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Tap any time slot on the calendar, fill in the customer details, and select the appliance type — the service-call fee auto-fills from your settings. Tap 📅 Book to save.

📅 Book — save and close · 💾 Save — save progress · 📧 Send PDF — email the invoice · ✅ Complete — mark done · 🖨 Print — print · ✕ Close — close without saving.

Desktop: drag and drop to a new time or day. Mobile: tap the call, change the date/time, and tap 💾 Save.

Open the booking and pick a tech from the Assigned Technician dropdown in the Schedule section, then save. Use the tech filter above the calendar to view one tech's schedule at a time.

The dropdown above the calendar shows All Technicians by default. Choose a tech to see only their calls; the Open Calls list below filters to match.

In Day view, each call shows 📞 💬 📍 buttons — tap to dial, text, or get directions instantly.

Under each machine, tap + Add Part. Start typing and inventory auto-suggests. Enter quantity and price; parts are taxed per your settings.

Yes — tap + Add Machine at the bottom. Each machine gets its own service-call fee, labor, and parts, and the invoice totals everything.

Select Credit Card as the payment type and the CC Fee % from Settings is added automatically. With Stripe connected, you can process the card right on-site.

Search for the customer, open their file, find the original invoice, and click ⚠️ Warranty. That creates a new call linked to the original with a $0 service-call fee. Recalls and callbacks earn no commission.

Go to Settings → Integrations and click Connect Stripe. Onboarding takes about five minutes; once connected, techs process cards straight from the invoice.

Directly to your Stripe account — ApplianceOps never touches your funds and takes no cut. Stripe deposits to your bank on its standard schedule (usually ~2 business days).

Stripe processes cards in the field with a tap; PayPal sends a payment link the customer opens on their phone. Pick a default in Settings → Integrations and switch any time.

On any invoice, tap 📱 SMS Invoice Link. On PayPal a checkout link is created on the fly and texted; on Stripe the existing pay link is used.

When you email an invoice with a balance due, it includes a Pay Now link. The customer clicks it, enters their card on a secure Stripe-powered page, and it processes instantly.

No. The payment page is public — no login. They see the invoice summary, the amount due, and a card form, and the payment lands in your Stripe account.

Go to Settings → Integrations and toggle Online Booking on. Share the unique URL with customers; bookings appear on your calendar with a ⚡ badge.

Copy the booking URL from Settings and embed it. Google Sites: Insert → Embed → By URL → paste the link. Other sites: use the iframe embed code — see step 8 of the Setup Guide.

Customers tab → Import CSV. Upload a CSV with name, phone, email, and address, map the columns, and import. Duplicates are skipped.

Customers → find the customer → tap their name to see every past invoice, total spent, and their full service history.

Techs log in with their own email + password and see only their assigned calls. The tech filter is locked to their name, so they can't see other techs' schedules.

Open the call, change the Assigned Technician dropdown, and save. It moves to the other tech's calendar immediately.

Users are login accounts (Users & Subscription). Technicians are names for the assignment dropdown (Technicians section). A tech needs both — to log in and to appear in the dropdown.

For owners/admins, each tech gets a unique color. For tech users, colors show call status: green = new, yellow = deposit, red = warranty, grey = completed.

$35/mo for the first seat, plus $15/mo per additional seat, with no ceiling — and every plan already includes all core CRM features (you scale by team size, not by unlocking capabilities). There's a 14-day free trial with no credit card required (30 days with a referral code). The Business Line phone add-on is separate — see the Business Line section below.

Yes. The calendar and invoices work offline: the app caches locally, queues your saves, and auto-syncs the moment you're back on signal — a red OFFLINE badge shows the status. It's engineered so a dropped connection can never lose collected money. (AI features such as diagnosis and email parsing do need internet.)

The top bar shows today's revenue (💰 Today: $X). The Reports tab has detailed date-range reports with CSV export.

The Inventory tab lets you add parts with cost, sell price, and stock. When a part is used on an invoice, stock updates automatically.

Go to Settings → Integrations → Google Drive and click Connect Drive. Sign in with your Google account and authorize access. Backups then run automatically every night at 3 AM.

Everything — Customers, Invoices, Bookings, Parts Inventory, Technicians, Vendors, and your Settings. Each table exports as an Excel file into a dated folder in your Google Drive.

