Guides, answers and what’s new

Understand what each team member can see and who can change access.

An owner invites each person with their work email and sets their role from Admin → Team → Edit. Each member signs in to their own account.

• Owner: company, billing and team roles.
• Office: office work and company settings, with team role changes reserved for owners.
• Lead tech: office and field work, including quotes, with no Admin access.
• Technician and Apprentice: OnSite access for assigned work.

The last active owner cannot be removed or demoted. Ask an owner when your work needs different access.

Find the customer and continue their current work.

Use the Find work button in the sidebar (on a phone, open the menu first), or press Ctrl/⌘ + K on a computer. Search by name, phone number or address, not just name.

1. Start typing. Results appear live, each with their address, phone and how many jobs are open.
2. Tap a result to open their card: tap-to-call, tap-to-email, balance due, and their active and past jobs.

Typing a phone number like 5551234 will still find (555) 123-4567. No need to match the formatting.

Check the customer document before sending.

1. Start a New Job (top-right, or from a customer’s page).
2. Add the scope: type it or tap Dictate and talk. Add job photos.
3. The AI drafts a Supply List. Review & Approve the items (swap suppliers if needed).
4. Set the labor hours and rate. That’s your quote total.
5. If QuickBooks is connected, tap Add tax & finalize for the all-in number. If it isn’t, enter the tax in the send box before sending.
6. Tap Send to customer, check the review box, then Send quote. The app emails it with the PDF and an accept link. Or Download Quote PDF to send it yourself.

Review the supply list and supplier routing before preparing a purchase order.

1. On the job, once the Supply List is approved, tap Download PO.
2. Multiple suppliers split into one PO each, routed by brand.
3. Hand it to the counter. There are no prices on it; they quote your account rate.

PO button greyed out? Approve the items first. The PO builds from approved items.

Plan visits and keep your own calendar connected.

On a job, set a start and end time. To see jobs on your own phone or computer calendar:

1. Go to Schedule → Add to my calendar and copy the My Jobs link.
2. iPhone: Settings → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar → paste.
3. Google (do this on a computer): Google Calendar → Other calendars → From URL → paste.
4. Outlook: Add calendar → Subscribe from web → paste.

Reschedules sync on their own (Google can lag about 24 hours). Techs can add time off from My Calendar in OnSite.

Capture a visit and leave a clear handoff for the office.

Techs sign in and land straight in OnSite, the phone app. It’s built for one-handed, no-typing use.

1. Open your job, snap photos and dictate notes. No manual forms.
2. At close-out, dictate any extra work. It drafts a change order for the office to price.
3. Adjust the van items you actually used.

Everything in the field is a draft. Nothing bills or finalizes there; the office finishes it. It works offline and syncs when you’re back on signal.

Review the completed work, invoice and remaining balance.

1. When the job’s done, Build the invoice. It’s Original Quote + Change Orders, using the actual hours logged.
2. Walk the review checklist, then Review & send invoice. The preview shows the tax and wording and sends from the app. Download PDF stays on the right.
3. Record payments as they come in. Partial payments are fine; the balance stays due until it clears.
4. With QuickBooks connected: Add tax from QuickBooks, and Sync from QuickBooks pulls payment status onto your dashboard.

Connect accounting when you need tax and payment sync.

1. Go to Admin → Integrations → QuickBooks → Connect and sign into your company.
2. Tax then flows onto quotes and invoices, payments sync back to your dashboard, and job costs push over as expenses.

Money and tax always live in QuickBooks. The app never computes tax or moves funds. If tax shows $0, that’s your QuickBooks tax setup, not a bug.

Keep the office app or OnSite one tap away.

iPhone / iPad:

1. Open Safari and sign in first.
2. Go to the page you want: the office app, or the OnSite install page (that page installs it for you).
3. Tap the Share button → Add to Home Screen.

Use the Share button, not the app-switcher or swipe-up. Swipe-up re-adds an old copy with the wrong name. Be signed in and on the real screen (not the login page) when you add it.

Android: open Chrome, sign in, tap the ⋮ menu → Install app.

Computer: in Chrome or Edge, click the install icon in the address bar.

Capture notes with your voice, then review before saving.

Anywhere you see Dictate, tap it and just talk.

1. Say “period”, “comma” or “new line” and the punctuation applies.
2. Review the text before saving.

Works best in Chrome on Android. On iPhone, use the keyboard’s mic if dictation is quiet.

Find answers about supply lists, payments and missing controls.

The AI prices look off.

They’re estimates. The counter quotes your real account rate. The supply list is about getting the right items, not exact pricing.

Do I need QuickBooks?

No. But if you connect it, that’s where tax and payments live. The cheapest real plan (Simple Start) is enough.

A button seems missing.

Some controls show only when they apply. For example, Download PO appears after you approve items.

My OnSite icon has the wrong name.

Re-add it with Share → Add to Home Screen (not swipe-up) while signed in and on the /field screen.

Reach the team with the page, job number and what happened.

Email support@runyourtrades.com. Bugs, ideas and questions all go there, and a real person replies. Include the job number if it’s about a specific job.