Step 01
1. Prepare your workspace
Set the business-wide defaults that every estimate, invoice and reminder inherits, before anyone else logs in.
- Set your business profile: name, address, logo, time zone, and currency (CAD or USD).
- Record the tax rates you charge, so invoices calculate the right tax for the customer's region.
- Connect Stripe so customers can pay a card on an invoice.
- Invite your team and set each person's access (Business admin or Employee). Users are unlimited on every plan.
Step 02
2. Build your service catalogue
Estimates are priced from reusable service items grouped into sections. Enter the work you sell once, then pull it into every estimate.
- Add the services and products you sell, each with a name, unit and price.
- Group related work into estimate sections so a multi-part quote stays readable.
- Create contract and invoice templates with the placeholders you need.
- On Pro, save reusable service templates so a common job becomes a one-click estimate.
Step 03
3. Turn on the follow-ups
ServeHub chases unsigned estimates and unpaid invoices for you, and stops as soon as the customer acts.
- Estimate follow-ups fire after an estimate is sent and stop when it is signed or declined.
- Payment reminders fire after an invoice is sent and stop as soon as it is paid.
- Appointment reminders go out ahead of a booked visit.
- Review requests go out after a job is completed. SMS delivery requires Plus or Pro; email works on every plan.
Step 04
4. Train your team
Two roles cover most shops. Walk each one through the screens they will actually open, on the device they will open them on.
- Office (Business admin): building and sending estimates, converting a signed estimate to a job, invoicing and recording payment.
- Field (Employee): the day's schedule, job details and notes, uploading photos, and logging time against a job.
- Crews use the iOS app or any mobile browser. Note there is no Android app yet and no offline mode — ServeHub needs a connection.
Step 05
5. Launch with one real job, then widen
Run the whole loop once — estimate, signature, job, invoice, payment — on a real customer before you move the rest of the business over.
- Send a real estimate and have the customer e-sign it on their phone.
- Convert it to a job, schedule it, and have the crew add photos and notes on site.
- Invoice from the job, take a card payment, and confirm the money lands in your Stripe account.
- Record expenses against the job to see what it actually cost you.