Into an ApplianceOps Backup folder in your Google Drive, organized by date (e.g. ApplianceOps Backup/2026-02-21/). The last 30 days are kept automatically.

Yes — Settings → Google Drive → Backup Now. You'll get a confirmation with the number of files and rows backed up.

Yes. Backups live in your own Google Drive. Even if you cancel ApplianceOps, everything you exported stays in your Drive — you own your data.

No. Google Drive backup is included free with every account; files go to your existing Google Drive storage (15GB free).

Go to Settings → Billing Entities and click + Add Company. Choose type "Warranty", enter their info, and set a custom labor rate and service-call fee — when selected on an invoice, those rates auto-fill.

Each billing entity can carry its own labor rate and service-call fee. Select a warranty company or property manager on an invoice and their custom rates replace the defaults across all machines.

Tap the 📋 clipboard icon next to the customer-search field on any booking. Choose Paste Text to paste an email or dispatch, or Upload Photo to photograph a document, and the AI extracts name, phone, address, machine type, WO#, claim#, and issue. It reads what you give it — it does not monitor your inbox, and it needs an internet connection.

Dispatch sheets, warranty work orders, handwritten notes, an email on a screen — anything with customer and service info. It works especially well with warranty-company emails from AHS, Asurion, ServicePower, and printed dispatch forms.

Customer name, phone, email, address, unit/apartment, machine type, brand, model number, serial number, issue description, work-order number, and claim number. Anything it can't find is left blank.

No — photo and text extraction are included in your base plan with no per-use fees. (Like all AI features, it does require internet.)

On each machine block in the dispatch form there's a purple Diagnosis Assist button below the model and serial fields. Tap it to open the diagnosis modal. (It needs an internet connection.)

Enter the model number and an error code, or describe the symptom (e.g. "F51", "not cooling", "leaking from the bottom"), add any optional detail, and tap Get Diagnosis. The AI returns likely causes, part numbers, diagnostic steps, and safety notes.

All the majors — Samsung, LG, Whirlpool, GE, Maytag, Kenmore, Frigidaire, Bosch, KitchenAid, Electrolux, Amana, Sub-Zero, Viking, Wolf, Miele, Speed Queen, and more.

Treat it as a starting point, not a replacement for your expertise. Always confirm before ordering parts — the diagnosis gives you likely causes and steps to verify the fault.

Go to Settings → Routing & Schedule. Enter your starting address (home or shop) and set your schedule windows (AM/PM, four windows, or custom). That's the whole setup. (Routing uses live driving times, so it needs internet.)

Tap Smart Route above the dispatch calendar. It analyzes the day's calls, calculates drive times, and shows the optimal order with arrival times. Tap Apply This Route to update your schedule or Keep Current Order to dismiss.

Each booking has a window preference. Fixed Time locks the appointment; AM, PM, or custom windows let Smart Route move the call within that range; Anytime is fully flexible.

No — it suggests an optimal order and shows you the route. Nothing moves until you tap Apply. You're always in control.

Open a service call and find the green timer bar. Tap Start when you arrive — it runs live in 00:00:00 — and Stop when you leave. The duration auto-fills labor on the invoice.

The timer resumes automatically. If a clock-in was saved with no clock-out, reopening the call picks the timer up exactly where it was.

Yes — on stop it calculates duration × your labor rate and fills the labor field, but only if labor is currently $0 (it won't overwrite a manual entry).

On any service call, check "Repeat this call" in the Schedule section, set the interval (every X weeks or months) and an optional end date, then save or book. New bookings auto-create on schedule.

Recurring bookings show a 🔁 icon in their title, and you can filter Open Calls to see recurring jobs.

Uncheck "Repeat this call" on any booking in the series and save. Future auto-created bookings stop; existing ones aren't deleted.

After you tap Complete & Close, a popup appears with a pre-filled review message. Tap Send Text to open your phone's SMS app with it ready to go, or Skip to dismiss.

Go to Settings → Reviews & Follow-up. Set your Google Review link, Yelp link, and message template using the placeholders {name}, {company}, and {review_link}.

Yes. In Settings → Reviews & Follow-up, uncheck "Show review request option after completing calls," or uncheck the SMS review box on individual calls.

