Documentation

Visit the signup page and create your account with your email and password. You'll be the administrator of your company.

After logging in, navigate to Settings to configure your company information including name, contact details, and branding.

Go to the Team section to invite technicians and other team members. Each member will receive an email invitation to join your company.

In Settings → Modules, enable or disable features based on your business needs. Core features include Customers, Quotes, and Materials Library. Optional modules include Jobs, Invoices, Customer Portal, and more.

Select Residential for homeowners or Commercial for businesses. This helps organize your customer database.

Enter the customer name, account number, and status (active/inactive). Add any relevant tags for easy filtering.

Add one or more contacts for each customer. Each contact can have a name, email, phone, title, and notes. Mark one as the primary contact.

Add service locations with labels (e.g., "Main Office", "Home"). Each address can be for billing, service, or both. You can also assign a primary contact to each address.

Navigate to Customers → Click Import button at the top right.

In the import dialog, click Download Template to get a pre-formatted Excel file with:

• All required column headers
• Example data showing correct format
• Instructions and notes

Open the template in Excel, Google Sheets, or any spreadsheet program. Fill in your customer data following the template format:

Save your spreadsheet and upload it:

• Click the upload area or drag and drop your file
• Supported formats: .xlsx, .xls, or .csv
• The system automatically parses your data

The system validates all data before importing. If there are any errors (missing required fields, invalid formats, duplicate account numbers), you'll see:

• Exact row numbers with errors
• Which field has the problem
• What needs to be fixed

Fix the errors in your spreadsheet and re-upload.

Once validation passes, you'll see a preview table showing all customers to be imported. Review the data, then click Import.

The system creates all customers with their contacts and addresses. You'll see a success summary when complete.

Choose the customer from your database. If they have multiple addresses, select the service location.

Select which team member will be responsible for the job. They'll receive an email notification with the job details.

Enter the job title, description, and priority level (low, normal, high, urgent).

Select a date and time for when the job should be performed. Both are optional, but recommended for better planning.

From your dashboard, click Quotes in the sidebar navigation, then click the + New Quote button.

Select a customer from your database. If they have multiple addresses, choose the billing and service addresses. Select a contact person who will receive the quote email.

Enter a descriptive title (e.g., "HVAC System Replacement") and optionally add a detailed description of the proposed work.

Build your quote with three types of line items:

• Materials - Select from your materials library or add custom items with part numbers and descriptions
• Labor - Add labor hours with your hourly rate (e.g., 8 hours at $95/hr)
• Custom - Add any other charges like permits, disposal fees, or travel charges

For each line item, specify quantity, unit (ea, hr, ft, etc.), and unit price. The total is calculated automatically.

Configure tax rate (e.g., 8.5%) and choose whether tax applies to the entire quote or only materials. Add payment terms, warranty information, and set an expiration date.

Click Save Quote to save it as a draft. You can continue editing anytime before sending.

Navigate to Quotes and click on the quote you want to send.

Verify all information is correct: line items, pricing, customer contact email, and terms.

At the top of the quote page, click the Actions dropdown button (three dots ⋮), then select Send Email.

A dialog will appear showing:

• Recipient email address (from contact)
• Email subject line (editable)
• Email message body (editable with merge fields)
• Quote PDF preview

You can customize the message before sending, or use the default template.

Click Send Email button. The quote status automatically changes to "Sent" and the customer receives the email with:

• Professional PDF attachment of the quote
• Link to view and accept/reject in the customer portal
• Your contact information

When a customer accepts a quote in the portal, you'll receive a notification and the quote status changes to "Accepted".

Open the accepted quote, click Actions → Create Job from Quote. All details (customer, address, description) are automatically filled in.

Assign a technician and set the scheduled date/time for the job. Click Create Job and the technician receives an email notification.

