Workhand Setup Guide

Sign up and create your account

1. Go to workhand.app or download from the App Store / Google Play
2. Tap Sign Up
3. Enter your email and a password
4. Tap the verification link in your email
5. You're in

A company record was created and you're the owner. You're on the Free plan (1 active job, 1 user). Pro and Team plans have 14-day free trials.

Set up your business profile

Makes every document you send look like it's from your business, not generic Workhand.

1. Tap the Settings tab
2. Tap Business profile
3. Fill in business name, address, phone, email, and upload a logo (500×200px JPG/PNG works best)
4. Tap Save

Set tax rate and currency

1. Settings → Defaults
2. Set your default tax rate (e.g., 7% for Florida)
3. Set your currency (USD default)
4. Tap Save

Setting it once means every estimate auto-includes the right tax. Skip this and you'll add 7% manually 100 times this year — and forget once.

Add your products / services

Products are the line items you put on estimates. Add them once, drop them onto any estimate later with one tap.

1. Settings → Products
2. Tap + New product
3. Fill in name, description, default price, unit (each / sq ft / hour / day)
4. Cost price and material are internal only — customers never see them
5. Tap Save

Build estimate templates

If you bid similar jobs repeatedly, save them as templates. Future estimates take 30 seconds instead of 30 minutes.

1. Settings → Estimate Templates
2. Tap + New template
3. Name it (e.g., "Standard gunite pool")
4. Add line items: pick from your products, or type one-off lines
5. Set default quantities and tap Save

Next estimate: tap From template at the top → pick the template → all line items appear. Edit quantities, add extras, send.

Set up punch list defaults

Standard finish-out tasks for every job ("Clean site", "Final walkthrough", "Submit warranty paperwork")? Save them once.

1. Settings → Punch defaults
2. Tap + Add default item for each
3. Save

Every new job starts with these in its punch list. Skip if you don't use punch lists.

Create your first customer

1. Tap the Customers tab
2. Tap + New customer
3. Fill in name (required), email, phone, address, notes
4. Tap Save

Create your first job

1. Tap the Jobs tab
2. Tap + New job
3. Fill in title (e.g., "Wilson Pool Installation"), customer, address
4. Optional: upload a hero photo
5. Tap Save

The job is the container for everything: estimate, invoice, daily logs, photos, chat.

Build and send your first estimate

1. Open the job you just created
2. Tap the Estimate tab
3. Tap + New estimate OR From template
4. Add line items: pick from products or type one-off lines
5. Adjust quantities; optionally add notes
6. Total auto-calculates with your default tax rate
7. Tap Send, enter the customer's email, send

Customer gets an email with a button that opens the estimate in their browser. They can view, tap Accept estimate, pay a deposit v1.1, or reply with questions.

What v1.1 adds

• v1.1 AI line-item suggestions — describe the job in plain English; AI suggests line items based on your past estimates.
• v1.1 Read receipts — see when the customer opened the estimate.
• v1.1 Online deposit — customer can pay a partial deposit through Stripe when accepting.

When the estimate is accepted, convert to invoice

You'll get a push notification when the customer accepts. Now:

1. Open the job
2. Tap the Invoice tab
3. Tap + New invoice → Convert from accepted estimate
4. Line items copy over — adjust quantities for change orders
5. Set a due date (typical: 30 days)
6. Tap Send

Customer gets an email with the invoice and a Pay online button v1.1.

Daily logs — the habit that wins reviews

After every workday on a job:

1. Open the job
2. Tap the Daily log tab
3. Tap + New log
4. Fill in: date, hours worked, optional weather, 2-3 sentence notes
5. Add 3-5 progress photos
6. Tap Save

Customer sees these in their customer portal v1.1. Even if they don't look every day, the cumulative photo trail at job-end is your best review-asking moment.

Photo annotations

When a photo needs explanation ("this is where the leak is", "customer asked for an outlet here"):

1. Open the photo
2. Tap Annotate
3. Tap on the photo where you want to drop a pin
4. Type a short label (max 120 chars)
5. Tap Save

Annotation stays with the photo and appears in the customer portal.