QuickBooks Online

Push paid invoices to QuickBooks Online automatically. Click Connect QuickBooks to sign in with Intuit — they redirect back here once you authorise. After that, the nightly cron syncs new invoices (or hit Sync Now). You can disconnect any time.

New Scheduled Job

All Scheduled Jobs

Log Time

New Invoice

Invoice History

Getting Started

First thing to do: Click Company in the sidebar and enter your business name, phone, email, address, license number, and upload your logo. This info auto-fills into every invoice, proposal, contract, and email you create. If you have a Google Business page, paste your review link in the Google Review Link field — it gets included in your follow-up emails automatically.

Creating an Estimate

1. Click "+ New Estimate" on the Dashboard or in the sidebar. You will see 13 tabs across the top. Work through them left to right.

2. Basic Info tab: Enter the estimate number, date, customer name, phone, email, address, and a job description. The status dropdown tracks each estimate through 10 stages from Draft to Paid.

3. Job Site tab: Enter the job site address if different from the customer address. Set the access difficulty — Easy (1x) through Extreme (2.5x) — which multiplies your total costs based on how hard it is to get equipment to the site.

4. Trees tab: Click "+ Add Tree" and select the species from 189 options. Enter the diameter (DBH), height, condition, and your flat rate price for that tree. You can also use a Service Preset at the top — select one like "Tree Removal - Medium" and it auto-fills the labor tab with the right crew positions and hours.

5. Equipment tab: Add any vehicles or machines you are bringing to the job — bucket truck, chipper, crane, stump grinder, etc. Enter the hourly rate and fuel type. This is for rental or usage costs on heavy equipment only.

6. Labor tab: Add crew positions (Lead Arborist, Climber, Ground Crew, Operator), how many of each, regular hours, and overtime hours. OT calculates at 1.5x automatically.

7. Tools/Gear tab: Track climbing gear, rigging, hand tools, and PPE. Select the tool from the dropdown, enter how many you need vs how many you already have. You only get charged the daily rate on tools you need to rent (required minus on-hand).

8. Hazards tab: If the job has risks that require extra crew — like flaggers for roadway work or a spotter for power lines — click "+ Add Hazard Crew." Pick the hazard type, the extra position needed, how many people, hours, and their rate. The cost is people times hours times rate. If no extra crew is needed, leave this empty and click the X to remove any rows.

9. Disposal tab: Enter permit costs, subcontractor charges, and debris disposal costs (cubic yards times your dump rate).

10. Photos tab: Upload before and after photos. Click "Generate Preview" to see them side by side. You can download or print the comparison.

11. Invoice tab: Click "Generate Invoice" to create a professional invoice with your company header, logo, all line items, and totals. Click Print to open it in a new window with Print and Close buttons, or Download to save it.

12. Proposal tab: Click "Generate Proposal" for a formal proposal with scope of work, terms, timeline, and signature acceptance.

13. Contract tab: Click "Generate Contract" for a full legal contract with 12 sections covering scope, payment, warranty, liability, and signatures. Both company and customer can sign on-screen or you can send a remote signing link.

14. Bid Summary tab: This shows your complete cost breakdown. Read the green guide at the top — your equipment, fuel, and tool costs are already counted, so you typically set Overhead to 0%. Set your Profit margin (15-20% is typical) and your state tax rate. The total, deposit, and balance calculate automatically.

15. Save: Click "Save Estimate" at the bottom. Click "Reset" to clear the form for a new estimate.

Managing Estimates

Click All Estimates in the sidebar to see every saved estimate. You can Load (edit), Duplicate (copy), Delete, or change the status. Click Export CSV to download all estimates as a spreadsheet.

Clients

Click Clients in the sidebar. Save your repeat customers (name, phone, email, address). When creating a new estimate, click "Use" next to any saved client to auto-fill their info instead of retyping it.

Crew Management

Click Crew in the sidebar. Add each crew member with their name, role, phone, and hourly rate. Toggle them Active or Inactive. Active crew members show up in the Schedule page crew dropdown.

Scheduling Jobs

Click Schedule in the sidebar, then click "+ Schedule Job." A form opens where you can select an estimate (auto-fills customer and address), pick start and end dates with date pickers, set start and end times, select crew members from your saved crew, add notes, and set priority (Normal, High, Urgent). Jobs show on the week calendar. Use Prev/Next to navigate weeks. Click any job to edit it. Change status with the dropdown (Scheduled, In Progress, Completed, Canceled). Click "Export to Google Calendar" to download a .ics file you can import into Google Calendar, Apple Calendar, or Outlook.

Time Tracking

Click Time Tracking in the sidebar. Set hourly rates for each role at the top. Click "+ Add Entry" to log time — date, crew member name, role, regular hours, and OT hours. Overtime calculates at 1.5x automatically. Weekly and all-time cost summaries show at the bottom.

