Built for the truck, the dispatcher, and the office manager.
Estimates from the cab. Jobs on the board. Photos and signatures captured before the invoice. VertaFlow handles the paperwork so your crews stay on the tools.
Pipeline · Request → Estimate → Scheduled → In Progress → Invoiced
The status quo
Where service pro teams lose the most time.
Every one of these is a workflow VertaFlow was built to replace — not a feature we added later.
Estimates take three days to leave the office
Tech writes it on a clipboard, dispatcher retypes it, office manager builds the PDF, customer has already called your competitor.
Recurring service customers slip through
The annual furnace tune-up exists in someone’s head. By the time you remember, the homeowner has signed with the company that called first.
Customer history lives in five places
Last visit notes in a paper file, photos on the tech’s phone, invoice in QuickBooks. The new tech on the call has none of it.
Dispatch by group text is chaos
Tech reschedules a job, dispatcher does not see it, two crews show up to the same address.
Before/after photos never make it to the invoice
Insurance claim, warranty work, upsell next year — and the photo is buried in the tech’s camera roll.
Office manager retypes everything into QuickBooks
Job done, invoice in your software, then someone re-enters the same numbers into accounting at the end of the week.
How it works
A day in your business, run on VertaFlow.
Five steps from the moment a request arrives to the moment your customer comes back.
- 01
Service request comes in, gets a job card
Phone, web form, or repeat customer — every request creates a job tied to the customer’s address and equipment history.
- 02
Tech writes the estimate from the truck
Mobile app pulls your price book. Parts and labor build the quote. Customer signs on the tech’s phone. PDF emails to them on the spot.
- 03
Dispatched to the calendar with one tap
Approved estimate becomes a scheduled job. Drag-and-drop board across crews. Customer gets an automated "on my way" text with ETA.
- 04
On-site, photos and signatures captured
Before/after photos attach to the job. Customer signs work-complete on the phone. Notes log to their service history for the next visit.
- 05
Invoice fires, payment lands, customer is up for renewal
Invoice emails when the job closes. Stripe link gets you paid same-day. Recurring services (filters, tune-ups) auto-schedule for next cycle.
What you get
Built specifically for service pro workflows.
Not generic CRM fields renamed. Real features mapped to how you actually run the day.
Mobile estimate builder
Tech picks parts and labor from your price book. Tap to add. Customer signs on the same phone.
Drag-and-drop dispatch board
See every crew, every job, every day. Reassign by dragging across columns — the field gets the update instantly.
Customer equipment history
Every install, every service call, every photo tied to the address and the unit. New tech opens the job and knows the story.
Recurring service plans
Annual maintenance, quarterly filters, monthly lawn cuts — VertaFlow schedules them, reminds the customer, and books the slot.
Price book with markup rules
Wholesale costs in, retail prices out, margins enforced. Update once, every truck has the new pricing.
Before/after photo capture
Tech snaps from the app, photos attach to the job. Sent on the invoice, kept for warranty, available for next year’s upsell.
Automated customer notifications
Booking confirmation, day-before reminder, "on my way" text with tech name and ETA. No more "where are you?" calls.
Bookkeeping-ready exports
Invoices, payments, and customers export to CSV any minute — hand them straight to your bookkeeper or import into QuickBooks. No retyping, no month-end scramble.
Plays nicely with
Your existing stack stays.
Native connections plus a real REST API and webhooks — wire VertaFlow into whatever your service pro team already runs.
Outcomes our customers report
The numbers that move when the workflow tightens.
cut from estimate-to-invoice cycle, per job, on average
recurring service revenue captured in year one via auto-renewal scheduling
unbilled jobs vs the 15–20% industry norm with paper workflows
Frequently asked
The questions service pro teams actually ask before they switch.
› Does the mobile app work offline?
Yes. Techs can build estimates, capture photos, and collect signatures with no signal. Everything syncs when they reconnect.
› Can I import my price book?
CSV upload or copy from QuickBooks. We will help map markup rules and labor categories during onboarding.
› How do recurring service plans work?
Set the cadence per customer (annual, semi-annual, quarterly). VertaFlow auto-creates the next job on the schedule, emails the customer to confirm, and books it on the dispatch board.
› Does it work with QuickBooks?
There is no live two-way QuickBooks sync. VertaFlow exports invoices, payments, and customers to CSV any minute, so you can hand them to your bookkeeper or import into QuickBooks Online or Desktop. Stripe handles the payments side natively.
› Can I send "on my way" texts to customers?
Yes. Auto-fire on job start with the tech’s name, photo, and live ETA from the route. Customer gets one text instead of three calls to your office.
› How does the dispatcher see two crews at once?
Multi-crew board view with rows per truck or per tech. Drag jobs to reassign. Color coding by job type or status.
› What about commercial accounts with multiple locations?
Each commercial customer can have many service addresses, each with its own equipment list and visit history. Invoices roll up to the parent account.
› Can I take a deposit on the estimate?
Yes. Customer signs the estimate and pays the deposit on the same screen via Stripe. Job stays on hold until paid.
See VertaFlow with the Service Pro template loaded.
Start free — 30 days, no card. Import your customers and your price book on day one.
VertaFlow Free $0 · VertaFlow Pro $19/mo · VertaFlow Multi-Site $199/mo — paid tiers include 30 days free, no card — 60 with a card.