How CrewQuote works

Every part of the app, what it's for, and when you'd use it. Start with the box below — it's the thing most people ask about.

New here? Start with the setup guide

Schedule, My Day, Calendar, Route — which one do I use?

Four screens in the menu all seem to be about "when and where." They are not the same thing, and this is where most people get lost. Here is the difference in one line each.

🔧

Schedule

Owner · Office admin (crew lead: view only)

The booking board. A week grid with a row per crew member. You create jobs here and drag them onto a person's day. This is the only screen where scheduling actually happens.

Use it to: book work, move work, assign crew.

☑

My Day

Crew · Crew lead

The truck screen. Just today's jobs for the person logged in — address, instructions, a Call button. Three taps: On site, Photo, Complete. No prices, no menus.

Use it to: do the work and mark it done.

📅

Calendar

Owner · Office admin

A month view of money and work, filled in automatically from your quotes and invoices. Payments landed, invoices due, quotes about to expire, follow-ups going out, jobs booked. You don't add anything here — it reads what's already there.

Use it to: see the month at a glance. Nothing is edited here.

📍

Route

Owner · Office admin

The day's jobs on a map, in driving order. Pick a date, it plots the stops and orders them so the truck isn't crossing its own path.

Use it to: plan the drive on a multi-stop day.

The short version: Schedule is where you put work on days. Calendar is where you look at the month. My Day is what the crew sees. Route is how you plan the drive.

1 · The core loop

Quotes → invoices → paid

Menu → Quotes

Everything in CrewQuote hangs off a quote. One document goes through five states and you never retype it:

Draft — you build it: pick the client, load a template or add lines, set Quote Valid Until, write notes and terms, Save Quote.
Sent — you text or email the client share link. Mark it Sent. The client opens it on their phone with no account and sees your logo, the lines, the tax and two buttons: approve or decline.
Approved — they tap approve (or you mark it after a phone call). It's timestamped. It now shows up in the "Approved, not booked" tray on the Schedule board, ready to become a job.
Invoice — the approved quote converts to an invoice with the same lines and tax. Nothing retyped, nothing to get wrong.
Paid — record payments as they land, including partial ones, so a deposit and a balance are both tracked against the same job.

Where people get stuck: a quote and a job are two different things. The quote is the price the client agreed to. The job is the day your crew shows up. Approving a quote does not book it — that's the next section.

2 · Booking the work

The Schedule board

Menu → Schedule · Owner and Office admin book and move jobs. Crew lead can see the whole board but not change it.

A week at a time, one row per crew member, seven columns for the days. Prev / This week / Next to move around.

Where jobs come from

Two ways, and both end up as a card on the board:

From an approved quote. The "Approved, not booked" tray on the left lists every quote the client said yes to that has no day yet. Click one and it becomes a job with the client, address and title already filled in. This is the normal path.
From scratch. + New job for work that never had a quote — a callback, a warranty visit, a favour. Title, client, address, start and end, full or half day, which crew, and instructions for the crew (this is the text they read on their phone, so write it for them).

Drag and drop

Drag a card onto a crew member's day to book it. That's the whole act of scheduling.
Drag it to another day to reschedule. No form, no confirmation.
Drag it into the Unscheduled tray to pull it off the calendar without deleting it — the job survives, it just has no date. Use this when a client cancels the day but not the work.

Job status

Every job carries one of these. The first two you set by dragging; the rest the crew set from My Day:

Unscheduled in the tray, no date Scheduled on a day, not started On site crew tapped it Complete done

Plus Cancelled, which hides it from everything without deleting the record.

Set up a half-day rhythm. "Full day" and "Half day" are quick buttons on the job form. Two half-day jobs stack cleanly on one person's day; most crews find that's the right unit for service work.

3 · In the truck

My Day

Menu → My Day · Crew, Crew lead (owners and admins see it too)

This is the screen a crew member opens in the morning. It shows only the jobs assigned to them, only for today. Each job is a card:

Client name, address, the instructions you wrote
Call — dials the client
On site — tap it when you arrive. The office sees the status change.
Photo — take pictures against the job (see Photos below)
Complete — tap when done. There's a Reopen if it was a mistake.

What a crew login does not show: prices, your margins, the client list, other people's jobs, anything about billing. That's on purpose. Seasonal staff come and go; your rate card shouldn't leave with them.

"My Day is empty." Nine times out of ten this means the job is on the Schedule board but not assigned to that person, or it's on a different day. Open Schedule, find the card, check whose row it's in.

4 · The month at a glance

Calendar

Menu → Calendar · Owner, Office admin

A month grid that fills itself in from your quotes and invoices. You never add anything to it, and you can't edit from it. It shows five kinds of thing:

What	Where it comes from
Payment	Money that landed — the date you recorded it
Due	An unpaid invoice's due date. Goes overdue once it passes.
Follow-up	The day an automatic reminder goes out on a sent quote (see Follow-ups)
Expiring	A quote's "valid until" date is coming up and the client hasn't answered
Job	A job booked on the Schedule board

The point of it is a Monday-morning question: what's due, what's overdue, what's about to lapse, and where's the crew this month? — answered on one screen without opening anything.

