Common questions

Sign in and set up your business: its name, your trade and, in Australia, your ABN from the business register. You start on a free 30-day trial with everything turned on, and you do not need a card. See Create your business.

Then work through the five steps under Settings, Getting started: business details, tax number and GST, how customers pay you, your labour rate and your first customer. Start guided setup takes you to each screen in turn. See The setup checklist and guided setup.

After that, follow Your first job, from booking to paid.

Yes. Export CSV files from your old system and drop them all into the switching guide under Settings, Import, Switching from Tradify or ServiceM8?. It works out what each file holds and brings them in the right order.

• Comes across: customers, your price list, jobs, and what customers still owe you on unpaid invoices.
• Stays behind: photos, notes, forms and certificates, because neither product exports them in bulk.

Only an owner can import, and each file can be undone. See Switch from Tradify or ServiceM8. Coming from somewhere else? See Bring in your data.

Want a hand? Book a free 30-minute setup call by emailing support@getcrewzy.com, and we'll bring your data across with you. See Moving from another app.

There are three plans, each priced for the whole business, GST included. In Australia:

Paying yearly costs ten months' worth. A New Zealand business pays in NZ dollars, shown on its Billing page.

Each plan includes text messages to customers every month: 50 text parts on Base, 200 on Connected and 500 on Unlimited. Past that each part is 12c (15c in New Zealand), up to a monthly limit the owner sets, $20 to start. See Customer texts.

Every plan includes up to 20 active crew a month. Each active worker above 20 is $10 a month, up to 50, only in a month they clock on or are booked on a job. Office and owner logins are counted separately: see Do I pay for each worker?.

Every new business starts on a free 30-day trial with everything turned on, and no card is needed. Choose a plan under Settings, Billing and plan. See Billing and your plan for what each plan includes.

Not up to 20. Every plan, and the free trial, includes up to 20 active crew a month at no extra cost. A worker is active in a month if they clocked on, or were booked on a job, at any time in that calendar month. Registering someone costs nothing, so casuals and the off-season don't add to the bill, and nor do workers who are invited but did nothing that month.

Each active worker above 20 is $10 a month in Australia (NZ$12 in New Zealand), GST included, up to 50. The month is counted where your business is, and charged after it ends: on a monthly plan it goes on your next invoice, and on a yearly plan it is a small invoice of its own each month. Founding members pay the same. Nothing is charged for extra crew on the free trial. Each one you pay for also adds 150 AI actions to that month's fair use.

Settings, Billing and plan shows how many crew have been active this month, how many are above 20 and what that comes to so far, and what last month was charged. The Crew page warns you once more than 20 have worked this month.

A self-serve plan takes up to 50 crew. More than 50 crew? Email support@getcrewzy.com and we'll talk to you about the Business plan.

Office and owner logins are counted. Base includes 1, Connected 3 and Unlimited 10. An owner can add more under Settings, Billing and plan, at $10 a month each in Australia.

See Invite your crew.

Yes. An owner changes plan under Settings, Billing and plan by pressing the button on the plan they want.

To stop paying, press Cancel plan on the same page. Everything keeps working until the end of the period you have paid for. After that the app stops until a plan is chosen. Nothing is deleted, and an owner can still download everything.

See Billing and your plan and The business is locked.

Yes. Your data is yours. An owner downloads it from Settings, Export: everything at once as one zip file, with a spreadsheet for each kind of record and every file you stored, or one kind at a time as a CSV file. This works even when the business is locked or closed. See Export your data.

If you stop trading, an owner can close the business. For 90 days you can still download everything or reopen it; after that it is deleted for good. See Close your business.

Yes. Connect it under Settings, Connections.

• Invoices go to your books when they are sent. Drafts never go.
• Voided invoices and credit notes follow them.
• A payment recorded on either side shows on the other.
• Approved supplier bills go across as bills to pay.
• A customer is added to your books just before their first invoice, matched to an existing contact where there is one.

Quotes stay in Crewzy. See Connect Xero.

Xero is the only accounting software Crewzy connects to for now.

Yes, when the business is registered for GST and the invoice charges it: it is headed Tax Invoice. If you are not registered for GST, it is headed Invoice and no GST is charged.

Set your tax number and whether you are Registered for GST under Settings, Business details. In Australia that is your ABN and 10% GST; in New Zealand, your GST (IRD) number and 15% GST.

See Business details, tax and reminders.

Every invoice you email carries a private pay link, which the customer opens without an account. It shows the ways to pay you have turned on (card through Stripe, or Pay via Xero) and always your bank transfer details.

The money goes to your own payment account, never through ours, and the payment is recorded on the invoice by itself.

Connect a payment account under Settings, Payments. See Take card payments online and Getting paid online. Customers can also see and pay all their invoices from their own portal page.

Yes. Bigger work goes in a project, split into stages with a budget. From the project's Claims tab you claim the work done each period, stage by stage. Each claim takes off what you claimed before and the retention the builder holds, and goes out as a tax invoice with your state's wording. See Progress claims.

The Retention tab keeps a ledger of what is held, and helps you claim it back at practical completion and when the defects liability period ends. See Retention held and released.

Projects and claims are on Connected (up to 5 active projects), Unlimited (no limit) and the free trial.