Email Templates

Click Email Templates in the sidebar. Select from 7 built-in templates (Estimate Follow-Up, Estimate Sent, Job Scheduled, Job Complete, Payment Reminder, Thank You, Review Request). Each template auto-fills with the customer name, estimate number, total amount, and your Google review link. Edit if needed, then click "Send via Email Client" — your default email app opens with everything pre-filled. You can also create and save custom templates.

Signatures

The app has 5 signature areas — Company Signature, Customer Signature, Invoice Signature, Contract Company Signature, Contract Customer Signature. Draw your signature with a mouse or finger (works on touch screens). Click "Save Signature" to store it. Click "Clear" to redo. You can also upload a signature image file. For customers who are not on-site, click "Generate Signing Link" on the Contract tab to create a URL you can text or email to them — they open it, sign, and submit.

Printing Documents

When you click Print on any document (Invoice, Proposal, Contract, Quick Bid, Work Order), a new page opens showing the document with a Print button and a Close button at the top. Tap Print to send to your printer. Tap Close to go back to the app. These buttons do not appear on the printed paper. You can also click Download to save the document as an HTML file.

Your Data

Your estimates, clients, crew, schedule, and settings are automatically saved to the cloud every time you click Save. You can log in from any device with your license code and your data will be there. If you want a local copy for your records, go to Company and click Export Data to download a backup file. To restore from a backup, click Import Data and select the file.

Dark Mode

Click Dark Mode in the sidebar to switch between light and dark themes. Your preference saves automatically.

Quick Bid Sheet vs Work Order

The Quick Bid Sheet is a one-page summary with your company info, customer info, and total price — meant to hand to a customer on-site. The Work Order is for your crew — it has the job details, Google Maps link, equipment list, hazard warnings, and crew assignments but no pricing shown. Your crew sees what to do, not what you are charging.

Invoicing

There are three ways to invoice in EstimatorPRO:

1. From an Estimate: Build a detailed estimate with trees, equipment, labor, and all line items. Go to the Invoice tab (tab 11) and click "Generate Invoice." This creates a full detailed invoice showing every cost. You can print it, download it, or send it with a payment link.

2. Quick Invoice (Dashboard): Click the purple "Quick Invoice" button on the Dashboard. Enter the customer name, email, amount, and a one-line description. Click send. The customer gets an invoice in their email in 30 seconds. No estimate needed. Use this when you just need to bill someone fast.

3. Standalone Invoicing Page: Click "Invoicing" in the sidebar. This is a full invoicing system where you can add multiple line items with descriptions, quantities, and rates. The total calculates automatically. You can add tax, discounts, and deposit amounts. You can save invoices, track which are paid or unpaid, filter by status, and see your total outstanding and collected amounts. Each invoice can be previewed, printed, edited, or deleted.

Getting Paid — Payment Links

Setting up Stripe (one time, 2 minutes):

1. Go to stripe.com and create a free account

2. Go to Developers > API Keys

3. Copy your Secret Key (starts with sk_live_)

4. In EstimatorPRO, go to Company > Payment Processing

5. Paste your key and click Save Company

That's it! You can now send invoices with payment links.

When you click "Send Invoice with Pay Now Link" or "Save & Send Pay Link", the app creates a secure Stripe checkout page. Your customer receives an email with a link. They tap the link, enter their credit card, and pay. The money goes to your Stripe account. You never touch their card number. Stripe handles all the security.

You can also click "Copy Payment Link" to copy the URL and text it to the customer instead of emailing it.

Note: To accept online payments, go to Company > Payment Processing and enter your Stripe secret key. Create a free Stripe account at stripe.com. Your key is private and stored securely in your account.

Subcontractor Management

Click Crew & Subcontractors in the sidebar. Scroll down to the Subcontractors section. Click "+ Add Subcontractor" and enter their business name, contact person, phone, specialty (crane, stump grinding, hauling, etc.), typical rate, and whether they have insurance on file. Saved subcontractors appear as a dropdown on the Disposal tab when you create an estimate — select one and it auto-fills their name, phone, specialty, and rate.

Estimate Templates

When you have an estimate set up the way you want it — with the right trees, equipment, labor, tools, and hazards for a common job — click "Save as Template" in the estimate header. Give it a name like "Standard Large Oak Removal." Next time you bid a similar job, go to All Estimates, scroll to Saved Templates, and click "Use" to load it. All the items fill in automatically and you just adjust for the specific job. This cuts your estimating time in half.

Customer View / Sharing

Click "Customer View" on the estimate page to generate a clean, professional HTML file showing the estimate summary, line items, total, and your contact info. Download it and email or text it to the customer. They open it in their browser and see a professional estimate — no login needed, no app access required.

