The platform

Everything between the phone ringing and the money landing.

Customers, scheduling, estimates, invoicing, the customer portal and payments — one implementation, and every business gets all of it on day one.

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The OnSight dashboard. Across the top: $35,648.58 outstanding over 51 open invoices, $33,061.65 overdue across 41, $24,047.14 received in 30 days from 52 payments, $80,980 of estimates out and 10 drafts. Then Worth a look - $38,156.50 of finished work not yet invoiced, an average of 10 days from issue to payment, $6,899.17 of recurring billing a month and 83% of estimates won. Then what you are owed by age in four buckets, how you were paid over 30 days split between card, bank transfer, check and cash, and the top five customers by what they brought in.

Dashboard · Money first, then the questions an owner asks next

The core

One implementation, because the money works the same way.

Booked, quoted, billed and paid the same way whatever the work is. Every business gets all of it on day one. The screens below are the real product.

Customers, contacts and the schedule

One record for the customer, and a board that shows their work.

Billing attaches to the customer; the places you work hang off it. Work goes on a calendar you can drag — month, week or day, colored by job type, and it opens the way you left it.

Customers & contactsCrews & assignees Unscheduled trayiCal export Per-user preferences
Estimates and approval

Options, a signature, and an answer you can act on.

Good, better and best on one sheet, priced from your catalog. The customer opens it in their browser with no account to create and answers in a tap, and it converts to an invoice at today’s pricing.

Good / better / bestE-signature DepositsConvert to invoice Three real answers
Invoicing and sending

One engine prices it, and the screen never disagrees with the paper.

One pricing engine runs every keystroke, so the screen, the PDF and the database can never disagree. Send emails the document with its pay link, and reports back what happened to it — delivered, opened, bounced.

One pricing enginePDF documents Delivery trackingVoid & write-off Recurring invoices
Payments, wherever the work happens

Counter, phone, pay link, deposit, or a card already on file.

Counter terminal, keyed over the phone, a pay link, a deposit, or a saved card charged when the job closes — the same software on a phone in a driveway. Every attempt to move money is on one screen.

Counter terminalVirtual terminal Pay linksCard on file DepositsBatches & settlement
The month board: seven columns of jobs by day, each tagged by job type color, completed work struck through, with a per-day count.

Schedule · Month view, color-coded by job type

The customer's copy of a priced recommendation, itemised, with accept and defer buttons.

Estimate · The customer's copy, answerable in one tap

The invoice as the customer receives it, branded as the business with their own phone number and colour. Amount due $1,500.00 with the due date under it, then the two prices side by side - $1,500.00 cash, check or bank transfer and $1,559.85 by card. Below that, who it is billed to and the line table carrying both a rate and a card rate, an amount and a card amount, then a note explaining that the card price applies to every card including debit, and buttons to pay it or download the PDF.

Invoice · What the customer receives, branded as your business

Virtual terminal · Pick a customer and what is known fills itself in

The front door

Your website already gets enquiries. It just does not do anything with them.

For most service businesses the website is a brochure with a mailto on it. Somebody checks that inbox when they remember, the good ones get answered, and nobody ever finds out about the rest. Three things close that gap, and none of them needs your site rebuilt.

One tag, any site The contact form, for your web developer Copy the snippet out of Settings, send it to whoever looks after your site, and it works anywhere an embed is allowed — Squarespace, Wix, WordPress, a hand-built site. The key is minted when you ask for it.
Book themselves in A public booking link Against real availability — opening hours, holidays, crews and everything already on the book — using the same engine your dispatcher uses. The public page returns bookable times and nothing else: a competitor reading your link cannot count your crews or watch the week fill up.
Word of mouth, tracked Referrals from the portal A happy customer refers someone from their own portal, and the introduction stays attached to them — so the reward goes to the person who actually made it, not to whoever remembered to mention it.

What lands, and where

An enquiry is a lead, not an email.

It arrives in the pipeline with the page it came from, the campaign that brought them, and how many times they had been on the site before they typed anything. It gets a stage, a next step and a date. If nobody moves it, it shows up on the list of leads going cold rather than quietly ageing in a folder.

When it turns into work, it is already the customer — the same record, with the enquiry still attached to it. Nobody retypes a phone number.

The CRM underneath it

  • Pipeline with stages, values and what the open work is worth
  • Follow-ups that chase an unanswered quote on their own
  • Tasks against a person and a date, not a sticky note
  • Going cold — the leads nobody has touched, surfaced before they die
  • Every interaction with that person, in one history: calls, texts, emails, visits

Sales pipeline

The pipeline ends where the work begins.

