How to Use ServiceFlo

Getting Started

Create your account. Go to app.serviceflo.app/register and sign up — no credit card required. The Starter plan is free forever for one user.

Choose your trade. During setup you’ll pick your field domain — Plumbing, HVAC, Electrical, Landscaping, Roofing, Painting, Cleaning Services, Pest Control, General Contractor, or Other. ServiceFlo uses this to pre-load common service line items and vendor suggestions so you’re not starting from a blank screen.

Walk through the setup wizard. On first login you’ll see a short 4-step wizard:

1. Welcome — confirm your business details
2. Connect QuickBooks (optional, skippable) — one-click OAuth to link your QuickBooks Online company
3. Request payment setup — tell us you’re ready to accept card/ACH payments; our team activates this on the account within one business day
4. Done — you’re in

Until payment setup is activated, you can still create and save invoices as drafts — you just won’t be able to send a live payment link yet. Once activated, the “Send Invoice” button lights up automatically.

Install it like an app. ServiceFlo is a Progressive Web App — no app store needed. Open it in your phone’s browser and choose “Add to Home Screen” for a full-screen, app-like experience.

Creating and Sending Invoices

1. Tap New Invoice from the home screen.
2. Add a customer — search by name, email, or phone, or quick-add a new one right from the invoice screen.
3. Add line items — labor, materials, or a service from your trade’s suggested list. Set quantity, rate, and whether it’s taxable. The total updates live as you go.
4. Review and send — choose how the customer receives it:
   • SMS — a payment link texted straight to their phone
   • Email — a link delivered via your email client, subject and body pre-filled
   • QR code — display it on your phone for the customer to scan and pay on the spot
5. If payment setup isn’t active yet, you’ll see Save Invoice instead — it’s saved as a draft and can be sent as soon as setup completes.

Getting Paid

Customers pay on a secure, hosted payment page — they don’t need a ServiceFlo account. Both card and ACH bank payment are supported.

• The moment a customer pays, the invoice status updates automatically — no need to follow up or ask “did you get it?”
• A matching payment record is created in QuickBooks Online, linked to the right customer and invoice, so your books stay current without any manual entry.
• ServiceFlo never stores your customers’ card or bank details directly — payment collection is handled by our payment partner on their hosted page.

Managing Customers

• Search as you type — start typing a name, email, or phone number anywhere you need to pick a customer, and matches appear after two characters.
• Quick-add — new customer? Add their name, phone, email, and address inline without leaving the invoice flow.
• Customers you add sync to QuickBooks automatically in the background, so they show up on both sides without double entry.

Tracking Expenses and Receipts

1. Tap New Expense and enter the vendor, amount, date, and category (Materials, Labor, Equipment, Travel, Subcontractor, or Other).
2. Snap a photo of the receipt right from the expense form using your phone’s camera — no separate scanning app.
3. Tag the expense to a customer or job if it’s billable.
4. Once marked paid, the expense syncs to QuickBooks as a Purchase record, with the receipt photo attached and available any time from the expense detail screen.

Scheduling and Route Planning

The Schedule tab helps you plan a day’s work, not just bill for it after the fact.

Adding a job:

• Tap New Service Call, enter a title, address, and urgency level (Emergency, High, Normal, or Low), and pick a date.
• Your day view is always sorted urgency-first, so an emergency call never gets buried under routine jobs.

Working a job:

• Tap Start Job when you arrive, and Mark Complete when you’re done — status updates right on the job card.

Proximity alerts:

• When you add a job, ServiceFlo checks whether any other open job is scheduled within about 10 km on a different date. If so, you’ll see an alert with the nearby job’s address and date, and a one-tap option to reschedule it onto the same day — so you don’t drive across town twice for jobs that could’ve been combined.

Optimize Route:

• Once you have two or more geocoded jobs on the same day, an Optimize Route button appears. Tap it and ServiceFlo reorders your stops for an efficient driving sequence — while keeping emergencies first, no matter where they fall on the map.

Syncing with QuickBooks Online

• Connect your QuickBooks company from Settings → QuickBooks (or during the onboarding wizard) with one-click OAuth — no manual data entry or file exports.
• Once connected, ServiceFlo keeps things in sync automatically:
  • Invoices you create → QuickBooks Invoice
  • Payments customers make → QuickBooks Payment, linked to the invoice
  • Expenses you log → QuickBooks Purchase, linked to the vendor and job
  • New customers → QuickBooks Customer
• Don’t use QuickBooks? You can use ServiceFlo fully without connecting it — the sync is optional, not required.

Account, Team, and Billing

ServiceFlo has three plans:

See the Pricing page for full details, or upgrade any time from Settings → Billing.

Inviting your team (Pro and Business): from Settings → Users, invite a technician by email — they’ll get a sign-up link scoped to your company.

Forgot your password? Use the “Forgot password?” link on the sign-in page. You’ll get a reset link — if you don’t see it, email support and we’ll help you back in directly.

Frequently Asked Questions

Do I need to download an app? No. ServiceFlo runs in your phone’s browser and can be added to your home screen like a native app — no app store, no updates to install manually.

Is my payment information secure? Yes. Card and bank payments happen on a secure, hosted payment page run by our payment partner — ServiceFlo never sees or stores raw card numbers or bank account details.

What if I don’t use QuickBooks? That’s fine — QuickBooks sync is optional. Everything else (invoicing, payments, expenses, scheduling) works without it.

Can I try it before paying? Yes — the Starter plan is free forever for one user, and Pro includes a 14-day trial.

How do I get help? Use the chat bubble in the bottom-right corner of any page, or email sales@serviceflo.app — we usually reply the same day.