Dashboard Charts

Your Dashboard shows a Monthly Revenue chart (last 6 months) and an Estimate Status breakdown. These update automatically as you add estimates and change their status. The stats at the top show total estimates, pipeline value, accepted count, pending count, completed revenue, payments received, outstanding balance, and your win rate.

Frequently Asked Questions

Can I use this on my phone? Yes. EstimatorPRO works on any device with a web browser — phones, tablets, laptops, and desktops. The layout adjusts automatically for smaller screens.

Can my crew access the app? Each license code is for one user. If your crew needs access, contact us about multi-user plans.

How do customers pay? When you send an invoice with a payment link, the customer clicks the link and pays with a credit card through Stripe. You can also accept cash, check, Venmo, or CashApp and manually mark the invoice as paid.

Can I customize the invoice? Yes. Your company name, logo, phone, email, and address appear on every invoice automatically. Set these up on the Company page. On the standalone invoicing page you can add any line items, tax, discounts, and notes you want.

What if I make a mistake on an estimate? Load the estimate from All Estimates, edit it, and save again. You can also duplicate an estimate and modify the copy.

How do I get a Google Review link? Search for your business on Google, find your listing, click "Write a review," and copy the URL. Paste it in the Google Review Link field on the Company page. It will be included in your follow-up emails automatically.

How do I measure tree height? Go to the Photos/Media tab. At the top you will see the Smart Tree Measurement card with 5 tools. Enter your distance from the tree (or use Pace Distance to walk and count steps). Tap the tool you need: Height — point at base then top. Lean — point at trunk base then trunk top, flags leans over 15 degrees. Canopy — point at left edge then right edge of the canopy for drop zone width. Tap Save to Log to record measurements. Tap Export CSV to download your measurement history. Tap Open Height Tool — your camera opens with a crosshair and live angle reading. Point at the base of the tree and tap Set Base Angle. Then point at the top and tap Set Top Angle. The app calculates the height instantly. Tap Apply to Current Tree to auto-fill the Trees tab. You can also use Manual Angle Entry if you already have a clinometer. This replaces a $200 clinometer — built right into the app, works offline, no extra cost.

Is my data secure? Your data is stored on a secure server and transmitted over encrypted connections. We do not store credit card numbers — all payments are processed through Stripe, which is PCI compliant.

Troubleshooting

App is not loading: Make sure you are using a modern browser (Chrome, Firefox, Safari, Edge). Clear your cache and try again.

License code not working: Make sure you are entering it exactly as provided, with dashes. Codes are not case-sensitive. If it says expired, contact us at (434) 207-2831 to renew.

Lost my data: If you cleared your browser, the data is gone unless you exported a backup. Go to Company and click Import Data to restore from a backup file. Going forward, export your data regularly.

Print page is stuck: Look for the Close button at the top of the print page. Tap it to return to the app.

Signature not saving: Make sure you click "Save Signature" after drawing. The signature area must have a drawing in it.

Email not sending: The Send button opens your default email app (like Mail, Outlook, or Gmail app). If nothing happens, your device may not have a default email app set up. Copy the subject and body manually and paste into your email.

Numbers seem too high: Check the Bid Summary tab. Your markup percentages (Overhead, Contingency, Profit, Tax) are added on top of your itemized costs. If you already entered your equipment and fuel costs in the Equipment tab, set Overhead to 0% to avoid double-counting.

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Effective Date: April 1, 2026

These Terms of Service govern your use of EstimatorPRO software provided by pascat graphics and marketing company. By using this software, you agree to these terms.

License: We grant you a limited, non-exclusive, non-transferable license to use this software for your internal business purposes. You may not copy, modify, distribute, sell, resell, reverse engineer, or sublicense this software.

Data: Your business data is stored on our secure cloud servers to enable sync across your devices. Data is encrypted in transit via HTTPS. You can export your data at any time from the Company page.

Intellectual Property: This software is the exclusive property of pascat graphics and marketing company.

Contact: (434) 207-2831

What We Collect: Your business data is encrypted and stored on our secure cloud servers to enable sync across devices. We collect your name, email, phone, and payment info when you purchase a license. We do not store credit card numbers — payments are processed through Stripe (PCI compliant).

Data Retention: Your data is retained as long as your account is active. You can export or delete your data at any time from the Company page. No tracking cookies or analytics.

IMPORTANT: pascat graphics and marketing company is a SOFTWARE PROVIDER. We are NOT a contractor. We are NOT responsible for any work performed using this software, property damage, personal injury, code violations, or disputes with your customers. You are solely responsible for verifying all estimates, maintaining proper licensing and insurance, and complying with all laws.

THE SOFTWARE IS PROVIDED "AS IS" WITHOUT WARRANTIES. MAXIMUM LIABILITY LIMITED TO AMOUNT PAID IN PRECEDING 12 MONTHS.

Monthly: 14-day free trial. Cancel anytime.

One-Time: 14-day satisfaction guarantee. Contact (434) 207-2831 for refunds.