How to use SimplyMow
Everything you need to know to run your lawn care business with SimplyMow.
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Getting Started
Set up your business in the right order so the rest of the app has what it needs.
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We're recording a short YouTube walkthrough for this section.
Create your account
Sign up with your email and verify the code. You'll be prompted to name your organization — that's your business workspace.
Configure your business in Settings
Open Settings and fill in business name, phone, email, and shop address. