Job HQ — job management

A job's home page in Job HQ — customer, profitability, and the line-item estimate

Job HQ is an optional add-on that turns CrewTimeTrack into a tool for running the whole job — not just the hours. It's admin-only (your crew's texted timesheet links don't change), and it's one flat monthly price on any plan. Turn it on under Settings → Billing.

With Job HQ on, each job gets its own page — click the job number or the Open button on the Jobs list — and two new sections appear in the sidebar: Customers and Vendors.

The Jobs list with the pipeline status and Open buttons

The job lifecycle

Every job moves through a simple pipeline: Lead → Bid → Won → In progress → Complete → Invoiced → Paid. Set it from the job's page or the edit form — some steps move on their own (emailing a proposal moves a Lead to Bid; an accepted proposal moves it to Won).

Customers

Customers — the billing party behind each job

A customer is the billing party — name, contact, billing address, notes. Each job links to one customer, and proposals are emailed to them. Manage them under Customers in the sidebar.

Auto job numbers

Under Settings → Jobs you can turn on automatic job numbers with an optional prefix (for example, prefix 2026- and counter 35 produces 2026-35, then 2026-36, …). Typing a number by hand still works — either way, CrewTimeTrack checks the number is unique before saving.

Estimates (bids)

Each job carries a line-item estimate: Labor, Materials, Equipment, Subcontractor, Travel, Per diem lines with quantity × unit price, plus an overall markup % and an optional tax line (set your default rate under Settings → Jobs). Revising a bid? New version copies the current lines so the old version stays on record.

Proposals

What your customer sees — a branded proposal with one-click accept

When the estimate is ready, email it straight from the job page. Your customer gets a branded proposal page with your logo and an Accept / Decline button — no login needed. Accepting flips the job to Won and stamps who responded and when. The page prints cleanly, so "Save as PDF" works from any browser.

Photos, documents & receipts

Upload site photos, plans, vendor quotes, receipts, and bills right on the job (PNG/JPG/WEBP/PDF, up to 25 MB each). Photos get thumbnails for fast galleries. Put the dollar amount on receipts, bills, and quotes — those numbers feed the profitability view. Your plan includes a storage allowance; heavy photo users pay a small per-GB charge shown on the Billing tab.

Change orders

Scope changed after the bid? Add a change order with the amount (negative for a deduction). Approved change orders roll into the job's contract total.

Profitability

The job page shows a live estimate vs actual view: the contract total (accepted estimate + approved change orders) against labor from your crew's real timesheets, per diem, and the receipts/bills you've uploaded — with profit and margin so far.