Help

One page per feature, written for the thing you are trying to do. Nothing here needs a login, so you can read how any of it works before you sign up.

Getting started

Setting the business up, choosing a plan, and deciding which parts of the product you want.

  • Automations

    Set a standing instruction once — chase the quote, ask for the review, nudge the invoice — and it happens every time without anybody remembering.

    Every plan, with some parts on Professional or Crew

  • For you

    One queue of everything addressed to you across every job — mentions, client replies and what is waiting on a decision.

    Every plan, with some parts on Professional or Crew

  • Setting up and hiding what you do not use

    Answer a few questions about your business and the product turns off the parts you will never open — reversible at any time.

    Every plan

  • The dashboard

    The page you land on after signing in — whether you are getting paid, what needs you today, and how the year compares to last.

    Every plan

  • Your business details

    The name, logo and contact details that appear on everything your clients see, plus the settings the rest of the product reads.

    Every plan

Clients and properties

The people you work for, where their equipment is, and what they can see for themselves.

  • Clients

    Keep every client in one place, with their equipment, their agreements, everything you have said to them, and what their work has been worth.

    Every plan

  • Everything you have said to a client

    One thread per client — every text, email, note, reply, document and call — so "what have we told this person" takes one click.

    Every plan

  • Getting in, where they came from, and their PO number

    The three things people put in custom fields, built properly — site access, lead source, and the customer's own reference on the invoice.

    Every plan

  • Text messages and consent

    Text your clients reminders and prompts they actually read, with the consent record and opt-out handling the law requires.

    Professional

  • Units at a client's property

    Keep a record of the equipment you service at each property — what it is, when it went in, and everything you have done to it.

    Every plan, with some parts on Professional or Crew

  • What your client sees about your people and their job

    Publish a worker's name, face and role so a customer knows who is knocking, and share the photos and notes that show what you found.

    Every plan

  • When a client replies

    A client's text or hub reply lands on their job as a note and reaches a person, rather than waiting in a queue nobody opened.

    Every plan

Quoting and winning work

Turning an inquiry into a priced proposal, and a proposal into a signed job.

  • E-signatures and change orders

    Get proposals and change orders signed electronically, with the identity check and audit trail that make the signature stand up.

    Every plan, with some parts on Professional or Crew

  • Proposals

    Build a priced proposal in a guided wizard, send it, see when your client opens it, and have the job created for you the moment they sign.

    Every plan, with some parts on Professional or Crew

  • Service agreements

    Sell recurring work — maintenance plans, quarterly programs, seasonal schedules — and have the visits and the jobs produced for you.

    Every plan, with some parts on Professional or Crew

  • What your open quotes are worth

    Your win rate from your own history, and what the quotes currently out are worth at that rate.

    Every plan

  • Your pipeline on one board

    Every lead, captured call and open quote as cards in columns you drag between — one answer to what is in the pipe and what is stuck.

    Every plan

Scheduling and the field

Who is going where, in what order, and what the crew sees when they get there.

  • Appointments

    Book site visits, estimates and client meetings, link them to a job, and have your client reminded the day before.

    Every plan

  • Assigning work and the day board

    Put people on jobs, see the whole day as a lane per person, and move work between them without a group text.

    Every plan

  • Online booking and availability

    Publish what you can be booked for and when, and let customers pick a real time that fits your crew, your area and your travel.

    Every plan, with some parts on Professional or Crew

  • Putting yourself on the roster

    If you do the work yourself, you need a worker record — here is how to get one, and what stops working without it.

    Every plan

  • Route planning

    Turn a day's stops into a driven order with real arrival times, so you know when the crew reaches each door and when they are back.

    Every plan, with some parts on Professional or Crew

  • Taking a request and booking the visit

    Capture a call, a text or a walk-in as a job, check the address is somewhere you actually go, and book the first visit in the same form.

    Every plan, with some parts on Professional or Crew

  • The calendar

    One view of everything with a date on it — appointments, milestones, invoice due dates, proposal expiries and warranty follow-ups.

    Every plan

  • The crew's phone

    What a field member gets instead of the console — one day at a time, sized for a thumb, three taps to record what happened.

    Every plan

  • Who has which van today

    Give out vans and machines for the day, see them on the day board beside the work, and let the crew see what they were given.

    Every plan

Doing the work

The job itself — the steps, the readings, the photos and the record of what was done.

  • Equipment readings, service and cost

    Track hours and readings on a machine, know what it is due for, and see what it actually cost a job.

    Every plan

  • Field service compliance

    Record regulated work to a fixed shape, keep licenses current, lock finished records and export what a regulator asks for.

    Every plan, with some parts on Professional or Crew

  • Job checklists

    Write down the steps a kind of work always needs, have the crew work them in order, and stop a job closing until the required ones are answered.

    Every plan, with some parts on Professional or Crew

  • Jobs

    The record every other part of the product hangs off — the work, who it is for, what was done, what it cost and what it made.

    Every plan, with some parts on Professional or Crew

  • Measurements and readings

    Define what your business measures, take readings against the thing measured, and see what it read last time.

    Every plan

  • Mentioning a teammate in a note

    Type @ in a job note to reach somebody, and see who has read it.

    Crew

  • The voice assistant

    Say what happened instead of filling in a form — and see the filled-in form before anything is saved.

    Professional

Billing and getting paid

Invoices, milestones, online payment and chasing what is owed.

