How Guildmark works, from first quote to final payment

Guildmark is job management software for trades businesses. Instead of a notebook, a spreadsheet, a text thread and a folder of photos on someone's phone, everything about a job lives in one place that the office, the crew and the customer can all see their part of.

Here's how one job moves through it, using a roof replacement as the example.

1. Quote it at the house

You're at the customer's house. On your phone you open a new quote, pick the customer (or add them in a few taps), and choose the kind of job: re-roof, repair, inspection, insurance claim or new construction.

Then you add lines from your own price list: tear-off per square, architectural shingles per square, drip edge per linear foot, a dumpster. Roofing quotes also have fields for roof size in squares, pitch, existing layers, stories, material and decking condition, so the details that drive the price are written down with it.

Before the quote can go out, Guildmark checks your before-you-send checklist. For a re-roof that's photos of the front, both sides, the back and the roof, plus the measurements. You take the photos right from the quote. Your business decides what's required, and which photos the customer gets to see.

2. The customer signs on their phone

Send the quote by email or copy the link and text it. Your customer opens it on their phone: your logo, the line items, the total, your terms. No account, no app to download.

They approve it and sign, and you get an email. If they have questions, you can revise the quote and send it again.

3. The signed quote becomes a job

The moment it's approved, Guildmark creates the job, with the quote's details, photos and notes attached. The job starts at Approved and moves through your steps. A roofing shop starts with:

• Permit: photo ID, Notice of Commencement, proof of deposit, material selection sheet, permit issued
• Materials ordered
• Scheduled
• Work started: tear-off, then install
• Final inspection: inspection passed, completion paperwork
• Done, Invoiced, Paid

Each step can have a checklist. Required items keep the job from moving on until they're done, so nobody starts a tear-off before the permit is in. An owner can still move a job on with a reason, which goes on the job's timeline.

Different kinds of job use different steps: a repair skips the permit, an inspection skips tear-off and install. You can rename, reorder, add or hide steps in Settings.

4. Put the crew on it

Choose a person in charge and the crew. Crew members see the job, the address with directions, the checklist and the photos, but not your prices. They tick items off and add photos from the roof.

5. Your customer follows along

The same link your customer used to sign now shows a tracker of the job: "Getting your paperwork and permit ready", "Crew at work · 1 of 2 done", "Work complete". You choose which steps they see and what they're called.

6. Everything stays together

Notes, photos and files from the quote show on the job, labelled with where they came from, and the customer's page shows everything from all their quotes and jobs. No more hunting through texts for the permit number.

7. Get paid

In-app payments are coming soon: a deposit when the quote is signed, progress payments as the job moves, and the final invoice, paid by card or bank. Until then, Guildmark tracks the job through Invoiced and Paid so you always know what's outstanding.

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Guildmark is free to use, with unlimited users, and invite-only for now: join the waiting list and we'll let you know when your shop is in.