Help
Setup
Owners and admins — do this before the team starts
Start here: setup checklistWhat the owner or an admin sets up, in order, before estimators and techs start.Create your company accountSign up, verify your email, and create your company. You become its owner.App Lock and Face IDKeep customer entry codes private without signing in every time.Company profile and logoYour letterhead, accent color, terms, proposal wording and plan settings.Your account: name, password, email, deleteChange your name, password or sign-in email, or delete your account, in the app or on the office web page.Managing your team on the office web pageInvite people, change their role or name, and remove them — from a computer.Services offeredTurn off services you don't do so they never show up in rates or estimates.The office web pageCustomers, phone quotes, rooms and plans, photos, and Settings from any computer, Mac or PC.Rate sets: standard and contract ratesResidential and commercial Standard rates, plus contract rates for specific customers.Price one surface the same as anotherLink Stone, Concrete and other surfaces to Tile's rates so you set them once — and choose whether their square footage adds together.Square-foot pricing: bands or tiersGraduated bands vs. whole-job tiers, and how to check your prices with Price Check.Service minimumA minimum per visit, applied as a separate line or spread across the lines.Stairs pricingPer step, scaled by width — wide commercial stairs count as more than one step.Upholstery pricingPer seat, per linear foot, or per piece, with modifiers like loose cushions.Add-ons and extra chargesProtector, stain treatment and coatings; and job surcharges like parking or no freight elevator.Payment terms and card feesWhen payment is due, deposits, late fees, and credit card surcharges or cash discounts.Sales tax by stateSet a tax rate for each state you work in, choose what's taxable there, and mark tax-exempt customers.Travel and mileageBase address, free radius, and per-mile rate for travel fees.Branches, franchises and state licensesAdd license and registration numbers by state, and set up branches or franchises with their own letterhead, W-9 and insurance.Proposal wordingWrite what you do for each service, how to prepare, and what isn't included — once.Lead sourcesThe "how they found us" tags on customers.Promo codes and employee perk codesMake percent or dollar-off promo codes, apply one to an estimate, and give commercial customers a perk code for their employees and customers.Bluetooth laser measuresPair Bosch or Leica lasers so readings drop straight into measurements.W-9 and insurance certificate for commercial customersUpload or fill in your W-9, upload your ACORD insurance certificate, and send them to commercial customers automatically or when you choose.Price sheets to print or exportWhat jobs of each size cost, with quote ranges, as a PDF, Excel or CSV file.Connect QuickBooks OnlineSend estimates to QuickBooks, invoice on accept, bill service plans, and take payments online.Emails when a customer answersGet an email the moment a customer accepts or declines online.Webhooks — send data to Zapier, Make or your CRMNew and changed customers, sent and accepted estimates, and appointments, sent to other systems as they happen.Invite your team and choose rolesWho can see and do what, and how teammates join.Price changes on site — as needed, within a limit, or lockedDecide when a tech can change the price on the job: as needed (residential default), within a limit, or locked for jobs where the price is set in stone.Permission to scan and photographCustomers agree before you scan or photograph their space — on the phone, or by link before the visit.Required before sending ("stupid proofing")Pick what every estimate must have — entry info, contacts, measurements, photos — before it can go to the customer.Screenshots, the security log, and people who leaveThe app hides customer info from screenshots, logs screenshots for the owner, and locks out people you remove.Training coursesShort courses with quizzes on commercial walkthroughs and estimates. Add your own, and see who's done what.Condition charges — wool, woven, soil, petsAdd a % or $/sq ft for wool and woven carpet, moderate or heavy soil, pet treatment — and tell the crew what to bring.Walls, countertops and bathroom fixturesMeasure tile walls, counters and fixtures in a room, set rates per sq ft, linear ft or each, and add them to estimates.Plan & BillingFree trial, Solo and Flight Crew plans, add-ons and Full Flight, seats, paying through Stripe, switching plans and canceling.Booking accepted proposals in ZRWare (Zerorez)A booking sheet laid out like