Calendar vs Schedule, once more: if you want to change when a job happens, that's Schedule. Calendar only shows it.

5 · The drive

Route planner

Menu → Route · Owner and Office admin. Crew don't see it — the addresses they need are on My Day.

Pick a date. Every job scheduled that day is plotted on a map and ordered into a driving route so the truck isn't zig-zagging across town. On a one-stop install day it's irrelevant. On a twelve-stop maintenance or snow day it's an hour of fuel and time. It's a planning tool for whoever books the day, not a sat-nav for the crew.

Addresses come from the client record, so a job with a vague address ("the farm past the bridge") won't plot. Fix the address on the client and it appears.

6 · Stop retyping

Templates

Menu → Templates

A template is a saved set of line items with prices. Load one into a quote and adjust quantities instead of typing the same eight lines every time.

Starter templates — 18 pre-built ones by trade. Add one to your library, then change the prices to yours. They ship with placeholder numbers, and those numbers are not your rates.
My templates — your own. Build one for each job type you quote regularly.

Template the boring jobs, not the interesting ones. The $400 callout you do twice a week is where the time goes — not the once-a-year big install.

7 · Your people

Clients & import

Menu → Clients

Name, phone, email, address, notes. Every quote and job hangs off a client record, so the address here is what feeds the route map.

Search finds by name, address, phone, email or anything in the notes. Phone numbers match with or without dashes.
Import from CSV — bring a list in from a spreadsheet or another system. Jobber exports work directly. Columns are matched by heading, so you don't need to rearrange the file first.
Tap a phone number to call, an email to mail — on a phone these are live links.

8 · Proof

Photos

My Day → Photo · or the job's page

Two ways photos get onto a job:

Crew upload — from My Day, tap Photo, take or choose pictures. They attach to that job with a timestamp. Before-and-after, the rot behind the fascia, the state of the lane before your float went down it.
Customer upload — if you use a Funnel (below), the person filling in your enquiry form can attach photos of the actual tree, roof or job. They land on the lead before you've even called them.

Photos taken with no signal are held on the phone and upload when it's back — see Offline.

9 · Who sees what

Team & roles

Menu → Account → Team · Team plan

Invite people by email and pick a role. Each role is a fixed set of permissions:

Role	Quotes & clients	Schedule board	My Day	Prices & money	Billing & team
Owner	yes	yes	yes	yes	yes
Office admin	yes	yes	yes	yes	no
Estimator	yes	no	no	no	no
Crew lead	no	sees the whole day	yes	no	no
Crew	no	no	own jobs only	no	no

The one to remember: Crew sees My Day and nothing else. Give the new hire a crew login and they get today's addresses and instructions, not your business.

10 · Leads

Funnels (lead forms)

Menu → Funnels

A funnel is a public web form with your branding on it. Put the link on your Facebook page, your Google Business profile, a QR code on the truck. When someone fills it in:

They become a client record automatically — name, phone, email, address, what they need
They can attach photos of the job
You get an email saying a lead came in

So the enquiry is in your client list before you've called them back, and you're quoting from a record instead of from a voicemail.

11 · Chasing, automated

Follow-ups & review requests

Menu → Profile → follow-up settings

Follow-ups

Turn it on, set a number of days. Any quote that's been sent but not answered gets a polite reminder email to the client after that many days — automatically. The day it's going to go out shows on the Calendar. You can see which quotes are due a nudge without doing anything.

Review requests

Paste your Google review link into your Profile. On any approved quote there's then a Request review button that emails the client a short thank-you with the link. Best used the day the job is finished and they're still pleased.

12 · No bars

Working with no signal

Automatic — nothing to switch on

Bush lots, concession roads, industrial parks at 3am. When the phone can't reach the server, CrewQuote keeps what you did on the phone and sends it the moment you're back in coverage:

A quote you built
A client you added
Photos you took
A job you marked On site or Complete

Everything goes up in the order you did it. There is no "offline mode" to remember to turn on and no "sync" button. You just use it.

Install it to the home screen. On Android and iPhone, open crewquote.ca in the browser and choose "Add to Home Screen." It then opens like an app and works better offline.

13 · Month end

Export to QuickBooks / Wave

Menu → Quotes → Send to QuickBooks

Downloads a CSV of your invoices in the layout QuickBooks Online imports (Gear → Import Data → Invoices). Wave takes the same file. Multi-line invoices stay grouped; the tax is its own column.

CrewQuote is not a bookkeeping system — this is how the numbers get to the one you use, without retyping them.

14 · Straight answer

What CrewQuote does not do

Better to know now than in week three of a trial:

No automatic recurring card charges. A weekly lawn cut is a template you reuse; the invoice is sent and paid, not auto-billed on a schedule.
No roof measurement, aerial takeoff, or cut-and-fill calculation. You bring the quantities.
No payroll, no bookkeeping, no inventory.
No construction-lien holdback tracking.
Not a tax service. It applies the rate you set and puts your GST/HST number on the invoice. It does not decide which rate applies or file anything.

Still stuck?

Email hello@crewquote.ca. Say what you were trying to do and what happened instead — that's usually enough to sort it in one reply.

Setup guide Open CrewQuote