No — every text button works on any plan for free: it opens your phone's native messaging app pre-filled. Want a dedicated business number that sends texts automatically (with replies routing back to you), plus in-app calling and AI text-back? Add the Business Line. It's a separate paid add-on — $45/mo for up to 3 seats or $65/mo for 4–5 seats (reach out for enterprise above 10), with no setup fee. Your base CRM plan ($35 + $15/seat) does not include a phone number unless you add the Business Line.

Part of the Business Line: when a call to your business number is missed, the AI sends a text back that can answer basic questions and book the job. Like all AI features it needs an internet connection.

Yes. Paste your Telnyx API key and a 10DLC-registered number into Settings → SMS Messaging and toggle "Enable SMS via Telnyx" on. Inbound replies (STOP, 1–5 ratings) route automatically.

When you send a review request, the customer replies with a number. 4 or 5 → they get your Google + Yelp links. 1–3 → they get a private "we want to make it right" reply and the booking is flagged for follow-up. You set the threshold in Settings.

They're added to your opt-out list automatically and won't get future SMS; texting START opts them back in. This is required by the FCC's 10DLC rules.

Either. Pick your provider in Settings → Integrations. QuickBooks Online and Xero both sync invoices and customers on a nightly schedule. You can switch later, but only one is active at a time.

Connect Xero from Settings → Integrations. Paid and closed invoices push to Xero nightly (customers auto-created as Xero Contacts), or tap Sync Now to push immediately. Sync errors show in the Settings card.

The error is saved on the invoice. Token expiry retries automatically; for other errors (missing account code, duplicate invoice number) the invoice stays in the queue so you can re-sync after fixing the data.

Customers with an email on file get automatic reminders the day before and the morning of their appointment — professional HTML emails with your branding, the date, time, and address.

Settings → Reviews & Follow-up → check or uncheck "Send appointment reminder emails." Enabled by default.

If a customer hasn't booked in 90+ days, they get a friendly "time for a checkup" email. It runs on the 1st and 15th of each month; toggle it in Settings → Reviews & Follow-up.

On any booking, use the Send dropdown → Send as Estimate. It records any payment collected, closes the call, and emails the customer a professional PDF labeled "ESTIMATE."

Find the estimate in Open Calls (it has an "ESTIMATE" badge), tap it, and click Convert to Invoice. It becomes a regular invoice you can edit, take payment on, and send.

On the dispatch form, below Email and above Issue/Notes. Enter WO# and Claim# for warranty tracking — both are searchable and saved on the booking and the invoice.

Yes. The dispatch search field matches WO#, Claim#, customer name, or invoice number, and shows matching calls and invoices.

Inside the app go to Settings → Downloads, or open applianceops.pro/download for the full step-by-step walkthrough. Setting up a different computer? On that PC just go to applianceops.pro/windows — it downloads the installer straight away, with nothing to sign into first.

No, and you should expect it. Click More info, then Run anyway. Windows shows that for any program whose publisher it has not seen enough times yet — it is a reputation prompt, not a virus scan. Same with an antivirus that quarantines the installer: restore it and run it again. If you would rather not, the browser version does everything the desktop app does apart from the Windows notifications.

Real Windows notifications when a customer texts, a job lands on you, or a payment comes in — even with the window behind something else. Plus its own window on the taskbar rather than one tab among twenty, and printing that behaves the way an office expects.

Windows 10 and 11, 64-bit. There is no 32-bit build and it does not run on Windows 7 or 8 — use the browser version on an older machine, it works fine. On a PC that has never run a modern web app the installer also fetches a Microsoft component called WebView2, so stay online for that first install.

No. The desktop app checks by itself, downloads in the background, and asks before restarting — it will not reboot while you are mid-invoice. You never download the installer twice.

Yes, and it installs from your browser rather than a store. iPhone/iPad: in Safari tap Share → Add to Home Screen. Do this even if you like the browser — on an iPhone, alerts only work in the home-screen app, never in a Safari tab. Android: Chrome menu (⋮) → Install app; the Google Play listing is on its way.

There is no separate Mac download and you do not need one — the full app runs in Safari or Chrome. For alerts, choose File → Add to Dock in Safari; macOS will not notify an ordinary browser tab.

It is free with every plan, on as many computers as you like. Bear in mind ApplianceOps signs you in on one device at a time, so signing in on a second machine signs the first one out.