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ApplianceOps
Help & Support
Setup guide, feature docs, and support tickets
New: Time Tracking, Recurring Jobs, Review Requests, Email Reminders, Online Payment Links — see FAQ tab for details
1
Create Your Account
  1. Go to applianceops.pro and click Start Free Trial
  2. Enter your name, email, and password
  3. You'll be logged in immediately — no credit card required
  4. Your 14-day free trial starts right away with full access to every feature
💡 Tip: The first-time setup wizard will walk you through the next steps automatically. You can also do it manually in Settings.
2
Company Information
  1. Go to Settings (gear icon in the sidebar)
  2. Fill in your Company Name, Phone, Email, and Address
  3. Click Upload Logo — this appears on every invoice PDF you send or print (PNG, JPG, or SVG, max 200KB)
  4. Click Save Settings at the bottom
⚠️ Important: Your company name and logo appear on every invoice. Set this up before sending your first invoice.
3
Billing & Rates
  1. In Settings → Billing & Rates, set your default pricing:
  2. Labor Rate — your standard hourly labor charge
  3. Trip Fee — charged per visit (if applicable)
  4. Sales Tax % — applied to parts automatically
  5. CC Fee % — automatically added when customers pay by card (default 3.5%)
  6. Service Call Pricing by Machine — set a different service call fee for each appliance type (washer, refrigerator, etc.)
  7. Optionally set: Commercial Labor Rate, Sealed System Rate, LP Conversion Rate, Delivery Fee, Haulaway Fee, Additional Tech Rate
💡 Tip: Service call pricing by machine type auto-fills when you select an appliance on an invoice. This saves time on every call.
4
Invoice Disclaimers & Warranty Text
  1. In Settings → Invoice Disclaimers, fill in all the text fields:
  2. Invoice Message — appears at the top of every invoice (e.g., "Thank you for choosing us!")
  3. Service Invoice Warranty — your warranty terms (e.g., "30-day parts and labor warranty...")
  4. Service Invoice Legal — liability disclaimer (e.g., "Customer authorizes the above work. Not responsible for pre-existing conditions...")
  5. Machine Sale Warranty — warranty for used machine sales
  6. Part Sale Warranty — warranty for standalone part sales
⚠️ Critical: Set up your warranty and legal disclaimers BEFORE sending invoices. These protect your business legally and print on every PDF.
5
Add Your Technicians
  1. Go to Settings → Users & Subscription
  2. Click + Add User
  3. Enter the tech's name, email address, and a temporary password (min 6 characters)
  4. Select their role: Technician (limited access) or Admin (full access)
  5. The tech can now log in with their email + temp password
  6. They should change their password after first login via the login page "Forgot Password" link

Also add them to the Technicians list (Settings → Technicians → + Add Tech) so they appear in the assignment dropdown on the calendar.

💡 Permissions: Technician role sees only Calendar and Invoices. Admin role sees everything including Reports, Settings, and Customer management. You can fine-tune permissions per user with the checkboxes.
💰 Pricing: 1 user included in the $35/mo base. Each additional user is $15/mo, billed through PayPal.
6
Connect Stripe (Credit Card Payments)
  1. Go to Settings → Integrations
  2. Click Connect Stripe
  3. You'll be redirected to Stripe's onboarding — create a new account or connect an existing one
  4. Enter your business info, bank account for payouts, and verify your identity
  5. Once complete, you'll be redirected back to ApplianceOps
  6. Status will show ✅ Connected

Once connected, your techs can process credit card payments directly from any invoice. Select "Credit Card" as payment type, enter the card details, and tap "Process Card Payment." Money goes directly to your Stripe account → your bank (usually 2 business days).

💡 Fees: Stripe charges 2.9% + 30¢ per transaction (standard rate). ApplianceOps does not take any cut. The CC Fee % you set in Settings is what you pass on to the customer.
7
Connect QuickBooks Online
  1. Go to Settings → Integrations
  2. Click Connect QBO
  3. Sign in to your Intuit / QuickBooks account
  4. Authorize ApplianceOps to access your books
  5. Once connected, invoices will sync automatically
💡 Tip: This eliminates double-entry. When you create or update an invoice in ApplianceOps, it syncs to QuickBooks automatically.
8
Enable Online Customer Booking
  1. Go to Settings → Integrations
  2. Toggle Online Booking to ON
  3. A unique booking URL appears — this is your booking page
  4. Share the link anywhere: website, social media, Google Business Profile, text messages

To add booking to your Google Site:

  1. Copy your booking URL
  2. Open your Google Site in edit mode
  3. Click Insert → Embed → By URL
  4. Paste the booking link and click Insert
  5. Resize the embed to fit your page layout
  6. Publish your site

