Getting Started
A quick orientation to the platform, user roles, and the fastest way to start your first job.
Getting Started
Best Decision Project Tools is a unified platform combining GPS-based time tracking, receipt capture with voice memos, employee scheduling, dispatch and route planning, job site photo documentation, estimation tools, invoicing, team messaging, and financial reporting. Each company gets a unique token that links all their tools together under one login.
How it works:
- Employees log in at the Company Home URL (
/c/<token>) to access their enabled tools: Timekeeper, Schedule, Job Photos, Task Checklist, Estimates, Receipt Capture, Meeting Notes, and Team Chat. - Admins review entries, receipts, schedules, photos, estimates, invoices, and financials from the admin dashboard.
- Customers get their own self-service Customer Portal, a passwordless web app to view and approve estimates, pay invoices, see their schedule, leave reviews, and more.
- New companies can self-serve sign up at
/signupand are guided through an onboarding wizard on first login.
User Roles:
- Company Admin: Manages employees, jobs, categories, time entries, receipts, schedules, photos, estimates, invoices, finances, and team messaging for their company. Can delete time entries and job photos.
- Company Viewer: Bookkeeper/setup role for a single company. Can view, create, and edit employees, jobs, categories, schedules, receipts, and time entries. Cannot delete time entries or job photos.
- Company Scheduler: Limited access: can view and edit time entries, create and manage schedules, work orders, and the dispatch board, and view the audit log. Cannot access employees, jobs, receipts, photos, categories, estimates, finances, or export.
- Company Project Mgr: Field/operations manager: jobs, schedules, work orders, dispatch, estimates, receipts, photos, time entries, customers. Cannot manage company settings or user accounts.
- Company Office Mgr: Back-office role with access to nearly everything except company-wide Settings and user management.
- Company Sales: Limited access to customer-facing features: customers, estimates, invoices, and lead tracking. Cannot access time entries, scheduling, receipts, or employee management.
- Company Accountant: Bookkeeper-focused role with access to financial data: customers, invoices, receipts, expenses, payments, and the finance dashboards. Tuned for the people who reconcile your books rather than run the field.
- Employee: Uses the mobile tools. Each employee can be granted access to specific tools via checkboxes in Employee Management.
The exact capabilities of each company role are configurable, see Role Permissions.
Feature Modules: Admins can enable or disable entire feature groups per company in Settings. Disabled modules are hidden from navigation and employee home screens. See Settings for details.
Job Management
Navigate to Jobs > Jobs to manage job sites. Jobs are the central organizing unit, timekeeper, receipt capture, scheduling, job photos, estimates, invoices, project expenses, and task templates all tie to jobs.
- Add Job: Enter a job name and street address. Click the Geocode button to auto-fill latitude and longitude from the address.
- GPS Coordinates: Accurate coordinates are important, they are used to calculate the distance between an employee's clock-in location and the job site. Entries farther than the configured threshold are flagged for review.
- Job Detail View: Click a job's name (or its View link) to open the job's detail page. The Jobs list itself is now a quick summary, all the per-job settings, including the customer link, the site address, and the Tax & Jurisdiction panel, live on the detail view rather than inline in the table.
- Link to Customer: Associate a job with a customer record for seamless estimate and invoice creation.
- Job Templates: Click the Templates link on a job to apply task template checklists. Applied templates drive the employee task checklist.
- Edit: Open the job's detail view to update the job name, address, customer, and tax settings.
- Activate / Deactivate: Deactivated jobs will not appear in any dropdowns but existing records are preserved.
- Archive: Archived jobs are removed from the active list. Their historical data (time entries, photos, estimates) is preserved.
- Company Internal Job: A special job created automatically for each company to track overhead and internal time. It always appears first in job dropdowns.
