Frequently Asked Questions

How do I create an account?

Creating an account is simple:

1. Click the "Sign Up" button on the homepage
2. Enter your email address and create a secure password
3. Verify your email address by clicking the link we send you
4. Complete your company profile to start using ExteriorOpsHQ

Is there a free trial?

Yes! ExteriorOpsHQ offers a 14-day free trial with full access to all features. No credit card required to start your trial. You can create real estimates, add contacts, and explore all the tools during your trial. After your trial ends, choose the plan that fits your business to continue.

What trades does ExteriorOpsHQ support?

ExteriorOpsHQ is built specifically for exterior contractors in four main trades:

• Roofing - Residential and commercial roof installation, repair, and replacement
• Siding - Vinyl, fiber cement, wood, and other siding materials
• Windows - Window and door replacement and new construction
• Gutters - Gutter installation, repair, and guards

You can enable one or multiple trades in your organization settings. Each trade can have its own pipeline stages, estimate templates, and price book items.

How do I set up my company profile?

After creating your account, you'll be guided through setting up your organization. This includes:

• Adding your company name and contact information
• Uploading your logo (appears on estimates and invoices)
• Selecting which trades you offer
• Inviting team members and assigning roles

You can update any of these settings later from the Organization Settings page.

Can I import my existing customer data?

Yes! ExteriorOpsHQ supports CSV imports for contacts and price book items. If you have customer data in spreadsheets or are migrating from another CRM, you can upload a CSV file to import your records. For larger migrations or data from other software, contact our support team for assistance.

How do I update my account information?

You can update your account anytime:

1. Go to your Account Settings from the user menu
2. Edit your profile or company information
3. Click "Save Changes" to update

How do I change my subscription plan?

You can upgrade or downgrade your plan at any time from Account Settings > Billing. When you upgrade to Pro, you get immediate access to additional features like unlimited crews, pipeline reports, and the client portal. When you downgrade, changes take effect at the start of your next billing cycle.

Can I cancel my subscription?

Yes, you can cancel at any time from Account Settings > Billing. Your subscription will remain active until the end of your current billing period. There are no cancellation fees or penalties. If you change your mind, you can reactivate before your data is deleted.

What payment methods do you accept?

We accept all major credit cards including Visa, Mastercard, American Express, and Discover. Payments are processed securely through Stripe. We do not store your full credit card information on our servers.

How do I update my payment method?

To update your credit card or payment information:

1. Go to Account Settings > Billing
2. Click "Update Payment Method"
3. Enter your new card details
4. Save your changes

Your new payment method will be used for the next billing cycle.

Do you offer refunds?

Yes, we offer a 30-day money-back guarantee for new subscribers. If you're not satisfied within the first 30 days of your paid subscription, contact our support team for a full refund. After 30 days, subscriptions are non-refundable, but you can cancel anytime to prevent future charges.

What happens to my data if I cancel?

When you cancel, your account enters a 30-day grace period where you can still view (but not edit) your data. During this time, you can export contacts, projects, and other records. After 30 days, your data is permanently deleted. If you resubscribe within the grace period, your account is fully restored.

How do I get a receipt or invoice for my subscription?

Receipts are automatically emailed to you after each payment. You can also view and download past receipts from Account Settings > Billing. If you need an invoice with specific details for your business records, contact our support team.

How do I create a new project?

Creating a project is easy:

1. Navigate to the Projects section
2. Click "New Project"
3. Select or create a contact and property
4. Choose the trade type (roofing, siding, windows, gutters)
5. Fill in job details and notes
6. Click "Save" to create the project

Your new project will appear in your pipeline at the first stage (typically "Lead").

What are pipeline stages?

Pipeline stages help you track where each project stands in your sales and installation process. The default stages are:

• Lead - New inquiry, not yet contacted
• Inspection Scheduled - Appointment set to view the property
• Estimate Sent - Proposal delivered to customer
• Sold - Customer accepted the estimate
• Scheduled - Installation date is set
• In Progress - Work is underway
• Completed - Job finished

You can move projects between stages by changing their status on the project page.

Can I create estimates from a project?

Yes! From any project, click "Create Estimate" to build a detailed proposal. You can add line items manually, pull from your price book, or start from a saved template. Estimates include materials, labor, taxes, and optional upgrades. When you're ready, generate a professional PDF or email the estimate directly to your customer.

How do I convert an estimate to an invoice?

