How it works
Everyone opens the same app and sees the part of it their job needs. What one person does shows up on everyone else’s screen without anybody re-entering it. Here is a week.
Monday morning
Before the trucks roll, the Business pulse on a phone: what last week invoiced and what hasn’t been yet, how many units went through, minutes per unit, wash hours, and the sixteen weeks before it. Nobody filled in a sheet over the weekend. The numbers are the logged washes, the invoices and the tracker times.
Edits keep the original beside them. Pay rates never appear.
Monday afternoon
Recurring stops are already on the board, because they come from each yard’s own schedule: Tuesday, 4pm, four hours, every other week. The Day board lays the week out as a column per person with their hours on top, and anything with nobody on it sits in an Unassigned column where it can’t hide.
Tuesday
A washer opens the app on their phone, clocks in as Washing, and sees only their own day. Tapping the stop opens the yard: gate hours, who to call, chemical rules, what the customer has complained about before, which units are excluded. They read it at the gate instead of finding out at the wash rack.
Then they tap the units they washed off that yard’s roster, each showing when it was last done. A unit that isn’t on the roster yet gets added right there. Detailing and hourly work like dock washouts go on their own tabs so they never land in the fleet wash count. If an add-on is due at this yard, the sheet asks, and the job can’t close until it’s answered.
The crew’s view. No price appears on it anywhere.
Wednesday
The inspection picks the washer who has gone longest without one, the yard from their stops that week, and the units from that yard’s roster. Each unit gets a side-view drawing laid out for its own type, and the inspector taps the parts that came out badly and scores them one to ten. “Looks clean” fills in the rest.
Then, once for the visit, the wash fundamentals: chemicals used sparingly, hoses handled and not yanked, pressure relieved before moving. Bad, Neutral or Good. Pace comes from the units the crew actually logged for that stop.
Friday
One invoice per yard for the week, with one line per unit type: the units the crew tapped, sorted and de-duplicated, priced from that yard’s rate card. Hourly work on its own line at the yard’s hourly rate. The card fee and the fuel surcharge as their own lines, each mapped to its own QuickBooks item. A per-visit minimum where the contract has one.
And in the background
A time-off request reaches the people who can approve it; the answer reaches the asker. Next on the same outbox: an evening nudge to the crew on any stop with no units logged, and a Monday brief to the leadership team with every number a link. Coming
Each add-on has a cadence per yard. When it is due the crew must answer before the job closes; a skip never resets the clock, a partial wash does. The office is warned on the stop and never has to chase it.
Hour meters on every pump, oil intervals that come due on their own, and a weekly walkaround that tells you what’s overdue while you’re standing next to the machine.
Trucks matched to the tracker’s vehicles, yards to its geofences. The minutes inside the fence become each stop’s time on site: previewed, then applied, never overwriting a time a person set.
Your data
Every new book starts empty. Fill in one workbook, people, trucks, accounts, yards, unit rosters, schedules and wash history if you have it, and upload it. Before anything is written you get a plan: what will be created, what will be updated, and every row it couldn’t read with the reason why.
Download the whole book any time, either as that same spreadsheet or as a complete copy of every record. It’s your customer list and your employees’ records; leaving should never require asking us for anything.
Five roles out of the box, editable, plus your own, plus exceptions for one person. Crew never see pricing, commissions, revenue or minutes. The rules are enforced by the database, not by hiding a menu.
Fourteen days free, no card. If it doesn’t fit how you run, you’ve lost an afternoon.