Most shops keep prospects in a spreadsheet, or in a CRM that has never heard of a work order. Either way, winning the job means typing the whole thing again — the name, the address, the numbers you already quoted.

Here the deal you won is the customer. The estimate you sent is already on their record, the property or the vehicle with it, and the first job schedules against the thing you sold. Nothing is retyped, because nothing moved.

What a deal carries

  • Where it came from — form, phone call or walk-in
  • The next action, and the day it is due
  • Every quote sent against it, and what came back
  • Who owns it, and what it is worth
  • The whole thread, once they become a customer
New $14,200
Harborview Restaurant GroupCalled in Tuesday
Cypress Ridge HOAWebsite form
Contacted $28,650
Meridian Office ParkWalkthrough Thu 9am
Tessa NakamuraCall back after 5
Quoted $41,980
Sterling Oaks HOAEstimate 1184 · 6 days out
Gulfway Retail PartnersChase tomorrow
Won $19,340
Northgate Business CenterNow a customer
Stages you name Your sale, not somebody's funnel Name the stages after what actually happens — a walkthrough, a quote, a deposit — and drag a deal across when it moves. There is no methodology to adopt.
It chases the rep A next action, and a date Every open deal has one, or it shows up as the thing nobody has touched. The follow-up that gets forgotten is the one nobody wrote down.
Leads arrive on their own Not typed in on Monday The website form, the phone call and the inbound request land in New with what they came with, so the first follow-up is about the job rather than about getting their details.
Won stops being a deal It becomes a customer, with its history One press. The estimate, the address, the vehicle and the conversation all move with it, and the work schedules against what was actually sold.

Payments

Payments are not bolted on.

One pricing engine runs every keystroke, so the screen, the PDF and the database always agree. Pick the program that suits the business and it applies to every line.

Pricing program

Take it however it comes.

Counter terminal, keyed over the phone, a pay link, a deposit, or a card on file charged when the route closes. Every attempt to move money — approved, declined or voided — lands on one screen.

Counter terminalVirtual terminal Pay linksCard on file DepositsBatches & settlement
Northshore Services INV-2041
Monthly service — August$340.00
Materials & consumables$186.00
Parts fitted on site · 3$94.00
Cash price $620.00 Cash, check or bank transfer
Card price $620.00 Same price on any card

Fraud and failed cards

The two ways a card costs you money after the sale.

One is a card that should never have been taken. The other is a card that worked for a year and quietly stopped. Neither shows up on the day it happens, which is why both are somebody else’s problem until the statement arrives.

A refused card costs you nothing. A chargeback costs the ticket, the fee, and the afternoon spent assembling evidence — which is the third thing here, and the reason every payment already carries it.

Checked before the charge goes out

  • Ticket limits — a ceiling above which a card is refused outright
  • Velocity — the same card, too many times, too fast
  • Duplicates — the same amount on the same card inside a window
  • Blocked addresses — email addresses and IPs you have seen before
  • Per channel — different rules for a pay link than for the counter
The expiring card report Every card on file that stops working next month Listed while there is still time to ask, and the customer is told before their service fails rather than after. A card expires at the end of its printed month, which sounds obvious and is the exact place most systems are wrong by thirty days.
A decline is not a lost month The recurring run falls back to an invoice When a scheduled charge will not go through, the invoice goes out instead — so the customer still has a real, payable bill rather than a silence nobody notices until the aging report.
Evidence, kept by default What you need when one is disputed The payer’s address, the approval and what was approved, the signature where one was taken, and the processor’s own reply — recorded at the moment of the sale, not reconstructed from memory six weeks later.
It fails safe A broken rule refuses, it does not wave things through A rule that cannot be read is treated as a refusal. The failure mode of a fraud control has to be “no” — anything else is a control that turns itself off on the day it matters.

The customer portal

Your customer has a relationship with you, not with your software.

The portal they sign into and the pay page they reach from a link are both branded as your business — your logo, your color, your phone number. They see what they owe, settle up and accept quotes without ringing the office.

And it is not one portal wearing four hats. What a customer sees is set by the trade: a homeowner gets visits and service history, a fleet manager gets vehicles and authorisations, a client of a firm gets documents and the records you have asked them for. The screens a trade does not use are not switched off — they are not there.

Never per-seat. You are not billed for your own customers.