ZRWare's Booking screen, with Copy buttons, so an accepted proposal goes into ZRWare in a couple of minutes.Export customers to a spreadsheetDownload all customers and contacts as a CSV file for Excel, Google Sheets or Numbers.Automatic follow-ups on proposalsSend a friendly reminder email when a customer hasn't answered a proposal.Online booking, deposits and cancellationsA booking page for your customers — pick rooms or services, pick a time (smart times near other jobs), pay a deposit, cancel online inside your window.Team chat — one on one, groups, photos and videosMessage anyone on the team or a whole group, with photos and videos, right in Preflight. Messages are kept as the record.Bring your customers in from QuickBooksCopy your QuickBooks customers, contacts and past invoices into Preflight in one go — customers already here are linked, not copied.Bring customers in from a spreadsheetImport customers from Jobber, Housecall Pro, ServiceTitan, a ZRWare export or any spreadsheet — match the columns once, check, and bring them in.Payments — use your own processorPick how customers pay online — Stripe, Authorize.net (almost any merchant account), QuickBooks Payments, your own payment link, or none. Preflight never takes a cut.What you do — setting up your servicesCheck the work you do (carpet, tile, upholstery, air ducts, janitorial, maid…) and who your customers are. Preflight turns services on and off, adds air duct rates and suggests departments.DepartmentsSplit your numbers by department (Residential, Commercial, Janitorial/Maid, Air Ducts…) — revenue, close rate, average job and the QuickBooks class. Techs still see every job.Late fees on overdue invoicesPreflight suggests a late fee on QuickBooks invoices that are past due. Office staff tap Add or Waive. Nothing is charged on its own.Refunds — card payments and QuickBooksRefund a Stripe or Authorize.net payment, in full or in part. Preflight records card payments and refunds in QuickBooks for you.Reports and sharingRevenue, bookings, averages, quality and the system snapshot for your company or all your companies, and how to share chosen reports with someone else.Switching companiesOne sign-in can belong to several companies; switch with the company button, join another team or start another company without leaving the first.Monthly goalsSet a goal for any number each month — company, department or tech — and see actual vs goal, pace, what's needed per day, a month-end estimate and a hit/miss history.
Estimating
Estimators — building and sending proposals
Add a customerCustomer details, entry codes, parking, contacts, and finding customers later.Start an estimateNew Estimate, who it's for, which rates, and saving.Choose rooms and what gets cleanedRooms from your measurements, the Estimating pills, per-room surfaces, and services.How the price is worked outGrouped square footage, bands or tiers, the minimum, and the math only you see.Stairs, upholstery, add-ons and other chargesEverything besides floors — and travel.Service plansRecurring maintenance — visit types, how often, which areas, and billing.Recommended plans: the traffic surveyHow the app rates each area's traffic and turns it into a cleaning schedule.The proposalWhat prints, what doesn't, photos, plans and wording.Send it and get it acceptedEmail, share, the online accept link, and what the customer sees.QuickBooks from an estimateSend the estimate to QuickBooks, create the invoice, bill service plans, and take deposits online.Phone quotes from the officeThe office web page: look up or add a customer and quote a range over the phone with your real rates.The Estimates tabEvery estimate across customers: answers, phone quotes to visit, sent and waiting, drafts, expired, won and lost.Multiple locations and repeat cleaningsFire stations, branches and other multi-building customers; volume price breaks for locations and for repeat cleanings.Building an estimate on the office web pageMake, edit and send full estimates from a computer — measured rooms, every kind of line, extra charges, travel, promo codes, sales tax, and the accept link.Scheduling estimate visits and cleaningsPut estimate visits and cleanings on the schedule, send the customer and your team calendar invites, and see everything on your phone's calendar.Rooms and scans on the office web pageSee a scanned room's floor with its wall lengths, reshape it, and change its measurements, surfaces, exclusions and notes from a computer — or add a room by hand.Floor plans, blueprints and maps on the webFull-size floor plans with the blueprint underneath, click-through to rooms, and blueprints or fire maps with pins — upload images or PDFs from a