BOOTMARK Help Center

Create an account with email and password or Google, then complete the two-step registration: your business name, type, currency, and address, then pick at least one service category. After you submit, your application goes into review. Once a BOOTMARK admin approves it, your business becomes active, you are placed on the Free plan automatically, and you get an approval email.

Every new business starts in a pending-review state and must be approved by a BOOTMARK admin before the workspace becomes fully active. Watch for the approval email; once approved you can log in to your full workspace.

On the Employees page, click Add Employee and invite an existing user or create a new login (a temporary password and link are emailed). Assign a role (administrator, manager, supervisor, member, crew, or staff) and toggle area-by-area permissions covering customers, work orders, invoices, scheduling, reports, team, and field operations. Removing someone cuts off their access, including active sessions.

Open App Customization (owner/admin rights or the business customization permission). Upload your logo and favicon, choose brand colors with a live preview, pick a light, dark, or system theme, and set currency and tax. Save Configuration applies it across your workspace. You can also configure your own email-sending so messages come from your domain.

On the Clients page click New Client and enter the name (required) plus optional company, email, phone, property type, address, and notes; entering an address also creates a property record automatically. To bring over your whole list, use Import to upload a CSV — the system maps common columns, creates each client, and tells you how many were created and which rows failed.

Make sure the client has an email on file, then click Send Invitation on the Clients list or their profile. They get a branded email with a unique link that expires in 7 days, accept it, set a password (or sign in with a matching Google account), and land on their dashboard. The button later shows Resend Invitation, which issues a fresh link.

Signed-in clients see a dashboard with balances and activity, view and download invoices (and pay online if you have enabled payments), review and e-sign contracts, accept or decline estimates, browse your published services, submit and track service requests, update their contact details, upload documents, and message you in real time. They only see their own records.

When a client submits a request from the portal (service type, description, preferred date, priority), it is saved to that client and you get an instant notification. You will find it on the client profile under Service Requests, where you can update status, add a customer-visible reply, and click Create Work Order to turn it into a scheduled job.

It is a real-time, two-way chat. On the business side, Client Communications groups all conversations by client with search; you can also chat from a client profile. Clients chat back from the Messages area of their portal, and new client messages trigger a notification for you. Conversations are private to your business and that client.

You create a work order (it starts as a draft or your workflow's first stage), schedule it and assign crew (status becomes scheduled). In the field the crew taps On the Way, then Clock In (in progress), then Clock Out (completed). The system stamps start and end times, deducts materials from inventory, refreshes the job cost, and can fire automations at each status change.

No. Crew Mobile only lists jobs assigned to that person, and the system enforces that a crew member can only change the status of work orders they are assigned to. Attempts to update someone else's job are rejected.

On the Scheduling calendar, turn on Crew View to get one column per crew member, then drag a job from one column to another to reassign it; changes save immediately. Optimize Route lets you pick one crew and a day, then reorders that crew's stops by shortest travel distance with a preview of distance and time saved. Nothing changes until you click Apply Optimization.

When the job status changes to On the Way, the customer can get an email (if work-order emails are enabled in Dispatch Settings) showing the technician's name, stops away, and an estimated arrival. In the portal's Track Your Crew page they see a live map, the service location, an estimated arrival time, distance, and a stops-away count, refreshing about every 30 seconds. The ETA is a straight-line estimate, not turn-by-turn routing.

Two ways. If crew clock in and out against the job, those hours are recorded and the job's labor cost is refreshed automatically on clock-out. If you don't use the time clock, you can type labor in manually — Hours times Rate or a flat amount. An admin can review, edit, and approve hours for payroll.

Open Estimates, click New Estimate, pick the client, and add line items from your catalog; set the issue date, valid-until date (defaults to about 30 days out), discount, tax, notes, and terms. Email it or download a PDF. Once the customer accepts it in their portal, click Convert to Invoice (or Work Order, or Contract). You can also generate an invoice directly from a completed work order.

When you send the invoice you can include a secure payment link, or use the Pay Now button. The client enters card details on a secure Authorize.net hosted form; card data is never stored in BOOTMARK. After the payment is verified and the amount matches the total, the invoice flips to Paid and a receipt is emailed. If the bank holds it for review it shows Pending Review, and amount mismatches are flagged.