What they can do without ringing you

  • See what they owe, and what it is for
  • Pay an invoice, in full or against a deposit
  • Accept an estimate, or defer it with a date
  • Read the whole history — every invoice, payment, estimate and past visit
  • Raise a request without ringing the office or waiting for Monday
  • Upload the document you asked them for, against the request that asked
  • Download any document as a PDF
  • Pay one invoice from a link, with no account at all
Invited, not assumed Three parties, and none does another's half A single-use invite link; the contact proves their own email and sets their own password. Nobody can point a login at somebody else’s account, including you.
Drafts stay private Sending is a deliberate act The portal shows everything except drafts, and nothing is emailed on your behalf without you pressing send.
One link, no account For the customer who will never sign in A pay link opens one invoice from a token. Most customers use this and nothing else.
You can see what landed Delivered, opened or bounced Every message is tracked back to the document it came from — so you know it bounced before you pick up the phone.

Products and inventory

A part leaves the shelf when it goes on the job.

Not when somebody remembers at the end of the week. The count moves off the document that used it — the estimate reserves it, the invoice consumes it, a void puts it back. One catalog holds both what you do and what you fit.

Every product carries what it cost you as well as what you charge, so margin is a figure the system already knows rather than one somebody works out later.

One row, used everywhere

  • A service carries its duration and job type
  • A product carries its unit, cost and price
  • Both price from the same engine as the invoice
  • Kits bundle the parts and the labor together
  • Supersessions keep the old number findable
Counts that are true On hand, reserved, and free to sell Three numbers, not one. Work quoted but not done is holding stock, and the shelf figure says so before somebody promises it twice.
Reorder points The list writes itself Set a minimum per product and the reorder list builds from what actually moved, per location, rather than from a stocktake nobody has time for.
Where it is Van stock counts as stock A part on a truck is not lost. Locations cover the shop, the store room and every vehicle, and a transfer moves the count rather than writing it off.
Margin, per line Cost travels with the part Cost is captured at the moment of sale, so a price rise next quarter does not quietly rewrite what last quarter earned.

Company files

The handbook, the contract and the certificate, where a phone can find them.

Most of this lives in somebody’s email, and the person who needs it at eight in the morning is standing in a driveway. Files attach to the thing they belong to — the customer, the property, the vehicle, the job — or to the company, where everyone can read them.

Photographs taken on a job are files too, and they stay with the record rather than in a camera roll.

The company library

PDFEmployee handbook — 2026 revision
PDFCertificate of insurance
PDFW-9
DOCStandard terms and conditions
JPGVan livery spec
Attached, not filed On the record it belongs to A warranty on the equipment, a gate code photo on the property, a supplement on the repair order. You look where the thing is, not where the file was put.
Read by role The crew sees the handbook, not the pay rates Access follows the role, and the database enforces it rather than the screen hiding a button.
Shared deliberately Nothing reaches a customer by accident A file is internal until somebody publishes it to the portal. There is no folder that is quietly public.
Findable from a phone The same library on the truck Search the library by name, open the PDF, send it on. The technician who needs the certificate is not the person sitting at the desk.

Recurring billing and work

The work repeats, so the paperwork should not.

A maintenance plan, a monthly retainer, a quarterly round, a lease. One engine raises the invoice on the day the agreement says, charges the card or the bank account on file, and records the split.

Where the money repeats and the visit repeats, both come off the same agreement — so the crew is on the calendar and the invoice is raised without anybody rebuilding either each period.

What can repeat

  • Nine cadences, plus every N days
  • The visit, the invoice, or both together
  • A card or bank account on file, charged on the day
  • Plans and contracts with a start, an end and a price
  • Price changes that apply from the next period, not backwards
One agreement, two outputs The calendar and the ledger, from the same row A quarterly pest round puts the crew on the board and raises the invoice. Nobody maintains a second list to keep the two in step.
It stops when it should End dates, pauses and cancellations A plan that ended does not quietly bill a thirteenth month. A pause holds both the work and the billing, not one of them.
Failures surface A declined card is a task, not a silence The charge that did not go through appears as work for somebody, with the reason, rather than as a gap you find at month end.
Every trade uses it Retainer, maintenance plan, round or rent The same engine underneath all four, which is why a firm billing retainers and a manager billing rent are running the same software.

Reporting

Every figure totals the whole table, not the page you happen to be on.

That sounds like a small thing until the number at the bottom of a screen has been wrong all year. Filter it, total it, choose the columns, and it remembers the view.

