

The live connection works with QuickBooks Online only. Desktop users can use the CSV export on the Invoices page.

1. Go to More → Appointments and tap New appointment. 2. Pick a customer, or choose + Add new customer to create one while booking. 3. Choose the type (site visit, estimate, etc.), date, time, address and who's assigned. 4. Tap Book appointment. You can also book from a lead with Book visit.

Yes, if they have an email and Send confirmation is checked. They get a branded email with the date, time and address, plus a calendar file to add it to their own calendar.

Jobledgerhq warns you when the assigned person already has a visit at that time. You can still book if you choose.

On the appointment card: tap Done when finished, the arrow button for directions, or open Past & closed to see completed and canceled visits.

Tap the calendar button on a scheduled appointment, then choose Google Calendar (opens with everything filled in) or Download .ics for Apple Calendar and Outlook.

1. On Appointments, tap Sync calendar. 2. Tap Apple, Google or Outlook, or copy your private link and paste it into your calendar app as a subscription. New and changed visits show up automatically (calendar apps refresh every few hours). The link is private to you, tap Make a new link if it's ever shared by mistake.

Field users only see appointments assigned to them, in the app and in their synced calendar. No prices or money details are ever included.

Owners, admins and office users see open jobs, money owed, overdue invoices, new website leads, pending approvals and AI change-order flags. Field users see their assigned jobs and today's work only.

On a computer, use the left menu. On a phone, use the bottom tabs (Jobs, Log, Estimates, Invoices, More). Everything else, customers, change orders, appointments, leads, reports, settings, is under More.

Tap the EN/ES switch at the top of the screen. Each team member's choice is saved to their own account. Names and notes you type stay exactly as entered.

On a computer, click How-To Guide at the bottom of the left menu. You can also download the full interactive PDF guide from that page in English or Spanish.

1. Open the job or the Time page. 2. Tap Clock in. 3. Tap Clock out at the end of the shift. Time is tied to the job automatically.

Yes. Office and admin users open Time, tap Add time or an existing entry, and change the job, date, start and end. Field users can add their own entries.

More → Time shows hours by person and by week. Use Export to download a CSV for payroll.

Go to More → Settings → Website leads. Copy your quote-request link, or the embed code for your web developer. Customers fill it in and the lead appears in Leads and on your dashboard.

You get a notification, and the customer gets an email confirming their message was received and someone will reach out.

Open More → Leads. Move it through New, Contacted, Quoted, Won or Lost. Tap Book visit to schedule an appointment, or Convert to create the customer and job in one step.

Yes. The code at the end of your link belongs only to your company, and leads go only to your account. Customers see your logo, colors and phone number. The jobledgerhq.com address is just where the form is hosted; use the embed code to put the form right on your own website.

Yes. Settings → Website leads shows a private API address and an example request. Treat that link like a password.

Your saved list of items and categories (labor, materials, subcontractors, equipment) used when building estimates and change orders. Find it under More → Line Items.

Open Line Items and tap Load trade pack. Pick your trade (remodeling, electrical, plumbing, roofing and more). Items come in with zero cost so you can enter your own prices.

Yes. Tap Import, download the template, fill it in with your items, and upload it back.

Stripe (card and bank) and Square (card). Connect either one, or both, in More → Settings → Payments. You can always record cash, check, Zelle, Venmo or Cash App by hand.

Owners and admins go to Settings → Payments and tap Connect Square. Sign in to Square and approve. Invoices then show a Pay with Square button.

As soon as Stripe or Square confirms the payment. The paid amount and status update by themselves, and a payment is never counted twice.

More → Reports shows revenue, collections, job profit and aging. Download CSV on every plan; charts, PDF and email reports are on Pro.

Tap the message button at the top of the screen to chat with your team or about a specific job.

The bell at the top shows signatures, payments, new leads, appointment assignments and AI flags. Tap one to open it.

Owners and admins manage Company (logo, brand color, tax, markup, terms), Team, Payments, Website leads, QuickBooks, Referrals and Subscription.

Settings → Referrals has your referral link. When a contractor you refer pays their first month, you get 30 days of your plan free.

Owners and admins go to More → Settings → Subscription.

Your data is never deleted. The account becomes read-only until you renew.

Email support@jobledgerhq.com with questions or if something isn't working, include the page and what you tried. You can also ask Ask Jobledgerhq how to do something.

Plan Takeoff lets office users measure areas (SF), lengths (LF) and counts (EA) directly on plan PDFs or images, then send those quantities into a draft estimate. It is in private beta for Pilot accounts only and will become the Takeoff plan ($249/month) once accuracy is proven.

1. Open the job and tap the Takeoff tab. 2. Tap Upload plan and pick a PDF (first page is used) or a PNG/JPG, up to 30 MB. 3. Upload each sheet separately and switch sheets with the sheet picker.

1. Tap Set scale. 2. Click both ends of a dimension you know, like a 20 ft wall dimension line. 3. Enter the real length in feet and tap Save scale. Use the longest known dimension for best accuracy. Changing the scale re-measures existing shapes.

Area: tap Area (SF) and click each corner, then Finish. Length: tap Length (LF) and click along the run, then Finish. Count: tap Count (EA) and click each fixture or opening, then Finish. Add a label first (for example Kitchen floor). Use Undo to remove the last point and zoom +/− for precision.

1. Create a draft estimate on the job. 2. In the Takeoff tab, tick the measurements you want. 3. Choose the draft estimate and tap Add to estimate. Lines arrive with quantity and unit but no price, enter unit costs in the estimate. Takeoff never invents prices.

Owners, admins and office users on Pilot accounts. Field users never see it. Results depend on a correct scale and drawings printed to scale, always double-check critical quantities against dimensions on the plans and report any variance to support@jobledgerhq.com.