No. Set up a shared tablet for the van or the workshop and each of the crew taps their name and puts in their own PIN, so everything they do is recorded as theirs. Someone who only works on the tablet doesn't need an email address or a login. Shared tablets come with every plan.

See Set up a shared tablet and Using a shared tablet.

Just a phone with a web browser. Invite them from People, Crew; they open the invitation email, sign up and see their own jobs. Adding the app to the phone's Home Screen makes it open like any other app, and on an iPhone it keeps their saved jobs and lets it send job alerts. The app shows them how the first time they open it.

On the phone they clock on and off, add parts, photos and notes, fill in forms, and finish the job with the customer's signature.

See Put the app on your phone and Your jobs.

Yes. Each job is saved on the phone whenever it is opened with signal. With no signal the crew still see their jobs, even when they open the app with none, and clocking on and off, adding a part, a note or a photo and finishing a job are kept on the phone with the time they were pressed. They send by themselves, in order, when the phone is back online.

A few things need signal, such as signing in, opening a job for the first time, a job's other files and the assistant. See Working without signal.

A worker sees only the jobs they are booked on: the site, the work, the crew, the parts (without prices), the forms and the job's notes. While a job is open they also see the site's access notes; once it is finished, those drop off their phone.

They never see prices, costs, profit, other people's jobs, quotes or invoices. The office runs jobs, customers, quotes and invoices, and only an owner changes the business details, the crew and billing.

See Roles and who can do what.

• Job notes are shared with the office and the crew booked on the job, who can add their own from the phone.
• Customer, quote and invoice notes are for the office only. The crew never sees them.
• No note is ever printed on a document, put in an email or shown in the customer portal.

The Notes on a quote or invoice's details are different: those print on the document for the customer to read.

See Notes and follow-ups.

Yes, in the asset register on the Unlimited plan, and in the free trial. Each split system, hot water unit or switchboard has its site, make, model, serials and warranty, its model's manuals, and every job that worked on it. Add one by photographing its nameplate, and the crew see the units on their job and record what they did.

See The asset register and Add an asset from a nameplate photo.

Ask in your own words and it answers from your records, drafts quotes, invoices and replies, and makes jobs, bookings, time, quotes and invoices, and records payments, once you press Confirm on its card. Bigger things, like a long quote or a credit note, it builds a question at a time, and Show me walks you to the right button for the rest. It never sends, posts or pays anything by itself, voids, card refunds and deletes stay on their own screens, and it won't answer general questions or say how to do electrical, gas, plumbing or other regulated work.

In more detail, it can:

• answer how-to questions from these help guides
• answer questions about your business, such as who owes you money, from your own records
• list work you have not billed, such as finished jobs with no invoice or hours left off one, and bill it once you confirm. See Money found
• draft quotes, invoices, job sheets and replies to customers for you to check
• make and change jobs, book and move crew, add and correct time, add parts, make, change and send quotes and invoices, send a payment reminder and record a payment, but only after showing you exactly what it will do and you press Confirm
• keep the rest up to date the same way: customers' details and sites, repeating jobs and recurring invoices, parts and job costs, notes and follow-ups, vehicles and equipment, price list prices, refunds paid elsewhere, sending to Xero again, project stages, claims and retention, suppliers, orders and bills, and documents' expiry days
• answer a customer's question on a quote, or text a customer back, each as a card of its own that shows the whole message
• build up bigger things a few answers at a time, such as a long quote from your price list, a credit note, a recurring invoice, a project with its stages, a variation, a progress claim or a purchase order, with a card that shows what it still needs
• walk you through a screen with Show me, such as connecting Xero, uploading your logo, importing customers or voiding an invoice

For example: "Add time for Dave on the Smith job yesterday, 7:30 to 11:30", "Quote Fixileaks for a $180 call-out and 2 hours labour at $95", "Invoice this job" on a job's page, or "Fixileaks paid $200 on INV-0042", "Pause the lawn mowing repeating job", "Approve the Tipworth bill".

Anything that reaches a customer is a card of its own that says who it goes to. Your crew have their own assistant on each of their jobs. AI drafts are included on Connected and Unlimited; Base has 20 a month to try them. See Ask the assistant and Get the assistant to do things.

What you type or say goes to Claude, made by Anthropic, to be answered. For each request Crewzy records how big it was and what it cost, never the words of the question or the answer.

The assistant reads only what the person asking may see, and anything it does goes through the app as that person, so it can do no more than they could.

An owner can turn AI off for the whole business under Settings, AI assistant. See AI assistant.

Yes. If you do work for a head contractor who runs Simpro, their approved work orders can arrive as jobs on your board, and your time and sign-off go back to them. Connect under Settings, Connections. Connected includes one head contractor connection, and Unlimited as many as you like.

See Connect a head contractor.

• Help at the top of an office screen opens the guide for that screen.
• The assistant in the corner of every office screen answers how-to questions from these guides, with links. Press Ctrl and / to open it.
• On this help centre, search the guides or ask Chippy on the home page.
• Email support@getcrewzy.com with what you were doing and the reference from any error message.
• If Crewzy is not loading at all, the status page says whether we know and when it will be fixed.

When something does not go through, start with Troubleshooting.