Online card payments run through Authorize.net using their hosted secure form. Each business enables its own gateway in Account Settings under Integrations by entering its Authorize.net API Login ID and Transaction Key and choosing sandbox or production. Without valid credentials the payment page says the gateway is not configured. Payment links are single-use, expire after 30 days, and are disabled after repeated failures or once paid.

Yes. You can record a manual payment (cash, check, ACH) on an invoice with a specific amount, and partial payments are supported. The invoice shows the amount paid, the total, and the remaining balance, and the status moves to partially paid until fully covered. The system enforces valid status transitions, so you can't jump straight from draft to paid.

Open the contract and choose Send Email, Generate Link (a secure, time-limited link), or Publish to Portal — which moves it to Pending Signature. To sign, the client reviews the details and terms, enters their name and email, draws a signature, and accepts four consent statements confirming they agree, intend to sign electronically, consent to transact electronically, and understand it is legally binding. Their IP and device info are recorded, and a signed copy is emailed.

Yes. On the secure signing page there is a Negotiation & Feedback section where the client proposes a change with comments. This moves the contract into a negotiation state and alerts your team. You review the suggestion and either Accept & Apply or Reject with a reason. An optional AI risk analysis scores the change Low, Medium, or High; high-risk changes are flagged and one-click Accept is disabled as a safeguard.

A Blank Form is built from scratch with the drag-and-drop field palette, great for surveys, intake, and requests. A Smart PDF Form starts from a real document you upload (PDF, Word, or image up to 50 MB); the system renders its pages and detects fields, and every submission produces a filled-in copy of that exact document. Use a Smart PDF Form when the output needs to look like your official paperwork.

Open a form and click Submissions to see each entry field-by-field, newest first, with a Hot Lead badge where flagged. You can export everything to CSV or a formatted PDF report, delete entries, and load more as you scroll. For Smart PDF forms you can download each submission's filled PDF or select several and download them together as a single ZIP.

Each service in your catalog has a Public booking visibility toggle. When it is on, the service shows on your online booking page and Connect listing; when it is off, it stays internal for quotes and internal jobs. A service only appears to customers if it is both active and public, so unchecking that box hides it from booking right away.

Materials are the consumable supplies crews use on jobs (pipe, wire, paint, lumber) with a cost price, selling price, and a minimum stock level for low-stock alerts. Products are sellable stock items with a unit price and threshold. Both can be added to a Purchase Order, and when you mark that order Received the quantities are added back into inventory automatically. You can also move stock between locations with Stock Transfers.

Business Reports include Sales Summary, Work Orders, Client Activity, Inventory, Revenue Trends, Service Distribution, Employee Performance, Invoice Aging, and Job Profitability, each filterable by date range and exportable to Excel. Business Analytics gives Financials, Operations, and Clients dashboards. Certain sensitive financial reports require two-factor authentication to open.

Automations are general when-this-happens-do-that rules across operations, finance, and CRM; they can send an email, post a notification, update a field, create a record, or call a webhook, with conditions, safe testing, and a log. Job Workflows define the custom stages a job moves through, and each stage can carry rules that fire when a job enters it. Automated work-order emails from both only send if you have enabled work-order emails in dispatch settings.

Connect is a public marketplace where customers search local providers by keyword, category, and location, view your profile, services, prices, and reviews, then submit a booking or quote request as a guest with just a name and an email or phone. They get a private magic-link tracking page (no login) and can leave a star rating after the work. To get listed, open the Connect listing setup, use one-click auto-setup, pass a short quality checklist, and publish.

Only if you turn them on. Automated work-order emails and the on-the-way notification are off by default for new businesses. In Dispatch Settings you can enable them, set thresholds for stops away and ETA change, and customize the wording before any messages go out. The customer must also have an email on file. Emails for other events like invoices or estimates are not affected by that switch.

There are three tiers. Free covers limited monthly jobs, one crew member, one location, and basic analytics, and is assigned automatically to newly approved businesses. Professional raises the limits and adds features like custom branding and advanced analytics. Enterprise offers the highest limits plus extras like API access and white labeling. Hitting a plan limit blocks the action and prompts an upgrade, and your billing page shows your plan, live usage meters, and payment history.