In the text box, describe the job in plain English. Be as detailed or as brief as you like. Example:

The AI analyzes your description and extracts:

• Customer name (searches your database for a match)
• Line items (materials and labor)
• Quantities and pricing
• Tax settings
• Payment terms if mentioned

The AI presents a fully-formed quote for your review. You'll see:

• Matched customer (or multiple matches to choose from)
• Quote title and description
• All line items with quantities and pricing
• Tax calculation preview
• Total amount

If multiple customers match, select the correct one. Click CREATE QUOTE and the quote is saved to your database, ready to send.

Click Add Images and select one or more files from your computer:

• Architectural blueprints
• Hand-drawn sketches
• Material lists or specifications
• Photos of existing installations
• Any image with relevant project details

Supported formats: JPG, PNG, PDF (converted to images)

You can add a text description to provide context about the images. For example:

Or leave it blank and let the AI analyze the images alone.

The AI uses computer vision and OCR to:

• Read text from blueprints (dimensions, specs, part numbers)
• Identify materials and quantities from drawings
• Detect customer information if present
• Calculate square footage from floor plans
• Extract labor estimates from scope notes

The AI generates a complete quote based on its analysis. Review all line items, adjust quantities or pricing as needed, then create the quote.

Go to Settings → Materials to manage your materials catalog.

Click + New Material and enter:

• Name - Material name (e.g., "Air Filter 16x20")
• Part Number - Manufacturer or internal part number
• Default Unit - ea, ft, lb, box, etc.
• Category - HVAC, Plumbing, Electrical, etc.
• Cost & Pricing - Your cost, margin %, and quote price
• Supplier info - Manufacturer, supplier, notes

Use categories (HVAC, Plumbing, Electrical, etc.) and tags to organize materials for easy searching when creating quotes.

Upload photos of materials to help with identification and customer communication.

Navigate to Settings → Materials → Click Import button.

In the import dialog, click Download Template to get a pre-formatted Excel file with example materials.

Open the template and fill in your materials data:

Save your spreadsheet and upload:

• Click the upload area or drag and drop
• Formats: .xlsx, .xls, or .csv
• System parses and validates automatically

If there are errors, you'll see:

• Row number with the problem
• Which column is invalid
• What needs to be corrected

Common errors: missing required fields, duplicate part numbers, invalid numbers for cost/price.

Review the preview table showing all materials. Check part numbers, pricing, and categories. Click Import to add them to your library.

When you create a customer with an email address, they automatically receive an invitation to access the portal.

Customers visit the portal login page and enter their email. They receive a secure login code via email (no password required).

After logging in, customers can see all their quotes, jobs, and invoices in one place.

Visit your company's Handy URL in Safari browser

Tap the share button (square with arrow pointing up) at the bottom of the screen

Scroll down and tap "Add to Home Screen", then tap "Add"

The Handy icon will appear on your home screen. Tap it to launch the app

Visit your company's Handy URL in Chrome browser

Tap the three dots menu in the top-right corner

Select "Add to Home screen" or "Install app"

The Handy icon will appear on your home screen. Tap it to launch the app

From your dashboard, click Invoices in the sidebar, then + New Invoice.

Select the customer, choose billing address, and add invoice details like due date and payment terms.

Add materials, labor, and custom charges just like a quote. The system calculates totals and tax automatically.

Navigate to the invoice you want to send from the invoices list.

At the top of the invoice page, click Actions → Send Email.

Confirm the customer's email address is correct. The email will include:

• Professional PDF invoice attachment
• Invoice summary and due date
• Payment instructions
• Link to view in customer portal

Click Send. The customer receives the invoice immediately, and the invoice status updates to "Sent".

In the chat box at the bottom, type your question in plain English. Be as specific or general as you like.

The Agent responds with:

• Text answer: Explanation or summary of findings
• Metrics cards: Visual display of key numbers (count, revenue, etc.)
• Clickable items: Links to specific service requests, quotes, or jobs

If the response includes service requests or quotes, click on them to open the detail page directly.

Ask follow-up questions. The Agent remembers context from earlier in the conversation.