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How it works

One job, Tuesday to Friday.

A roof replacement, followed from a new lead to a recorded payment. The screens below are recreated from Optracs with sample data in them, at the size you would read them.

  • A person did this.
  • Optracs did this on its own.

In the office

A new lead gets its call-back.

The lead came in at 6:40 and waits in New Lead on a one-hour response clock, which you can change. Call from your own phone and log it on the card. Optracs moves the deal to Contacted and opens its job on the production board, in Awaiting Sale. Try to move that job on before the sale and Optracs refuses, and says why.

Sample workspace

Sample workspace. On the sales pipeline, a call is logged on a new roofing lead. The deal moves from New Lead to Contacted and its response badge changes from Due soon to On track. Its job appears on the jobs board in Awaiting Sale. Dragging the job to Scheduled is refused with the message: This job is waiting on its deal.

On site

The site visit goes straight onto the job.

Whoever goes out opens the job on site. Photos and PDFs attach to the job before they've left the driveway, and notes can be typed, or dictated where the browser supports it. It all lands on the record the office has open.

Sample workspace

Sample workspace. On a phone, two photos and a PDF are attached to the roof replacement, and a dictated site note is added.

Office, then the customer

Priced in minutes, sent as one link.

Build the estimate from your own catalog of line items, set the margin with the profit slider, and send it. It's emailed under your company name as a link. The customer opens the link and accepts. Optracs marks the deal Won and sets the job's contract value from the estimate.

If they go quiet, the dashboard says so. Automatic follow-up emails stay off until you switch them on.

Sample workspace

Sample workspace. An estimate built from catalog line items shows a 32% gross margin against a 35% target. The profit slider is moved to 38% and Re-price updates every line, for a total of $16,850 and $6,400 profit. The estimate is sent. On a phone showing the contractor's own branding, the customer reads the lines and accepts it. The estimate is marked Accepted and the deal is marked Won.

In the office

Won, so the job can move.

The job has waited in Awaiting Sale since Tuesday's call. With the deal Won it's free to go: drag it to Scheduled, put it on the schedule with a crew, and give each person the tasks for the day. The move is yours to make; Optracs just stops refusing it.

Sample workspace

Sample workspace. On the jobs board, the roof replacement, now carrying its $16,850 contract value, is dragged from Awaiting Sale to Scheduled without a refusal.

In the truck

The installer's list is ready.

The address, the date, the files from the site visit and their own tasks: the same job, opened from the truck. They tick tasks off as they finish them, and new photos go onto the job before the tools are back in the van.

Sample workspace

Sample workspace. On the installer's phone, the roof replacement shows its date and address. Two of three tasks are ticked off and a new photo is attached.

In the office

Invoice it, record the payment.

Turn the accepted estimate into an invoice and send it; the customer's link shows the balance. When the check arrives, record it. The invoice reads Paid, the customer's link shows nothing owed, and the amount leaves Money owed to you.

You record payments yourself. Online card payments aren't part of early access.

Sample workspace

Sample workspace. An invoice made from the accepted estimate has a check payment recorded against it and is marked Paid. The amount leaves Money owed to you, and the customer's branded portal shows a balance of $0.00.

Wherever you are

All clear. Nothing is waiting on you right now.

That's the dashboard's own line for an empty list. One job, four days, one record, from the first call to the recorded payment.

Sample workspace

Sample workspace. The dashboard on a phone on Friday evening. The last open item is cleared, and it reads: All clear. Nothing is waiting on you right now.

The same job looks different to each person on it.

Every plan includes unlimited users. Invite each person by email and give them one of the standard roles: Owner, Admin, Sales, Crew or Viewer. The customer doesn't need an account at all.

Owner: the whole business, including the money.

The dashboard opens on what needs you, the pipeline, the jobs in production and the money owed to you, by age: current, 1–30, 31–60 and 60+ days.

  • Sees every record, including invoices, payments and job costs.
  • Invites people and sets their roles.
  • Admin: everything except company settings and roles.

Sample workspace

Sample workspace. The owner's dashboard shows the pipeline funnel, deals and their value by stage, and money owed by age: $5,850 current and $2,180 at 1–30 days.

Early access

Tell us how your business runs.

Optracs is in early access for contractors in the United States. A person reads every request.

Request early access Have an access code?