Once a customer accepts your estimate, you can convert it to an invoice with one click. Go to the estimate, click "Convert to Invoice," and confirm. The invoice will include all the line items from the estimate. You can then email the invoice to your customer and track payment status.

Can I assign a project to a specific salesperson?

Yes! Each project has a "Sales Rep" field where you can assign a team member. This helps track who's responsible for the lead and allows filtering projects by salesperson. Sales reps with the appropriate role can see their assigned projects on their personal dashboard.

How do I track project notes and history?

Every project has a notes section where you can record important information, customer preferences, site conditions, or follow-up reminders. Notes are timestamped and visible to your team. The project page also shows a complete history of estimates, invoices, and status changes.

How do I create an estimate template?

Estimate templates save time by pre-filling common line items. To create a template:

1. Go to Settings > Estimate Templates
2. Click "New Template"
3. Add a name and description for the template
4. Add line items from your price book or create custom items
5. Save the template

When creating a new estimate, select your template and all line items will be pre-filled.

Can I add optional items to estimates?

Yes! When adding line items to an estimate, you can mark any item as "optional." Optional items appear on the estimate with a checkbox, allowing customers to choose which upgrades or add-ons they want. The total adjusts based on their selections.

How do I send an estimate to a customer?

You have several options for delivering estimates:

• Email - Click "Send" to email the estimate with a PDF attachment
• PDF Download - Generate a PDF to print or share manually
• Client Portal (Pro plan) - Customers can view and accept estimates online

How do I track invoice payments?

Each invoice shows its payment status: Draft, Sent, Partially Paid, or Paid. When you receive a payment, go to the invoice and click "Record Payment" to log the amount and date. For partial payments, you can record multiple payments until the balance is zero.

Can customers pay online?

Currently, ExteriorOpsHQ helps you track payments you receive via check, cash, or other methods. Direct online payment integration (credit card processing) is on our roadmap for a future release. For now, you can include your preferred payment methods in your invoice notes.

What team roles are available?

ExteriorOpsHQ includes five roles with different permission levels:

• Admin - Full access to all features, settings, and billing
• Manager - Can manage projects, team members, and view reports
• Office - Access to CRM, estimates, invoices, and scheduling
• Sales - Focused on leads, contacts, and estimates
• Crew - Limited access to assigned jobs and schedules

How do I invite team members?

To invite a new team member:

1. Go to Settings > Team
2. Click "Invite Member"
3. Enter their email address
4. Select their role
5. Send the invitation

They'll receive an email with a link to create their account and join your organization.

What's the difference between teams and crews?

Team members are users with login access to ExteriorOpsHQ (Admin, Manager, Office, Sales, Crew roles). Crews are groups of workers you schedule for installations. A crew might include team members who have Crew role access, or you can simply use crews as scheduling groups without individual logins.

How many crews can I have?

The Starter plan includes one crew. The Pro plan includes unlimited crews, perfect for companies with multiple installation teams, specialized crews for different trade types, or separate residential and commercial crews.

How do I assign a crew to a job?

When creating a calendar event for an installation, you can select which crew to assign. The event will appear on that crew's schedule. Crew members with the Crew role can see their assigned jobs when they log in.

The site is loading slowly. What should I do?

Try these troubleshooting steps:

• Refresh your browser page
• Clear your browser cache and cookies
• Try using a different browser
• Check your internet connection
• Contact support if the issue persists

What browsers are supported?

We support all modern browsers including Chrome, Firefox, Safari, and Edge. For the best experience, please use the latest version of your preferred browser. ExteriorOpsHQ is also mobile-friendly and works on tablets and smartphones.

Is my data secure?

Yes, we take security seriously. Our security measures include:

• All data encrypted in transit (HTTPS) and at rest
• Passwords hashed using industry-standard algorithms
• Regular security updates and monitoring
• Database backups to prevent data loss

We never share your data with third parties for marketing purposes. See our Privacy Policy for more details.

How do I contact support?

You can reach our support team through the Contact page. We typically respond within 24 hours during business days (Monday-Friday, 9AM-5PM EST). Pro plan subscribers receive priority support with faster response times.

Can I export my data?

Yes, you can export your contacts and price book items to CSV format at any time. Go to the respective section and look for the "Export" option. If you need a complete data export or are migrating to another system, contact our support team for assistance.

Is there a mobile app?

A dedicated mobile app for iOS and Android is currently in development. In the meantime, ExteriorOpsHQ is fully responsive and works well in mobile browsers. You can access all features from your phone or tablet by visiting the website.