Every figure here is worked out by the same code that prices a real ticket —
so what you see is exactly what the customer gets charged. Pick an account
type to see how each kind of call prints.
A whole invoice, top to bottom
Exactly what gets emailed — pick a real work order to see it.
Opens in the small built-in browser. Fine on a computer; on an iPhone the
picture usually stutters.
Who hears the cameras
Post a Photo
Send one up
Ideas from the team
Our listtype straight into it — it saves as you go
Who
What we want changed
More detail
Priority
Where it's at
Notes
Photo / video
Nothing on the list yet — hit + Add a row.
Raised by the team
Phone
🌴 Time off history
Half days count as ½. Taken = up to today; scheduled = booked, still ahead. Click a name for every day. Vacation resets every January 1: 6 months worked = 5 days, 1 year = 10, 5 years = 15. A new hire gets 5 days when they reach 6 months. No carry-over; no vacation June–August. “Vacation” and “Paid Time Off” count.
📣 Community
Reminders, happy holidays and inspirational posts. The office writes them; everyone on the team can read them.
📝 My notes
Only you see these. Write them in the My notes pad on each piece of equipment on a work order.
📋 Parts purchased / not billed
Your audit. Every part on a vendor bill that's posted in AP and tied to a work order, where the bill's own line isn't on the customer's invoice. A look-alike part the tech typed doesn't count until you use the bill's line in the green Parts purchased panel. Parts that were returned, put in stock or coded to an account are left off. Open the work order and add it, use the bill's line, return it or stock it — it drops off this list.
🔁 Returns for credit
Every old part a tech kept for the manufacturer's warranty. Beatriz, Bertha and Sandy are told to expect it when the tech saves the work order. Log when it arrives, when it went back for credit (and how much is due), and when the credit memo came in.
📅 Last PM report
📋 Master PM list
The units currently at each PM customer's location. It fills itself as techs tag machines on work orders, plus anything added in Machines & tags. A unit that's gone is removed, not deleted — it stays in the history.
🏷 Machines & tags
Every machine on file, by customer. Fix a tag # right in the box and press Enter — the old tag keeps pointing at the machine, so its history still shows. Office only.
🛒 Sold equipment serials
Office only. When you bill a machine we sold, add its serial number and the manufacturer's warranty time frame here. When a tech types that serial on a work order, they see “We sold this machine” and, while it's under warranty, the “do not throw away any part” warning. Only the office sets the time frame.
✉️ Sent emails
Read receipts for email the portal sends. Each person gets their own copy, so you see exactly who opened it. Some mail apps block images, so “not opened yet” can also mean they read it with images off; iPhone Mail may show it opened as soon as it arrives. Invoices emailed by QuickBooks show their views in QuickBooks.
The shaded columns are ours only — vendor, part number, cost, freight and markup never appear on the customer's estimate. They see the description, qty and price.
Type what the vendor charged for freight — it gets split across the part lines below. Freight is never marked up.
⚠ This is a live invoice (). Saving rewrites it in
QuickBooks — the customer's copy and the books both change. Nothing is
saved here unless QuickBooks accepts it first.
— makes the real QuickBooks invoice from these lines and emails it with the CardX PAY NOW button. No approval step.
Customer said yes?— saves it, then Bill it turns the estimate into the invoice
Chat office & techs — @name pings their phone
Time Clock
All times Central. Tap a day's hours to see and fix the punches.
All Bills
Type an invoice number and the bill pulls up, even if it's archived · 200 or $200 finds bills totalling $200 ·
johnstone finds every Johnstone bill · a part name, a PO, a work order, a customer.
🧾 Send a receipt to the office
What is it?
Job *
My receipts
Loading…
Upload a receipt or credit memo not tied to a job — truck stock, shop stock, tools, parts-house credit memos
📤
Drop the invoice here
PDF or photo — or click to choose. Several at once is fine.
