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Guides for setting up Recoatly and getting the most out of it.
Getting started
Set up your company and find your way around in your first hour.
- Your first day in RecoatlyWhat is already set up in a new account, and the few things to do first so you can send your first estimate today.
- Set up your company details, tax and brandingAdd the address, phone, email, tax rate and logo that appear on your estimates, invoices and the emails your customers get.
- Find your way around RecoatlyA quick tour of the menu, search, the Create button, notifications and your own settings.
Customers & leads
Add, import and keep track of the people you work for.
- Add customers and leadsCreate a customer record with contact details, a service address, tags and notes, and follow them from lead to customer.
- Import customers from a spreadsheetBring your customer list over from a spreadsheet or another system as a CSV file. Recoatly matches the columns for you.
- Track leads and enquiries on the pipelineSee every lead and open estimate on a board, move them along by dragging, and find the enquiries that come in from your website.
Estimates
Build your price book, send estimates and get them approved online.
- Set up your price bookAdd the services you sell with a price, a cost and a unit, so estimates and invoices take seconds to build.
- Create and send an estimateBuild an estimate from your price book, add optional extras and a deposit, and email it to your customer to approve online.
- How customers approve an estimateWhat your customer sees when they open an estimate, how they approve and sign it, and what happens next — including deposits.
Jobs & scheduling
Turn approved work into jobs, schedule your crews and get the work done.
- Turn an estimate into a jobCreate a job from an approved estimate in one click, or book work straight onto the schedule without an estimate.
- Schedule jobs and plan the dayBook work and site visits on the calendar, drag unscheduled jobs into slots, and plan each day as a route on the dispatch board.
- Run a job from start to finishStart a job, track time, add photos and checklists, get the customer's signature and create the invoice when you're done.
Invoices & payments
Bill for your work and get paid online, in cash or by check.
- Create and send an invoiceInvoice a finished job in one click or raise an invoice from scratch, then email it with a link your customer can open anywhere.
- Accept card payments onlineConnect your own Stripe account so customers can pay invoices and deposits online from the link you send them.
- Record payments and set up recurring billingLog cash, check and in-person card payments against invoices, and bill maintenance plans automatically on a schedule.
Automations & messages
Follow-ups, reminders, campaigns and how your emails reach customers.
- Turn on automatic follow-ups and remindersYour account comes with ready-written automations that start switched off. Read the wording, preview it and turn on the ones you want.
- How emails to your customers workWho your emails come from, where replies go, how unsubscribes and bounces are handled, and where to find a copy of everything sent.
- Send email campaigns and ask for reviewsEmail a group of customers chosen from your own records, and ask customers to review your work.
Your team
Invite your crew, choose what they can see and track their time.
- Invite your team and set their rolesAdd office staff and technicians at no extra cost, choose what each person can see, and remove access when someone leaves.
- Set up crews, working hours and timesheetsGroup people into crews, set when each person works, and review, approve and export the time they log on jobs.
Field work on a phone
Use Recoatly on the job: My day, photos, sign-off and inspections.
- Set things up by voice with Say itDescribe a new lead, a site visit, an estimate, a job, a reminder, an invoice, a payment or an expense out loud, check what Recoatly understood, and create it all in one tap.
- Install Recoatly on your phoneAdd Recoatly to your phone's home screen so it opens like an app. There's nothing to download from an app store.
- My day: your jobs on a phoneTechnicians start on My day: today's stops in order, with directions, gate codes and one-tap start, clock-in, photos and notes.
- Run an inspection and share the reportUse a checklist on site to record the condition of the property and the work, then give the customer a clear report.
Website & instant quote
Publish a website, let customers price their own job and capture enquiries.
- Publish your Recoatly websitePut up a simple website with your services, prices, reviews, photos and an enquiry form — built from what's already in Recoatly.
- Let customers price their own job (instant quote)Choose which services customers can price online, set a minimum, and receive every quote as a lead with the price they saw.
- Add an enquiry form to your own websiteAlready have a website? Embed the Recoatly enquiry form on it, or share its link, so every enquiry arrives as a lead.
Account, plan & billing
Your plan, your free trial, your subscription and what happens if it stops.
- Your plan and free trialRecoatly is $39 a month per company with unlimited users, or $390 a year — two months free. Start with a 30-day free trial, no card needed.
- Update your card, switch to yearly, get receipts or cancelChange your payment card, download invoices and receipts, switch between monthly and yearly billing, or cancel from Plan & billing.
Data, privacy & security
Export your data, close your account and keep sign-ins safe.
- Export your data or delete your companyThe account owner can download everything the company has in Recoatly at any time, even while read-only, and can delete the company.
- Keep your account secureChange or reset your password, sign out devices you no longer use, give people only the access they need and check the audit log.
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Still stuck?
Write to us and a person will reply by email, usually within one business day.