How Crewistry works
From signup to your first paid invoice in under 30 minutes. Here's the whole flow — onboarding, every major feature, and how to connect Twilio for SMS.
The 8-step quickstart
Follow these in order. You can skip any step and come back later.
1. Create your account
Sign up with email or Google. You'll land on the dashboard as the Owner — full access to everything.
- Sign in at /login
- Set company name, logo, time zone in Settings
- Pick your trade so AI pricing tunes to your work
2. Invite your team
Add crew, receptionists, or accountants. Each role only sees what they need — crew see jobs, not your P&L.
- Open More → Team
- Click Invite, enter email + role + hourly rate
- They get a magic-link invite — no password setup
3. Add your first client & job
Import a CSV of existing clients or add them one at a time. Then book a job in seconds.
- Clients → Import CSV (or + New)
- Jobs → New, pick client, date, crew
- Drag on the Calendar to reschedule
4. Try AI photo pricing
On any job or estimate, snap a few site photos. AI returns a defensible price range with reasoning in ~8 seconds.
- Open a job → Add photos
- Tap 'Get AI price'
- Edit before sending — AI suggests, you decide
5. Send an estimate
Build the quote, send via SMS or email link. Client e-signs from any phone — no account needed.
- Estimates → New
- Add line items (or pull from Templates)
- Send → choose Email/SMS
6. Invoice & get paid
When a job is checked off, Autopilot drafts the invoice automatically. Send a tap-to-pay link from the truck.
- Mark job complete → review draft invoice
- Send via email/SMS link
- Client pays with Apple Pay, card, or ACH
7. Turn on automated reminders
Day-before texts to clients, overdue nudges on unpaid invoices. Set once, runs forever.
- More → Reminders
- Toggle reminder types on
- Edit the text in Templates
8. Watch profit in real time
Revenue minus labor and materials, per job and per client. Spot money-losing customers week one.
- More → Reports
- More → Profitability by client
Feature guides
Quick explainers for the tools you'll use every day.
Calendar & scheduling
Drag jobs to reschedule. Assign crews by color. Recurring series for weekly/biweekly clients.
Route planner
Sequence today's jobs by drive time. One tap opens the address in Apple/Google Maps. Check off as you go.
Crew clock in/out
Crew taps Clock In when they arrive, Clock Out when leaving. Hours roll up to Timesheets for one-click payroll export.
Team chat per job
Each job has its own thread. Photos, notes, questions — no more lost group texts.
Recurring jobs
Set a weekly mow or monthly clean. System auto-creates next visits and bills on your schedule.
AI Autopilot
Daily briefing on the dashboard. ⌘K command bar — type 'schedule mowing for Smith Tuesday $80'. Auto-drafts invoices and reminders.
Roles & permissions
Owner / Admin / Receptionist / Crew / Accounts Receivable. Crew never see your numbers.
Client portal
Customers view jobs, estimates, invoices and pay — without creating an account. Just a secure link.
Connecting Twilio for SMS
Twilio powers all SMS in Crewistry — reminders, invoice links, autopilot client messages, and the ⌘K command bar's "text the client" actions. Plan on ~$1/month for the number plus pennies per text.
- 1
Create a free Twilio account
Go to twilio.com/try-twilio and sign up. Free trial includes credit for testing SMS.
- 2
Buy a phone number
In the Twilio Console → Phone Numbers → Buy a number. Pick one with SMS enabled in your area code. Costs about $1/month.
- 3
Verify your business (A2P 10DLC)
US carriers require business SMS to be registered. In Twilio Console → Messaging → Regulatory Compliance → Brand & Campaign. Takes 1–3 business days.
- 4
Grab your Account SID and Auth Token
From the Twilio Console home, copy Account SID and Auth Token. You'll paste these into Crewistry.
- 5
Connect in Crewistry
Settings → Integrations → Twilio → Paste credentials → Pick the number you bought. Send a test SMS to your own phone to confirm.
- 6
Turn on SMS features
Once connected: appointment reminders, overdue nudges, invoice links, autopilot client messages — all flow through your Twilio number.
Heads up: A2P 10DLC registration is a US carrier requirement, not a Crewistry rule. Without it your SMS will be filtered as spam. Twilio walks you through it — budget 1–3 business days.
AI Receptionist for missed calls
Every missed call costs you a job. Crewistry's AI receptionist answers your business line, greets the caller by your company name, asks what they need, captures their info, and creates a warm lead automatically — so you can call back with an estimate.
- 1
Connect Twilio (same setup as SMS)
If you've already connected Twilio for texts, you're done with this step. The phone number you bought handles both SMS and voice.
- 2
Point your Twilio number's voice webhook to Crewistry
In the Twilio Console → Phone Numbers → your number → Voice Configuration. Under "A call comes in" choose Webhook and paste the URL from the Leads page (HTTP POST).
- 3
Forward your real business line to the Twilio number
Either give out the Twilio number as your business line, or set call forwarding on your cell carrier so missed calls roll over to Twilio. The AI answers, talks to the caller, and you'll see a new warm lead in seconds.
- 4
Review leads & convert
Open the Leads page to see the call transcript, AI summary, caller phone, and the service they asked about. One tap converts the lead into a client so you can send an estimate.
Common questions
How long does setup take?
Most owners are sending their first invoice within 30 minutes. Importing a big client list and connecting Twilio adds another hour or so.
Do I need Twilio to start?
No. Email reminders, invoices, and the client portal work out of the box. Twilio is only required if you want SMS.
Can my crew use it without training?
The crew view (Today tab) shows only what they're doing today: navigate, clock in, snap photos, mark complete. Most crews pick it up in 5 minutes.
What if I already use QuickBooks?
Timesheets export to QuickBooks, ADP, Gusto, and Paychex formats. Invoices can be exported as CSV.
Is my data safe?
Yes. Row-level security on every table, encrypted at rest, daily backups. Your data is yours — export anytime.
Ready to run your business from one place?
See Crewistry in action before you switch.