How EvoTasks works — every feature, every flow

01 What EvoTasks is

EvoTasks is field-service management software for home-service businesses — HVAC, plumbing, electrical, cleaning, pest control, and roofing shops. It replaces the whiteboard, the pile of sticky notes, the "text you'll get to later," and the re-typing between spreadsheets with one place where every job lives, from the first customer request to a paid invoice.

Who logs in

• The business — owner and staff (office, dispatchers, technicians, accountant) use the full web app.
• End customers (homeowners) — normally don't log in. They get links (estimates, invoices, job tracking) and notifications by email/text, and can use a passwordless customer portal via a secure magic link.

How you access it: a web app in any modern browser. Nothing to install.

02 Core concepts

• Business (tenant). Your company. All your data is completely isolated from every other business on EvoTasks.
• Users & roles. The people who log in; each role controls what they can see and do.
• Customer. A homeowner/property you serve — the anchor every job, estimate, invoice, and plan attaches to.
• The "one record" model. Customer → Estimate (optional) → Job → Invoice → Payment. Enter details once; they follow the work. No re-typing.
• Price book (service items). Your reusable catalog of priced services and parts.
• Statuses. Jobs, estimates, and invoices move through clear statuses so everyone knows where the work stands.

03 Roles & permissions — who can do what

EvoTasks uses permission-based roles. There are 7 roles; role changes take effect at next login. Owners can open a built-in "What each role can do" guide on the Team page.

Owner-only: billing/plan, payouts & Stripe Connect, team admin (deactivate, change roles, regenerate join code), and AI configuration. The menu and every server action enforce these.

04 Getting started flows

4.1 Owner sign-up (start a new company)

1. Go to Sign-up and choose Owner / business.
2. Enter your business name and the email you'll log in with (use your Google account's address).
3. Pick a plan — Starter, Growth, or Pro (monthly or annual).
4. Enter card details in Stripe Checkout. New signups start on a free trial; approved waitlist businesses also get one month free.
5. EvoTasks provisions your company automatically: tenant, owner account, plan, and a technician join code.
6. Log in with the same email and start in your ready-to-use workspace.

4.3 Technician self-sign-up (join an existing company)

1. The tech chooses Technician at sign-up.
2. They enter the company join code (shared by the owner; shown on the Team page).
3. They confirm the company, add their details, and submit — creating a pending join request.
4. The owner/manager approves or declines on the Team page (approval counts against plan seats).
5. Owner and tech both get confirmation emails.

4.4 Inviting a team member directly

Owner/Manager opens Team → invite, enters an email, and picks a role. Adding people beyond your included seats simply expands your subscription (billed per extra seat) — you're never hard-blocked.

05 The app, module by module

A left-hand menu (what shows depends on your role): Dashboard, Customers, Jobs, Schedule, Estimates, Invoices, Messages, Analytics, Reviews, Campaigns, Team, Team Chat, Import, Settings, plus AI Command in the top bar. The sections below walk each one end to end.

06 Customers (CRM)

The list shows every customer with contact, address, tags, and balance. Search by name/email/phone, filter by tag, show/hide archived.

Create a customer

1. Click New customer.
2. Enter name, contact, service address, and tags (e.g., "VIP", "HVAC").
3. Save — the address is geocoded for maps and dispatch distance.

The customer record (the "one record")

Open any customer for tabs: Overview (contact, map, and a Financial summary of outstanding balance & lifetime value), Notes, Jobs, Invoices, and Plans. Everything for that customer lives here — the core of "nothing re-typed."

Also: Edit, Archive (reversible), and Re-send portal link.

07 Jobs

A job is a unit of work for a customer. Statuses: Unscheduled → Scheduled → In progress → Completed (plus On hold / Cancelled), set with one-click buttons on the job page.

Create a job

1. From Jobs → New job (or a customer's page, or the AI Command bar).
2. Pick the customer, add title/description, set priority, and optionally schedule & assign crew.
3. Optionally tick Repeat monthly to make it recurring.
4. Save.

The job detail page

Details (description, address, priority) · Schedule (window, Reschedule, Repeat-monthly toggle) · Crew (assigned techs + a Suggest dispatch button) · Invoice (created automatically on completion) · Photos (field uploads).

Completing a job → invoice

1. Mark the job Completed.
2. EvoTasks auto-creates an invoice, pre-filled from the job and customer, ready to review and send.

08 Schedule & dispatch

The Schedule is a week view, a column per day, technicians color-coded. Each card shows time, title, and customer.

Reschedule by drag-and-drop

Grab a job card, drag it to another day, and drop — the schedule updates instantly.

Route optimization & smart dispatch

• Optimize route orders a tech's stops into an efficient driving route.
• Suggest ranks technicians for a job by skills, workload, and distance.

09 Estimates & quoting

Build & send an estimate

1. From Estimates (or a customer/job), add line items from your price book or custom lines; totals calculate automatically.
2. Optionally set a deposit and a valid-until date.
3. Save (a brief "Estimate saved" banner confirms).
4. Send it — the customer gets a public link to view and Accept or Decline (no login).

Dynamic pricing hints

EvoTasks suggests prices from your recent accepted prices and seasonality. Under-priced lines show an amber hint; a low overall margin triggers a warning. Set your threshold in Settings → Pricing.

Satellite / property measurement

1. Open the measurement tool on the estimate.
2. Draw a polygon around the roof/area on the map.
3. Use this measurement — the square footage saves onto the estimate.

