The end-to-end office loop from a new lead to final payment, plus the setup that keeps everything running. Each step maps to a tab in your workspace.
Step 1
From the Leads tab, use Add Lead to snap a photo, record a voice note, or enter a contact. TradeFlo turns it into a tracked lead in seconds and drops it into your pipeline board.
Step 2
Open the lead and choose Speak the Scope in the Proposals tab. Describe the job naturally and TradeFlo drafts the line items, scope, assumptions, and payment terms from your Price Book. You can also start from a sample template, a saved template, or a blank proposal.
Step 3
The Price Book holds your billable items, default prices, units, and tax settings. AI price suggestions help you price new items. A clean Price Book is what makes voice proposals accurate.
Step 4
Share the priced proposal by QR code, branded email, or direct link. The customer opens their Project Portal to review, approve, and pay the deposit.
Step 5
When the customer approves, the proposal becomes the live Project Record with the contract value carried forward. Open Jobs to assign the crew, schedule the work, and run the project.
Step 6
Schedule directly from Jobs and assign the right crew to the project. Each field employee sees assigned work in the Field dashboard without a separate handoff.
Step 7
Open Jobs to see live status, field proof, labor, expenses, inspections, and change orders inside the same Project Record. Flo surfaces the exceptions that need attention.
Step 8
Inspections and change orders come in from the field. Approve them from the project so approved change orders automatically adjust the contract value and nothing holds up the final invoice.
Step 9
Open Money to connect Stripe and collect deposits and balances through TradeFlo. Send invoices from the project, then track what is invoiced, paid, and still due.
Step 10
Company Vault keeps licenses, insurance, and safety credentials together with expiration reminders. Job-specific costs stay attached to the Project Record.
Step 11
From the Team tab, invite crew members as Field or Office roles. Field roles get the simplified Field dashboard, Office roles help manage leads, proposals, and scheduling.
Your day on a job, in order. Do these every time and the office has everything it needs without you making a call.
From the Field tab, tap Clock In and pick the job you’re on. This starts your time for the day.
Open the job to see anything new from the office, the scope, photos, and notes before you start.
Snap before-photos before starting work so there’s a clear record of the starting condition.
If anything changes from the original scope, log it as a change order immediately. Don’t wait until the end of the day, the details get fuzzy fast.
When an inspection happens, log it with the checklist and photos while you’re standing there.
When the work is done, take after-photos to close out the visual record.
Tap Clock Out when you’re done. Your time is recorded against the job.
The golden rule: log things as they happen, not at the end of the day. Change orders and inspections are far more accurate when you record them on the spot.