Frequently Asked Questions

Best Decision Project Tools is a field service operations platform with these core tools: Timekeeper (GPS time tracking), Receipt Capture (AI-powered expense tracking), Scheduler (drag-and-drop job scheduling), Job Photos (AI-organized job site photography), Field Estimating (voice-to-estimate), CFO Dashboard (live financial KPIs), Chat & Job Hub (per-job channels with real-time translation), and Meeting Notes (record, transcribe, summarize, extract tasks). Everything runs from a phone browser. No app install required. It includes full QuickBooks Online integration, Cost Pools for bulk-supply allocation, Business Units with side-by-side Segment Performance P&L, Subcontractor as a 3rd cost track, recurring invoicing, Stripe payment processing, and a marketing effectiveness dashboard.

No. BD Project Tools runs as a PWA (Progressive Web App) in your phone browser. Your crew opens the URL, logs in, and starts working. No app store download, no waiting for updates, no compatibility issues between Android and iPhone. Works on any device with a modern browser.

Best Decision Project Tools is built for construction contractors first: general contractors, subcontractors, remodelers, and specialty trades. The platform is expanding to serve all field service businesses. Industry customization is on the roadmap, but the core tools (time tracking, receipts, scheduling, photos, estimating, CFO dashboard) are valuable for any crew-based service business.

Plans are priced by team size, with the full platform on every plan: Solo+ $99/mo (up to 2 users), Starter $199/mo (up to 5), Crew $349/mo (up to 10), and Company $549/mo (up to 20). Starter and Crew add seats at $30/user/mo, and Company adds users at $15/user/mo above 20. There is no feature gating; every plan includes all tools. With the USA 250 Early Adopter Rate you lock in 25% off your base plan. Compare that to Jobber at $199+/month for 10 users or ServiceTitan at $245 per technician.

Pricing is by team size, with the full platform on every plan: Solo+ $99/mo (up to 2 users), Starter $199/mo (up to 5), Crew $349/mo (up to 10), and Company $549/mo (up to 20). With the USA 250 Early Adopter Rate you lock in 25% off your base plan through December 31, 2026. Every plan includes all tools, full QuickBooks Online integration, recurring invoicing, Stripe payment processing, and US-based support. Starter and Crew add seats at $30/user/mo, and Company adds users at $15/user/mo above 20. No contracts. Cancel anytime.

No. BD Project Tools is month-to-month. Cancel anytime with no penalty, no cancellation fee, and no end-of-term tricks. Your data is retained for 24 months after cancellation, and you can export it at any time during that window.

The USA 250 Early Adopter Rate gives customers who join during the launch window 25% off their base monthly plan, through December 31, 2026. The discount applies to the base plan only, not extra users or add-on services. If you upgrade or downgrade, the discount follows your base plan. Your USA 250 rate is locked for your subscription as long as your account stays active and in good standing. Learn more about the USA 250 Early Adopter Rate.

No. Every plan is billed monthly at the same rate regardless of how you pay. We do not offer annual discounts because we do not inflate monthly prices. Many competitors charge significantly more for monthly billing as a way to pressure annual commitments. We believe that is a bad deal for contractors who value flexibility. Everyone gets the best price from day one.

Yes. BD Project Tools has the deepest QuickBooks Online integration available for field service software. This includes: estimates syncing as QBO Estimates, invoices with payment tracking, customer record synchronization, field-captured receipts syncing as Purchase expenses with vendor/account/category mapping, QBO item sync with review workflow, and Stripe fee tracking. This is not a basic one-way invoice sync. It is a full bidirectional data pipeline.

Most competitors (Jobber, Housecall Pro, etc.) sync invoices and payments to QBO: one direction, limited data. None of them sync field-captured expenses. BD Project Tools takes a receipt captured by your crew in the field, runs it through AI transcription and categorization, assigns it to a job, tracks it in WIP, and pushes it to QBO as a Purchase expense with full vendor, account, and category mapping. That receipt-to-QBO pipeline is something no other field service platform offers. See how it works.

No. BD Project Tools integrates with QuickBooks Online only. QuickBooks Desktop is not supported. If you are currently on QuickBooks Desktop, we can help you plan a migration to QBO as part of your onboarding.

Yes, that's what Cost Pools does. Mark the item as Bulk-Purchased in Products & Services, tag the receipt line to a Cost Pool instead of a single job, then run the pool. BD Project Tools reallocates the spend to consuming jobs by hours on job, catalog quantity, catalog unit cost, estimate value, or equal split. The Variance column flags anything under- or over-absorbed. Most field tools force one receipt to one job. Cost Pools is BD Project Tools-only. Admin triggers each run manually; allocations are reversible.

Yes. Turn on Business Units in Settings, pick a label (Location, Division, Store, Service Line, etc.), and tag your jobs. Estimates, invoices, and receipts auto-inherit from the parent job. The Segment Performance dashboard gives a side-by-side view of revenue, earned revenue, job costs, margin percent, and marketing spend per segment, with Excel export. Business Units are single-level; multi-entity consolidation and nested sub-segments are not supported.

Materials, Labor, and Subcontractors are three distinct cost buckets on every estimate, invoice, dashboard tile, and Variance tab. Most competitors lump subcontractor spend into "Other Costs" or Materials, which distorts margins on sub-heavy jobs. In BD Project Tools, every line item is tagged Product, Service, or Subcontractor, and Sub costs auto-aggregate from your line items (or you can enter the sub total directly on the estimate). QBO has no native Subcontractor item type, so subs push as Service items in QBO, but BD Project Tools preserves the third category internally.

Start with the intake form. You can also Sign Up at any time. We will walk you through setting up your company, connecting QuickBooks Online, adding your team, and configuring the tools for your workflow. Your team can be up and running the same day. No lengthy implementation processes and no $50K setup fees.

Most crews are working within hours, not weeks. The core setup (company profile, QBO connection, user accounts, and basic configuration) can be done in a single session. Compare that to platforms like ServiceTitan that require weeks of implementation and $5K-$50K in setup fees. Your crew opens a URL in their phone browser and logs in. That is the "installation."

Yes. We help your team get set up and provide ongoing US-based support. BD Project Tools is designed to be intuitive for field crews: the tools work from a phone browser with simple, clear interfaces. Most field workers can start using Timekeeper, Receipt Capture, and Job Photos within minutes. For office staff and owners, we provide guided setup for scheduling, estimating, invoicing, and the CFO Dashboard.

US-based servers. AI processing (Whisper for voice transcription, plus Ollama and vLLM for expense categorization and photo classification) runs locally on BDB's servers. No data is sent to third-party AI APIs like OpenAI or Google. Your financial data, receipt images, voice recordings, and job photos stay on infrastructure you can trust.

Yes. Export your data anytime, as an active subscriber or after cancellation. It is your data and you should always have access to it. We do not hold your data hostage as a retention tactic.

Your data is retained for 24 months after cancellation. You can export it anytime during that period. If you resubscribe within 24 months, your data is still there. No rebuilding your account from scratch. There is no cancellation fee, no "we'll charge you for the rest of the year" tricks, and no pressure to stay.