software for service businesses · one copy per business
Run every job, from the first call to paid.
ProjectPro is the office side of a small service business — the schedule, the crew, the estimates, the invoices, the maintenance that comes around every spring. One system instead of a whiteboard, a spreadsheet and a shoebox.
Your own address, your own copy of the software, your own database. Nobody else's work is in there. Already have a copy? Log in.
- HVAC
- Electrical
- Plumbing
- Cleaning
- Landscaping
- General contracting
- IT services
who it's for
Built for the trades that run on visits.
Small teams doing scheduled work at other people's addresses. When you set the copy up you pick your line of work, and the app takes its wording from that.
- An HVAC copy calls a job a service call, and a machine a unit.
- A cleaning or landscaping copy calls it a visit, and a client a customer.
- An IT copy calls it a ticket, and the equipment an asset.
- Rename any of those terms yourself, and the whole app follows.
what it does
Everything between the phone call and the payment.
You choose which of these a copy turns on. Nothing you don't use is in the way.
01 · the work
Who's doing what, where, and how long it took.
- Jobs and work orders that move from draft to scheduled, in progress, on hold, completed or cancelled — with start and finish times stamped as they happen.
- A crew per job, not one name in a box. Assign several people, mark one as lead.
- A calendar you drag jobs around on — by month, week or day, with an undo when you drop one in the wrong place. Work that isn't scheduled yet waits in a rail beside it.
- A printable route sheet — one day, split by tech, with addresses, times and a column to write in.
- Time on the job — a start/stop timer or a manual entry, and the hours can become the labor line on the invoice.
- Tasks, notes, photos and files on the job. Attachments are served behind sign-in, never as public links.
02 · customers and quotes
What they see, and what they can do without an account.
- A client record with their jobs, estimates, invoices, equipment and history in one place — plus a pipeline view of what's still open.
- Estimates a client approves online. Send a link, they read it, sign it on the screen and it's approved. You see when they opened it.
- One click after that turns the approved estimate into a draft invoice, a job, or both — with the line items carried over.
- A client portal on a private link — no password, no account to create. Their balance, their invoices, their estimates, the visits you have booked and the plans they're on.
- Invoices they can sign on the same kind of link, from a phone at the kitchen table.
- Booking a slot themselves, from the times you've said you're open.
03 · the money
Billing, and the numbers that tell you how the year is going.
- Invoices with line items, tax, discount codes and a saved price list to pull from. Send by email or text, print, take a part payment, void — though not once money has been recorded against it.
- Paid online, by card, on a Stripe payment page reached from that same link. The payment comes back and settles the invoice on its own.
- One ledger for every dollar in and out — card payments, checks, refunds, bills, pay runs — with what's owed, what's overdue and what's coming on one page.
- Expenses and vendors on the same books as the income, with the receipt attached.
- Pay runs worked out from logged time and written into the ledger. It's a record of what you paid, not a payroll bureau — no withholding, no filings.
- Subscriptions and recurring invoices for customers you bill on a cycle. The invoice is drafted for you; you still decide when it goes.
- Reports — profit and loss, revenue by month, receivables and payables by age, quoted against won, and what each job earned per hour. Each one exports to CSV.
04 · equipment and contracts
The machines you look after, and the agreements that pay for it.
- An equipment register per client — make, model, serial, where it is, when it went in, and everything you've done to it.
- Meter readings logged from the field by whoever is standing in front of the machine.
- Maintenance plans that come due on a date, on hours run, or whichever lands first — weekly through yearly, or your own interval.
- Service reports with checklists, filled in on the job and kept against the machine.
- Maintenance contracts with a term, a billing cadence, the assets they cover and auto-renew — and a warning before one runs out.
05 · what runs on its own
Once a day, early, before anyone opens the app.
- Maintenance turns into work orders before it's due — with the checklist already on it — and the plan rolls forward to the next time.
- Recurring invoices are drafted on schedule, waiting for you to look and send.
- Overdue invoices get chased on the days you choose — three, seven and fourteen days late to begin with.
- Clients are reminded the day before you're due at their address.
- Contracts renew, or warn you before the term is up.
- Review requests go out after a finished job, once you've added the link you want people sent to.
06 · what it connects to
The things you already run the business on.
- QuickBooks Online. Customers, invoices, payments, vendors and expenses go across as you work, overnight or on demand. Anything that won't post lands in a list you can fix and retry.
- Melio, by way of QuickBooks. Melio has no self-serve API, so there is nothing to plug into directly and ProjectPro doesn't pretend otherwise. Your expenses land in QuickBooks as bills, you pay them in Melio, and the payment reads back.
- Airtable, to bring across what you've been keeping there. Map the columns, see exactly what a run will do before it does it, and undo the whole thing if it's wrong.
- Your calendar app. A private subscription link puts the schedule in Google Calendar, Apple Calendar or Outlook — jobs, crew and addresses, and deliberately no prices, no invoices and no client phone numbers.
- Email and text messages to clients, sent from your own address and your own number. Every one is logged, so you can see what went out and when.
how it works
You get your own copy. Not a seat in someone else's.
ProjectPro isn't a service you sign up for at two in the morning. Each business gets its own installation, set up by hand, and it's ours to keep running from then on.
Step 01
We set it up
Your copy goes up at your own address — your name in front of projectpro.app. We connect email, text messaging and payments to your accounts, and switch on the parts of the app you'll use. It runs in a browser, on a laptop or a phone. There's nothing to install.
Step 02
Your work goes in
Tell it what line of work you're in and it takes your vocabulary. Bring clients across from Airtable, or start with the first one and go from there. Invite your team and set what each person can reach.
Step 03
We keep it running
Updates, database migrations and the nightly automation run are ours to worry about. When something needs a decision — a payment account, a new integration — you make it, not a support queue.
your data
Your work sits in a database of its own.
Most software of this kind keeps every company in one big database and puts a column on each row saying who it belongs to. Get that column wrong once and your work shows up in somebody else's account.
ProjectPro has no such column, anywhere, because there is no second business in there to tell apart. Your copy is its own program, on its own address, reading its own database. There is no query anyone could write that would hand your rows to another business, and nothing that goes wrong in another copy can reach yours.
get in touch
Tell us about your business.
There's no sign-up form here, because a copy is something we set up rather than something you switch on. Write and tell us what you do, roughly how many people are on the tools and what you're running the office on now. We'll tell you straight whether this fits.
A real person reads it. If ProjectPro isn't right for you, we'll say so.