What you are owed Aging in four buckets, by customer Current, thirty, sixty, ninety. Open the bucket and it is the invoices themselves, ready to chase, not a figure you then go looking for.
What you kept Margin by job type, tech and customer Cost captured at the point of sale, so the margin is what actually happened rather than today’s price applied backwards.
What you gave away Discounting, per person Every discount, who applied it and what it cost. Most shops have never seen this number, and it is rarely the one they guess.
Where it went Estimates won, lost and still out Close rate by job type and by person, with the still-open pile beside it — which is the queue the Vault then works.
Your columns Chosen once, saved for good Add, drop and reorder columns on any table. The view is yours and per user, so nobody rebuilds it every Monday.
Out of the building CSV of exactly what you filtered The export is the table you are looking at, filters and columns included — not a fixed report somebody decided on years ago.

QuickBooks and Xero

Close the job, and the books already know.

The invoice you raised on a driveway is in the ledger with the customer, the labor and the parts already on it. The payment you took is sitting against that invoice. Nobody retyped anything, and nobody is going to.

Month end stops being a week of re-entry and becomes what it should have been: checking that two numbers agree, and finding that they do.

What moves, and when

  • The invoice, when you send it — not in a nightly batch
  • The payment, against the invoice it settled
  • Refunds and voids, as the corrections they are
  • Customers, matched to the ones already in your ledger
  • Services and products, mapped to your own income accounts
The deposit reconciles Because both sides are the same number Card, cash, check and ACH arrive against the invoice they paid, with the batch they settled in. The line on the bank feed has something to match, which is the whole job.
Your chart, not ours You decide what maps to what Job types and catalog items point at the income accounts you already use. We do not invent a chart of accounts and we do not reorganize yours.
Matched, never duplicated One customer, one ledger record Existing customers are matched before anything is created, and a conflict is shown to you rather than resolved quietly into a second Amanda Castellanos.
You can see what moved Every sync, on the record it touched What went across, when, and what came back. A document that failed to post says so on the document, not in a log somebody has to go looking for.

The ledger stays the ledger. OnSight runs the work and takes the money; your accountant keeps doing the accounting, in the software they already know.

Behind the counter

What the owner does after the van comes back.

Priced work, what each job actually made, what the crew is owed, what got signed and who is licensed to do it. Included, not a module.

The price book Priced from your rate, not typed Work priced as jobs made of hours and parts. Raise your hourly rate and every quote reprices itself, with the margin beside each row and a starter book for your trade.
Job costing What it made, not what it billed Hours at each person's cost rate, parts at what the shelf paid, and the receipts. The margin sits on the job for whoever may see money, and Reports › Margin names the ones that lost it.
Memberships and plans Sold once, billed and renewed A plan bought from the price book: visits included, a discount and priority that apply themselves, renewed on the card on file after a notice, with what is owed and what lapses on one page.
Documents and e-signature Signed by link or on the tablet Agreements, change orders, authorizations and waivers — in your wording or your own uploaded PDF with the boxes placed on it. Sealed with a certificate saying who signed, from where and when.
Pay runs Worked out from hours already recorded By the hour, a salary, book hours produced, a percentage of what they sold, or a base with any of those on top. Overtime on the regular rate, which for flat rate or commission is not the posted one. Everyone sees their own.
Licences and certifications A warning before the wrong person goes Every licence, what it is good until, and the card itself kept privately. Assigning somebody without one warns you and names who could go instead, and everybody is told sixty days before it runs out.

Also standard

The parts nobody demos, and everybody needs by month two.

None of it is an upgrade. Whatever you work on, you get all of it.

Projects Work over more than one visit Phases hold the tasks, estimates and invoices. Completing one raises its invoice; a task already billed cannot be billed twice.
Who changed what The activity log Every change to a document, payment or permission, with the person and the time. Admin only, enforced by the database.
People and access Roles, rates and the company library Access is decided per role, and pay rates sit outside the table everyone can read. A technician sees the job; an owner sees the margin on it.

On the platform, and nowhere else

Two of these you cannot buy anywhere else.

Everything above this line, every system in the category has some version of. These two are the reason to move.

The Deferred Work Vault It sells back what the customer said no to
  • Every declined recommendation, kept with its photograph
  • Repriced overnight, so a quote is never stale
  • Ranked by what will actually sell, not by date
  • Resurfaced when the customer is ready to hear it
  • Worked for you — a list is a job nobody does
See the Vault → The OnSight Agent Tell it what should happen and it builds the automation
  • No trigger picker, no rule syntax, no builder to learn
  • Already knows your job types, price book and crews
  • Writes the automation and waits for you to turn it on
  • Shows you what it will do before it does anything
  • Change it by saying what you want changed
See the Agent →

Book a demo

See it running your trade, not a generic one.

Thirty minutes on data that looks like yours, with the arithmetic run on your own job count and average ticket.

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