VuseDesk help center

Create the job, add your client's name and contact details, then either send an estimate or invite them to their portal. Your account arrives with a sample job already in it, with a client, a document and an invoice attached, so you can see how the pieces fit together before you touch real work. The getting-started guide walks the whole first job, start to finish.

No. Your client gets an emailed link, opens it in any phone or computer browser, and sets a password once. From then on they can see the job, sign what needs signing, and see what they owe. There is nothing to install and nothing to buy.

Two ways, and they are different things. The walkable product tour is a copy of the real screens running on a made-up roofing company: it holds no account, connects to nothing, and nothing you do in it is saved. Signing up is the other way. Your console opens read-only with that sample job in it, and you activate a plan when you are ready to create real work, invite real clients and take real payments. A card is required to start and there is no free trial.

Build it inside the job with the line-item builder. Sending is a separate, deliberate step, so nothing leaves your hands by accident. If you work on a markup, the client's copy folds your percentage into the line prices instead of printing it as its own line. They open a link, read it on their phone, and sign. You are notified the moment they do.

Your client agrees to sign electronically, then each signature is recorded with the signer's typed legal name, the date and time, and the IP address, and flattened into the PDF. Electronic signatures are enforceable under the U.S. ESIGN Act and UETA. See the e-signature policy for the details.

No. Once signed, the document is locked from further edits in VuseDesk and kept as your record. If something needs to change, you send a new addendum or change order, which is also signed, so the paper trail stays complete.

A priced piece of extra work, agreed in writing. When the scope changes you price it once and send it, and your client can also ask for one from their portal. The moment they sign, the change order is filed against the job and its invoice activates, so the extra work is agreed and billed without a side conversation.

VuseDesk does not process payments. You get paid the way you already do, by card reader, bank transfer, Zelle, Square, cash or a check, and your client sees your own payment instructions in their portal. You record what came in and the invoice balance, the job profit and your year-end CSV all stay right. VuseDesk never holds your customers' money and never takes a cut of it.

Yes. Send a deposit invoice up front and the remaining balance tracks automatically as you invoice the rest of the job.

You record the refund in VuseDesk and it is filed against the invoice as a negative entry, so the balance and the job profit correct themselves. You return the money to the customer the same way you took it.

Every payment generates a receipt attached to the job, and your client can see it in their portal any time.

Yes, by email, on a nightly run. An unsigned document is nudged at about 48 hours and again around five days, and every unsigned document gets those two nudges: there is no per-document switch to turn them off. An unaccepted portal invite gets a reminder. An invoice past its due date is flagged for you and the client is told. A separate rule asks the client for a review once you mark the job complete, and it only sends after you paste your review link into settings. VuseDesk does not send text messages.

Add their email to the job and send the invite. They get a link to their own portal in your logo and colour, set a password once, and they are in, with no app to download. You choose how much you fill in first: either you enter everything and they only set a password, or you ask them to fill in their own contact and job details on their first visit.

Four tabs. Project is progress, scope and the photos you shared. Documents is anything waiting for a signature plus everything already signed. Payments is invoices, your contractor’s own payment instructions, and receipts. Messages is their thread with you, including change requests and approvals. A red dot marks the one thing that needs them, and they can add their own photos to the job. They never see your costs, your profit, or any of your other clients.

Yes. Every photo carries a client-visible switch, so you decide what goes into the client's view and what stays with your crew. There is no approval queue: a photo is visible from the moment it is uploaded unless you switch it off, including photos your crew adds from the field.

Yes. Each person gets their own login and a role. Start from a preset (manager, sales or field) then flip the switches one at a time: who can see money, who can see client contact details, who can build estimates, who can send documents, who can move the schedule, who can export. You can also scope somebody to only the jobs they are on. Your first five seats are included on either plan, and beyond that seats are billed in blocks of five at $15/mo.

Team and Portals are owner-only tools, and so are billing, the tax rate and payment routing. Everything else is one of those switches. A team member without "see money" opens a job and simply has no money on it, rather than being shown an error.

Their own portal, not your console. It opens on Today, which is what they are booked on, and Work, which is everything assigned to them as one ordered list. Tools they have signed out, rules to read and their own record appear only once your company uses those things. There is no money on any screen in the crew portal, ever. A task that requires photos cannot be ticked without them, and the refusal says how many are still needed.

On the General Contractor plan, invite each sub to their own portal. They see the jobs you assigned them with the scope written for them, your bid board, the phases they are on, the schedule, and their own insurance and W-9. A sub never sees your client, never sees your client's pricing, and never sees another sub, and that is enforced on every subcontractor route rather than left to good manners. Their company can hand out up to five viewer logins to its own foremen, and none of them touch your seat count.

Each sub uploads their own certificate of insurance and W-9, and the most recently uploaded certificate is the one on file. A nightly check warns you before a certificate lapses, so you are not surprised by a gap in coverage after a claim. VuseDesk tracks the paperwork and the dates. Reading the coverage itself and deciding whether it is enough stays with you.

VuseDesk adds up what you paid each sub during the year, flags who crosses the IRS reporting threshold for that tax year and who is missing a W-9, and exports the totals as a CSV for your accountant. Thresholds change by tax year and the filing itself stays with your accountant. You pay each sub the way you already do, by check or bank transfer, and record it here. VuseDesk keeps the record rather than moving the money, and every amount you record lands in their year-to-date total.

Post a scope to your whole bench or only to the subs you pick, compare their prices and availability side by side, and award it in one tap. The winner is attached to the job with their scope. Nothing is ever read out of a bid PDF a sub uploads, because a number guessed off a PDF is a real financial error, so you compare the numbers they typed.

Contractor is $39.99/month for solo operators and small crews. General Contractor is $99.99/month and adds the vendor directory, the bid board, subcontractor logins and their portal, project phases and a timeline, insurance and W-9 tracking, 1099 totals, the government-contracting playbook, automations you write yourself, and more than one client on a single job. Paying annually gives you two months free, your first five team seats are included on either plan, and a card is required to start. See full pricing for both plans.

Change your plan from Billing settings. The switch is prorated by Stripe and takes effect right away, so upgrading unlocks the GC tools immediately.

Cancel anytime from Billing, right inside the app, no phone call. You keep full access until the end of your current paid period. After that your workspace turns read-only: you can still open it and read everything in it, and the downloads below still work. There is no countdown and we do not automatically delete a canceled workspace. Ask us to delete yours permanently whenever you want.

Some of it, and here is the exact list. Your client list downloads as a CSV with each client's contact details, their job, its status and their balance. Every payment downloads as a CSV with the date, invoice number, method and amount. All of one job's PDFs download together as a single ZIP. Your year-end job costs download as a CSV for your accountant. On the General Contractor plan, year-end 1099 totals download as a CSV. Your audit trail downloads as a CSV. There is no one-click export of the whole workspace and there is no bulk photo download. If you need something that is not on that list, ask support before you commit to anything.

Encryption in transit and at rest, workspace isolation so no other business can see your data, hardened accounts, and your own subscription billing handled by Stripe so card numbers never touch our servers. The full, honest rundown is on the security overview.

A short list of trusted providers who help run the service, and no one else. We do not sell your data or use it to train AI. See the subprocessors list and the privacy policy.