computer.Results — speed to proposal and close rateHow fast your proposals go out after the visit, how many close, and which estimates never got sent.Walkthrough notesWritten notes from a walkthrough — typed while scanning or later, kept with that walkthrough, and shown on the customer page in the app and on the web.Search, estimate and invoice numbers, and cleaning up old estimatesFind any customer, building or estimate fast; estimate numbers; delete drafts that were never sent; archive old estimates.Sales — leads, follow-ups and activityTrack leads by stage, log every call and visit, set next steps, follow up on proposals, and see what each salesperson is doing.Payment info on fileNote that a customer's card or bank info is kept somewhere secure — without ever putting the number in the app.Key pickup reminders and the crew's BRING listSchedule key pickup and return with the cleaning, and flag extra hose, the portable, encap or wool-safe chemicals for the tech.Discounts and automatic customer discountsTake a % or $ off an estimate, give a customer a discount that fills in every time, and stack it with promo codes.Preferred service timeRecord when the customer would like the cleaning done — a date, a time window or their own words — for the proposal, the ZRWare booking sheet and the schedule.Schedule future cleaningsSet up a year (or two) of cleaning appointments in one shot — from the service plan, or repeating every few weeks or months.Air duct and dryer vent cleaningCount supply vents, returns, the furnace (FAU) and dryer vents room by room; add access charges, antimicrobial, filters and in-duct purifiers on the estimate.The customer map and Near MeSee every customer and lead as a pin, and find who's closest to where you are.Find a Time — the best times by drivePhone staff type an address and a length; open times come back best first, next to jobs already booked nearby.Find and merge duplicate customersOne place to find customers entered twice and merge them — everything moves onto the one you keep, and a merge can be undone for 30 days.PO numbers, invoice fields and the Invoice SheetA PO number on every job, a customer's own invoice fields (a builder's community, lot, block, superintendent), and one sheet with every job's details to bill from.Same place, different customers (new owners, tenants, builders)Link customers at the same house or building so the rooms, floor plans, photos and past visits carry over — prices, invoices and entry codes stay private.
Measuring & Field Work
Techs and estimators — scanning, measuring, photos
Start here: field workWhat techs do in the app, and what they don't see.Scanning rooms with LiDARWalk the building once and every room lands on one floor plan.Quick Area, lasers and typed measurementsMeasure without a full scan — tap corners with the camera, use a laser, or type it.Floor surfaces: lines, areas and blanksMark where carpet meets tile, shade traffic and stains, blank out holes, and fix outlines.Room photos and notesTagged photos and notes for the crew, the office, or the customer.Repeated rooms: hotels, apartments, classroomsScan one of each style and count it, or duplicate and adjust.Arranging rooms on the floor planMove and rotate rooms, match doors, place stairs, trace over a blueprint, levels, and the overlap check.Measuring stairsCount steps, measure the width of each flight, landings, and putting stairs on the plan.Counting chairs and theater seatsTap each seat through the camera, or count rows × seats; pews and booths by the foot.The crew job sheetWhat techs see for an accepted job: what to clean, entry, contact, crew notes, and the price (unless the company turned prices off).Crew marks — hose routes, entrances, cones, signs and hazardsMark where the hoses run, which door to use, where cones and wet-floor signs go, and trip or slip hazards — on the floor plan, for the crew.Time on the job — Start and FinishTechs tap Start Job and Finish on the job sheet, so you can see how long jobs really take and what labor costs.Extra job while you're thereA neighbor wants their carpet done too: price it with your rates and do it today, right from the job sheet.Tech scoreboard and My NumbersEach tech's days, jobs, revenue, daily and job averages, upsell against what was booked, add-on rate, extra jobs and quotes.Pre-inspection formAn optional walk-through before cleaning — interview, conditions, tests, photos — that the customer signs, or that you close with photos when they aren't there.Plan B and reservicesOffer Plan B on nearly every job — the price to come back for a service the customer declined — and keep reservices for our own errors.
Troubleshooting
When something doesn't look right