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How to do everything in Crewtavo: quotes, jobs, the schedule, the field app, invoices and your team. Written for the people who run and work in a business, not developers.

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New here? Start with setting up Crewtavo on Railway.

Start here: OwnersOfficeSalesCrewsSubcontractorsYour clients

Getting started

Set up Crewtavo, create your business, bring your clients over, invite your team and find your way around.

• Set up Crewtavo on Railway
• Create your owner account and business
• Set your business details, tax and defaults
• Choose a trade preset
• Invite your team and set roles
• Switching from Jobber
• Add your logo to quotes, invoices and emails
• Find your way around: Home, Create, your phone and notifications
• Find anything with search

Sales and quotes

Requests, quotes, your price list, options, booking forms, and what to do when the client says yes.

• Take a request and book an assessment
• Create and send a quote
• When the client says yes: approve, convert to a job and take the deposit
• Follow up on quotes with the Sales board (pipeline)
• Set up your price list
• Offer Good, Better and Best options
• Make your estimates and invoices look like your business
• Write your contract terms
• Put a booking form on your website

Measuring, roofing and paving

Measure a yard, a roof or a parking lot from the aerial, and turn it into an estimate.

• Measure a yard or a roof (cut out the house, set the pitch)
• Get a roof estimate out from the aerial
• Bid a paving job from the aerial

Jobs and the schedule

One-off and recurring jobs, the schedule, routes, crews, checklists, plans and equipment.

• Create a job or recurring service
• Schedule visits and organize mowing routes
• Run the schedule day to day
• Set up crews and checklists
• Upload and manage plans for a job
• Track equipment and maintenance

In the field

For crews and subcontractors: your day, your visits, and what to tap on the job.

• Your day in the field: My day and working a visit
• Your jobs and paperwork as a subcontractor

Invoices and payments

Invoice a job, take and record payments, write off what won’t be paid, and see your money.

• Create an invoice and get paid
• Charge clients' saved cards automatically (autopay)
• Write off an invoice that won't be paid
• See your money and how the business is doing

Clients and messages

Clients and properties, texting and email, the Client Hub, automations and marketing.

• Add clients and properties
• Text and email clients from Messages
• The Client Hub (your clients' portal)
• Your account with your service company
• Automate reminders and follow-ups
• Marketing: campaigns and promo codes
• Ask for Google reviews
• Referrals and referral credits
• Post to Facebook, Instagram and Google

Your team

Roles, signing in, your profile and phone, timesheets, subcontractors and the knowledge base.

• Roles and permissions: what each person can see and do
• Sign in, reset a password and get back in
• Your profile, notifications and Crewtavo on your phone
• Track time, breaks and where people clock in
• Write guides for your crew in the knowledge base
• Add a YouTube or Vimeo video to a guide
• Work with subcontractors: paperwork, sign-in, pay and job offers

Connections

Apps: Stripe, QuickBooks, Zoho Books, email, texting, calendars, Claude and ChatGPT, and more.

• Install and manage apps (integrations)
• Take payments with Stripe
• Send email from Crewtavo
• Connect Claude and ChatGPT
• Google Calendar and other calendars
• Talk to your team with Team chat
• Map imagery for measuring (Google, Esri and free)
• Sync with QuickBooks Online
• Sync with Zoho Books
• Edit your website from Crewtavo with Sveltia CMS
• Find paving with fal.ai
• See who visits your website with Website Analytics
• Price roof materials from your ABC Supply account
• Connect your website's own form with Website Forms
• Take job applications from your website with Careers
• Text clients with Twilio
• Keep every file in one place with Drive
• Bring in your Google reviews with Google Business Profile
• Post to your Facebook Page and Instagram

Hosting and upkeep

What Railway costs, your own domain, updates, backups and self-hosting.

• What Railway costs
• Use your own domain
• How Crewtavo updates
• Back up and export your data
• Self-host with Docker
• Optional settings
• Manage storage space

Troubleshooting

What a message means and how to fix it.

• The guided setup didn't finish
• "Finish setting up Crewtavo" or "Crewtavo is starting up"
• Find your Crewtavo's address
• Emails aren't arriving
• Crewtavo stopped after the Railway trial
• Railway didn't accept the sign-in

Help and support

Where to ask when the docs don’t answer it.

• Getting help

Using ChatGPT or Claude? Every page has a Markdown copy, and llms-full.txt has all of them in one file. Paste either link into your assistant and ask away. Still stuck? Ask on GitHub.