For other websites, use this embed code (replace YOUR-SLUG with your company slug):

<iframe src="https://applianceops.pro/book/YOUR-SLUG" style="width:100%;height:700px;border:none;border-radius:12px" title="Book a Service Call"></iframe>
💡 How it works: Customers choose a date, time, and appliance type. Bookings appear on your calendar instantly with a ⚡ ONLINE BOOKING badge. The machine type and service call fee auto-fill when you open the booking.
9
Install the App on Phones

iPhone / iPad:

  1. Open Safari (must be Safari — Chrome won't work)
  2. Go to applianceops.pro and log in
  3. Tap the Share button (square with arrow at bottom)
  4. Tap "Add to Home Screen"
  5. Name it "ApplianceOps" and tap Add
  6. Open from your home screen — runs fullscreen like a real app

Android:

  1. Open Chrome and go to applianceops.pro
  2. Tap the three dots menu (top right)
  3. Tap "Add to Home screen" or "Install app"
  4. Open from your home screen
⚠️ Requires iOS 16.4+ for iPhone. Make sure all techs install the app and enable notifications for 30-minute call reminders.
10
Import Existing Customers
  1. Go to the Customers tab
  2. Click Import CSV
  3. Upload a CSV file with columns for name, phone, email, and address
  4. Map each column from your CSV to the correct field
  5. Click Import — duplicates are automatically skipped
💡 Tip: You can export from your current system (spreadsheet, Housecall Pro, Jobber, etc.) as CSV and import directly. If you need help formatting your file, submit a support ticket.
11
Add Distributors / Parts Vendors
  1. Go to Settings → Distributors
  2. Click + Add Distributor
  3. Enter the company name, phone, and email for each vendor you order parts from
  4. These show up when tracking parts in Inventory
12
Enable Notifications

ApplianceOps sends 30-minute call reminders so techs never miss a booking:

iPhone: Open the app from the home screen icon → tap Allow on the notification prompt. If you missed it: iPhone Settings → Notifications → ApplianceOps → Allow.

Android: Tap Allow when the prompt appears. If missed: tap the lock icon in Chrome's address bar → Permissions → Notifications → Allow.