Accept → auto-convert to a job

When accepted (by you, in the portal, or via public link), EvoTasks auto-creates an Unscheduled job and notifies the owner on customer self-accept. A deposit, if set, offers a "Pay deposit now" Stripe checkout.

10 Invoices & payments

• Created automatically when a job is completed (or manually).
• Send → the customer gets a public invoice link and pays by card via Stripe; the balance updates automatically.
• Manual payment recording for cash/check/transfer keeps balances accurate.
• Deposits from accepted estimates are tracked against the job/invoice.
• Instant payout lets connected owners move collected funds to their bank (double-pay-guarded).

Accept card payments (Stripe Connect)

1. In Settings, start Stripe Connect onboarding and complete Stripe's verification.
2. Once connected, online card payments and payouts are enabled; status shows in Settings.

Currency: set yours in Settings → Currency (USD, CAD, GBP, EUR, AUD, TTD, JMD, BBD, GYD, BZD, XCD); it drives all money display and charges.

11 Maintenance plans & recurring work

Maintenance plans

1. In Settings → Maintenance Plans, create a plan (name, price, cadence, visits/year, included services).
2. Enroll a customer from their record (Plans tab).
3. EvoTasks auto-creates scheduled visits on due dates with the customer's last-used tech, and notifies the owner.
4. Renewal reminders go out automatically as the plan nears renewal.

Recurring jobs (simple "repeat monthly")

Tick Repeat monthly on a job; each month EvoTasks clones a scheduled occurrence with the same crew and pings the owner. Cancelling the job stops future repeats.

12 Messaging & the AI assistant

Messages is a shared inbox across SMS, email, and the portal; each conversation ties to the customer record. The AI virtual assistant can draft or auto-send replies grounded in that customer's context, with a configurable delay so a human can jump in first. All AI messaging is rate-limited and safety-wrapped.

13 Reviews & reputation

1. Log a review (rating, text, source).
2. See a reputation summary — average rating, total reviews, response rate.
3. Use "Draft with AI" to generate a professional response you can edit and post.

14 Campaigns & marketing attribution

1. In Settings → Marketing, generate UTM tracking links for your channels.
2. When a customer arrives via a tracked link and requests a quote, EvoTasks records the source (first-touch).
3. In Analytics → Campaign ROI, see reach and revenue by campaign.

15 AI tools

All AI runs through one safety layer (rate-limited, prompt-injection-hardened, scoped to your business only).

• AI Command (top bar) — type a request in plain English and the app performs it.
• AI Estimator — helps draft estimate line items.
• AI Assistant — drafts/auto-answers customer messages.
• AI Import — reads your spreadsheet and suggests column mappings.

16 Import — bring your data in

1. Go to Import and upload a CSV of customers or price-book items.
2. AI suggests the column mapping.
3. Review and correct the mapping.
4. Confirm — EvoTasks imports the rows with live progress.

Job import is intentionally not supported — customers and price-book only.

17 Self-quote — let customers price themselves

1. Turn it on in Settings → Self-Quote and share your permanent public link (/quote/your-company).
2. A prospect fills the form; EvoTasks creates an estimate and captures them as a lead (with attribution if they came from a tracked link).
3. The estimate follows your normal accept → job → invoice flow.

18 Team management

• Invite staff and assign roles (managers assign only operational roles).
• Change roles / deactivate people (owner-only).
• Role guide — what each role can/can't do.
• Join code / Crew panel — copy/regenerate your join code and approve/decline pending technician requests.

Team Chat is a separate internal staff chat (not visible to customers).

19 Settings

20 The customer portal — what your customers see

Customers get a passwordless portal via a magic link you send. Inside they can:

• Dashboard — overview of their activity with you.
• Jobs — see and track job status (including "tech en route").
• Invoices — view and pay online.
• Quotes — Accept / Decline estimates (accepting can trigger a deposit and auto-creates the job on your side).
• Messages — message your team (these land in your Messages inbox).

Customers who skip the portal still get public links (estimate, invoice, quote) and email/SMS notifications — no login required.

21 Notifications

• Staff get real-time in-app notifications.
• Customers get branded email and, where enabled, SMS for time-sensitive updates (reminders, "tech en route").
• Owners are auto-notified of key events (a self-accepted estimate, an auto-created maintenance visit).

22 Billing, plans & seats

Starter, Growth, and Pro tiers (monthly/annual). Each includes a set of full seats and more capability; Pro includes unlimited seats. New sign-ups start on a free trial; approved waitlist businesses get one month free.

Seats — never blocked from adding staff

Inviting past your included seats expands your subscription automatically (prorated); deactivating removes the charge. Settings → Subscription shows the exact breakdown. "Manage billing" opens the Stripe portal to switch plans, update your card, and download invoices. If a payment fails, access is limited until billing is resolved, with clear prompts to fix it.

23 Security & your data

• Your data is isolated — every record is scoped to your business; no other company can see it.
• Stripe handles payments — EvoTasks never stores raw card numbers.
• Roles limit exposure — people only see what their role allows.
• Safe links — public estimate/invoice/portal links use secure, expiring tokens.
• AI is scoped & safe — limited to your data, rate-limited, and hardened against prompt-injection.
• Accessibility — public pages target WCAG 2.1 AA, with a published Accessibility Statement.

24 Glossary