ENTER IT IN QUICKBOOKS — a bill or a credit memo goes into accounts payable
This posts the parts house's credit memo as a vendor credit in accounts payable —
money they owe us. Tick cr on any line that is a return or an overpayment and it goes on
as a negative; the rest stay positive. The document nets to the credit. Give each line its home:
a new, unused part sent back goes where it came from (shop stock, the truck, the job);
a line set to Warranty is matched by part number and logged in Returns for credit for you; any other part line can pay off an unused part sent back.
← press Verify first; then this turns green
PAY IT
This writes the payment in QuickBooks and closes the bill — it moves money on the books.
Notifications
ADDITIONAL WORK DONE (BILLABLE AND WARRANTY)
MIC Project
Projects
Bill ↔ work order
📦 Warranty parts — project jobs
Every part the factory is sending at no charge, on every project. The crew taps “Tell the office it’s coming” on the project sheet; tick Received here when it’s in.
📋 Additional work report
Every job that came out of a project's ADDITIONAL WORK NEEDED — and whether it was billed. Search a part or word (“controller”), a unit (“2C”), a project or a WO.
Project
Calendar
Colors
Tagsred — run rules & parts (PUP, POT, PO, RTC, HOLD…)P@S — part at shopWAITING ON APPROVAL
✨ Chat notes
⚠ READ BEFORE YOU DISPATCH ⚠
Remind me in days
Bill this part on a work order
Edit customer
Ours only — none of this goes to QuickBooks
Whatever you type here gets turned into the pop-up warning dispatchers see when they send a call to this customer. Hours, gate codes, call-ahead rules, "no service until paid" — put it here.
Managers & contacts
Fix stock count
⛔ CREDIT HOLD
Inventory
Events
📌 Event
Other days off — the same request, on other dates
On
Every
Event ends
Also on this event
— shows on their calendar too
Customers
Email
Team sign-in
Getting someone signed in
Send a link emails them a button that signs them in — good for an hour,
works once. If it doesn't arrive, have them check spam, then use
Set a password instead: type one here, read it to them, and they sign in
with their username. That path doesn't depend on email at all.
Calendar
Dispatch
New Job
Also on this job
— it shows on their calendar too; any of them can start the work order
Internal chat @name pings their phone
Credit Holds
Lease Accounts
Lease account
Truck Map
Tracking check
which van goes with each tech, and how far it is from today's stops
Click Check now.
Route the day
The run — drag to change it
New
New Service Ticket
Ran by
Assigned to
Customer & Location
Type of call — set on the job by dispatch
Was this a callback? *
Did we buy a part? one answer per piece of equipment — the invoice goes with the equipment it was bought for
🚚 My parts to sellapproved to keep on the truck — sell at this price
🧾 Parts bought for this job accounting only — make sure each one got billed
🧾 Vendor bills for this job what we paid — open one for a warranty claim
Ticket Totals
Rates for this ticket
Prefilled with this customer's usual rates — change them if this job is different.
What we paid — vendor invoicesoffice only — never on the customer's invoice
Vendor
Part / what we bought
Qty
Our cost ea.
Invoice #
Total
Photos of vendor invoices go in All Bills on the dashboard.
Attachments anything else for this work order — permits, readings, a manual page. Ours only; never sent to the customer.
or drag files onto the box
Estimates on this work order office only
Internal chat office & techs — never sent to the client · @name pings their phone
Pick a customer — the chat opens as soon as the work order gets its number.
Authorization to start work — optional · once per ticket, on the first visit
Customer Sign-Off *— a signature, or check the box below
Transfer This Ticket
Share Photos & Video
Creates a private link to this ticket's photos & video — good for 30 days,
no login needed to view.
Send the Manager a Copy
A copy of this work order — what was done and what it comes to.
Not an invoice, nothing is due from it. The office checks the billing
and QuickBooks sends the invoice afterwards.
Closed — no invoice. Kept in the customer's file for the records.