💡 Note: iPhone notifications only work when the app is open or in the background. Android notifications work even from the browser.
You're Ready to Go! 🎉
Start booking service calls from the Calendar tab. If you need help, use the Support tab to submit a ticket.
📅 Dispatch Calendar
How do I book a service call?
Tap any time slot on the calendar. Fill in customer details and select the appliance type. Service call fee auto-fills from your settings. Tap 📅 Book to save.
What do the invoice buttons do?
📅 Book — Save and close
💾 Save — Save progress
📧 Send PDF — Email invoice
✅ Complete — Mark done
🖨 Print — Print invoice
✕ Close — Close without saving
How do I reschedule a call?
Desktop: drag and drop to a new time or day. Mobile: tap the call, change date/time, tap 💾 Save.
How do I assign a tech to a call?
Open the booking and select a tech from the Assigned Technician dropdown in the Schedule section. Save the call. Use the tech filter dropdown above the calendar to view one tech's schedule at a time.
How does the tech filter work?
The dropdown above the calendar shows All Technicians by default. Select a specific tech to see only their assigned calls. The Open Calls list below the calendar also filters to match.
How do I call, text, or map a customer?
In Day view, each call shows 📞 💬 📍 buttons. Tap to dial, text, or get directions instantly.
🧾 Invoicing
How do I add parts to an invoice?
Under each machine, tap + Add Part. Start typing — inventory auto-suggests. Enter quantity and price. Parts are taxed based on your settings.
Multiple machines on one invoice?
Tap + Add Machine at the bottom. Each machine gets its own service call fee, labor, and parts. Invoice totals everything.
How does the credit card fee work?
Select Credit Card as payment type. The CC fee % (from Settings) is added automatically. With Stripe connected, process the card right on-site.
Warranty / callback calls?
Search for the customer, click their name, find the original invoice, and click ⚠️ Warranty. This creates a new call linked to the original with $0 service call fee.
💳 Stripe Payments
How do I set up card processing?
Go to Settings → Integrations and click Connect Stripe. Complete onboarding (~5 min). Once connected, techs can process credit cards from the invoice.
Where does the money go?
Directly to your Stripe account. ApplianceOps never touches your funds. Stripe deposits to your bank on their standard schedule (usually 2 business days).
⚡ Online Booking
How do I enable online booking?
Go to Settings → Integrations and toggle Online Booking on. Share the unique URL with customers. Bookings show on your calendar with a ⚡ badge.
How do I add booking to my website?
Copy the booking URL from Settings and embed it. For Google Sites: Insert → Embed → By URL → paste link. For other sites, use the iframe embed code. See the Setup Guide for full instructions.
👥 Customers
How do I import existing customers?
Customers tab → Import CSV. Upload a CSV with name, phone, email, address. Map columns and import. Duplicates are skipped.
How do I view invoice history?
Customers → find customer → tap their name. See all past invoices, total spent, and service history.
👥 Multi-Tech & Team Management
How do techs see their schedule?
Techs log in with their email + password. They see only their assigned calls on the calendar. The tech filter is locked to their name so they can't see other techs' schedules.
How do I move a call between techs?
Open the call, change the Assigned Technician dropdown, and save. The call moves to the other tech's calendar immediately.
What's the difference between Users and Technicians?
Users are login accounts (in Users & Subscription). Technicians are names for the assignment dropdown (in Technicians section). A tech needs both to log in AND appear in the dropdown.
What colors mean on the calendar?
For owners/admins: each tech gets a unique color. For tech users: colors show call status (green = new, yellow = deposit, red = warranty, grey = completed).
⚙️ Settings & Account
Billing?
$35/month base (1 user). Additional users $15/mo each. 14-day free trial, no credit card required.
Offline support?
Yes! App caches locally. Calendar and invoices work offline. Saves queue and auto-sync when back online. Red OFFLINE badge shows status.
📊 Reports & Inventory
Daily revenue?
Top bar shows today's revenue (💰 Today: $X). Reports tab for detailed date-range reports with CSV export.
Parts inventory?
Inventory tab — add parts with cost, sell price, stock. When used on invoices, stock updates automatically.
☁️ Google Drive Backup
How do I set up automatic backups?
Go to Settings → Integrations → Google Drive and click Connect Drive. Sign in with your Google account and authorize access. Backups run automatically every night at 3 AM.
What gets backed up?
Everything — Customers, Invoices, Bookings, Parts Inventory, Technicians, Vendors, and your Settings. Each table exports as an Excel file into a dated folder in your Google Drive.
Where do backups go?
Into an ApplianceOps Backup folder in YOUR Google Drive, organized by date (e.g., ApplianceOps Backup/2026-02-21/). Last 30 days are kept automatically.
Can I run a backup manually?
Yes! Go to Settings → Google Drive and click Backup Now. You'll see a confirmation with the number of files and rows backed up.
Is my data safe if I cancel?
Yes. Your backups live in your own Google Drive. Even if you cancel ApplianceOps, all your exported data stays in your Drive forever. You own your data.
Does this cost anything extra?
No. Google Drive backup is included free with every ApplianceOps account. The Google Drive API has no per-call charges, and files go to your existing Google Drive storage (15GB free).
🏢 Billing Entities (Warranty / Property Mgmt)
How do I add a warranty company?
Go to Settings → Billing Entities and click + Add Company. Select type "Warranty", enter their info, and set custom labor rate and service call fee. When selected on an invoice, rates auto-fill.
How do custom rates work?
Each billing entity can have its own labor rate and service call fee. When you select a warranty company or property manager on an invoice, their custom rates automatically replace the defaults on all machines.
📋 Paste & Extract (Text + Photo)
How do I use Paste & Extract?