  • Getting set up to take payment

    Connect a payment account so clients can pay an invoice online, and see clearly whether you are actually set up before you send one.

    Every plan

  • Invoices and getting paid

    Bill a job, email your client a link they can pay by card, and have the payment recorded against the invoice without you touching it.

    Every plan, with some parts on Professional or Crew

  • Invoicing several jobs at once

    Pick the completed jobs nobody has billed yet and make all their invoices in one go, then send them together.

    Every plan

  • Milestones

    Break a job into stages with their own amounts and due dates, so you and your client both know where the work is and what is billable now.

    Every plan

  • Tips

    Let customers add a tip when they pay an invoice online, kept as your income rather than folded into the job's revenue.

    Every plan

Costs and profit

What a job cost, what you kept, and which kinds of work are worth doing.

  • Approving hours and sending them to payroll

    Review a pay period person by person, approve it, and export a file for your payroll provider instead of retyping a week.

    Every plan

  • Comparing jobs against their estimates

    One report across every job — which are healthy, which are bleeding money, and how each is tracking against what it was quoted at.

    Every plan

  • Connecting a bank account

    Pull your bank and card transactions in automatically and match them against your expenses, payments and income — with you deciding every match.

    Professional

  • Expenses

    Record what you spend, against a job or against the business, and scan a receipt to fill the form in for you.

    Every plan, with some parts on Professional or Crew

  • Exporting to QuickBooks

    Three files your bookkeeper can import straight into QuickBooks Online — customers, invoices and expenses — instead of retyping a quarter.

    Every plan

  • Hours against the estimate

    See whether a job is taking the hours it was sold at, which jobs are bleeding hours right now, and who logs what.

    Every plan

  • Job costing and margins

    Price work from real labor rates and reusable templates, then watch the estimate against what the job is actually costing while it is still running.

    Every plan

  • Margin alerts

    Get told while a job is still running that its margin is slipping, with the dollar impact, the reason, and what to do about it.

    Every plan

  • Mileage

    Log business trips with the date, the purpose and the distance, against a job or against the business, and export them for tax time.

    Every plan, with some parts on Professional or Crew

  • Target margins

    Write down once what a good margin looks like, for the business and per kind of work, so every page can tell you whether a number is good.

    Every plan

  • Tax reporting

    A tax summary in Schedule C categories, a set-aside figure for quarterly payments, and the 1099 totals for your subcontractors.

    Every plan

  • Time tracking

    Log hours against a job in quarter-hour steps, mark what is billable, and turn billable time into an invoice line.

    Every plan

  • What you owe each subcontractor

    Approved hours against payments recorded, per pay period, with the balance carried forward so an unpaid week is still owed next month.

    Every plan

  • Which kinds of work make money

    One report grouping every job by its kind of work, so you can see what water heaters make and what the gutter work costs you.

    Every plan

Your business online

Your public page, online booking, and the page each client gets.

  • Client referrals and where your leads come from

    Give each client a link to pass on, credit the work it brings back to them for thirty days, and see which sources actually turn into money.

    Every plan, with some parts on Professional or Crew

  • Letting clients ask for a visit

    Take a request from your public page or a client's own link with the date and window that would suit them, and let them call a visit off from the page that tracks it.

    Every plan

  • Telling your customer somebody is on the way

    When the crew taps En Route, your customer gets a text and a page showing who is coming, when, and what van to look for.

    Every plan, with some parts on Professional or Crew

  • Warranties on your client's page

    Your client can see whether they are still covered — labor and materials, through what date — without ringing to ask.

    Every plan

  • Your client's own page

    One link where a client sees every quote, agreement, invoice and change order they hold with you — with no account and no password.

    Every plan

  • Your public page

    A shareable page for your business with your details, your hours and a quote form that feeds straight into your leads — no website needed.

    Every plan, with some parts on Professional or Crew

Your account and your data

Sign-in, your team, what we store, and getting your data back out.

  • Importing and exporting your data

    Bring your client list, price book and equipment in from another system, and get any list back out in the same columns.

    Every plan

  • Keeping the account secure

    See every device signed in, get told when a new one appears, and require everybody in the business to use a second factor.

    Every plan

  • Passkeys

    Sign in with your face or your fingerprint instead of a password — faster on a phone, and impossible to phish.

    Every plan

  • Plans and billing

    What Starter, Professional and Crew each include, how the transaction fee works, and how to change or cancel your plan.

    Every plan, with some parts on Professional or Crew

  • Referring another business

    Invite another business to SMG Tools and earn credit on your own subscription when they become a paying customer.

    Every plan

  • Signing in

    Sign in with an email and password, with Google or Microsoft, or with a passkey — and add a second factor to protect the account.

    Every plan

  • The links you send clients

    Every client link is short, expires, can be revoked, and is protected in proportion to what it can actually do.

    Every plan

  • Webhooks and an inbound lead address

    Have other software told when something happens in SMG Tools, and let a form or a lead service outside it create a lead here.

    Every plan

  • Your data and your rights

    Download everything your account holds, delete your personal data, control cookies, and see exactly who else touches your information.

    Every plan

  • Your team and what each person can do

    Invite people as Owner, Manager or Field, and each gets a product shaped by that choice.

    Crew

Building something against this? /help/index.json is every section with its anchor, and /llms.txt is the same thing for a language model.