Tap the 📋 clipboard icon next to the customer search field on any booking. Choose Paste Text to paste an email or dispatch, or Upload Photo to photograph a document. AI extracts name, phone, address, machine type, WO#, claim#, and issue.
What can I photograph?
Dispatch sheets, warranty work orders, handwritten notes, emails on a screen — anything with customer and service info. Works best with warranty company emails from AHS, Asurion, ServicePower, and printed dispatch forms.
What gets extracted?
Customer name, phone, email, address, unit/apartment, machine type, brand, model number, serial number, issue description, work order number, and claim number. Fields that can't be found are left blank.
Does photo extraction cost extra?
No. Photo and text extraction are included in your $35/month plan. No per-use fees.
🔍 Diagnosis Assist
Where do I find Diagnosis Assist?
On each machine block in the dispatch form, there's a purple Diagnosis Assist button below the model and serial number fields. Tap it to open the diagnosis modal.
How do I use it?
Enter the model number and error code or describe the symptom (e.g., "F51", "not cooling", "leaking from bottom"). Add optional details like when it started. Tap Get Diagnosis and AI returns likely causes, part numbers, diagnostic steps, and safety notes.
What brands are supported?
All major brands: Samsung, LG, Whirlpool, GE, Maytag, Kenmore, Frigidaire, Bosch, KitchenAid, Electrolux, Amana, Sub-Zero, Viking, Wolf, Miele, Speed Queen, and more.
Should I trust the diagnosis completely?
AI suggestions are a starting point, not a replacement for your expertise. Always verify before ordering parts. The diagnosis gives you likely causes and diagnostic steps to confirm the issue.
🗺️ Smart Routing
How do I set up Smart Route?
Go to Settings → Routing & Schedule. Enter your starting address (home or shop) and set up your schedule windows (AM/PM, 4 windows, or custom). That's it — two things to configure.
How do I use Smart Route?
Tap the Smart Route button above the dispatch calendar. It analyzes all calls for the day, calculates drive times, and shows the optimal order with arrival times. Tap Apply This Route to update your schedule, or Keep Current Order to dismiss.
What are time windows?
Each booking has a time window preference. Fixed Time locks the appointment. AM, PM, or custom windows allow Smart Route to move the call within that range. Anytime means fully flexible.
Does Smart Route move my calls automatically?
No. Smart Route suggests optimal times and shows you the route. Nothing moves until you tap Apply. You're always in control.
⏱️ Time Tracking
How do I track time on a job?
Open a service call and look for the timer bar (green). Tap Start when you arrive. The timer runs live in 00:00:00 format. Tap Stop when you leave. Duration auto-fills labor on the invoice.
What if I close the app?
The timer resumes automatically. If you had clock_in saved and no clock_out, reopening the call picks up the timer exactly where it was.
Does it auto-fill labor?
Yes. When you stop the timer, it calculates duration x your labor rate and fills in the labor field — but only if labor is currently $0 (won't overwrite manual entries).
🔁 Recurring Jobs
How do I set up a recurring job?
On any service call, check "Repeat this call" in the Schedule section. Set the interval (every X weeks or months) and an optional end date. Save or book the call. New bookings auto-create on schedule.
How do I spot recurring calls on the calendar?
Recurring bookings show a 🔁 icon in their title on the calendar. You can also filter Open Calls to see recurring jobs.
Can I stop a recurring series?
Uncheck the "Repeat this call" box on any booking in the series and save. Future auto-created bookings will stop. Existing bookings are not deleted.
⭐ Review Requests
How do review requests work?
After you tap Complete & Close, a popup appears with a pre-filled review message. Tap Send Text to open your phone's SMS app with the message ready to send. Tap Skip to dismiss.
How do I customize the review message?
Go to Settings → Reviews & Follow-up. Set your Google Review Link, Yelp Link, and customize the message template. Use placeholders: {name}, {company}, {review_link}.
Can I disable review prompts?
Yes. In Settings → Reviews & Follow-up, uncheck "Show review request option after completing calls." Or uncheck the SMS review checkbox on individual calls.
📧 Email Reminders & Marketing
How do appointment reminders work?
Customers with an email on file get automatic reminders the day before and morning of their appointment. Professional HTML emails with your company branding, date, time, and address.
How do I toggle reminders on/off?
Go to Settings → Reviews & Follow-up. Check or uncheck "Send appointment reminder emails." Enabled by default.
What are re-engagement emails?
If a customer hasn't had a booking in 90+ days, they get a friendly "time for a checkup" email. Runs on the 1st and 15th of each month. Toggle in Settings → Reviews & Follow-up.
💳 Online Payment Links
How do online payments work?
When you send an invoice email with a balance due, it automatically includes a "Pay Now" link. The customer clicks the link, enters their card on a secure Stripe-powered page, and the payment processes instantly.
Does the customer need an account?
No. The payment page is public — no login required. The customer just sees the invoice summary, amount due, and a card form. Payment goes through your Stripe Connect account.
📝 Estimates & Work Order Tracking
How do I send an estimate?
On any booking, use the Send dropdown → Send as Estimate. This records the payment collected, closes the call, and emails the customer a professional PDF labeled "ESTIMATE."
How do I convert an estimate to an invoice?
Find the estimate in Open Calls (it has an "ESTIMATE" badge). Tap it and click Convert to Invoice. The estimate becomes a regular invoice you can edit, add payment to, and send.
Where are Work Order and Claim number fields?
On the dispatch form, below Email and above Issue/Notes. Enter WO# and Claim# for warranty tracking. These are searchable and saved on both the booking and the invoice.
Can I search by Work Order number?
Yes. Use the search field in dispatch to search by WO#, Claim#, customer name, or invoice number. Results show matching calls and invoices.
Submit a Support Ticket
Ticket submitted! We'll get back to you shortly.
Or email us directly: applianceopssoftware@gmail.com
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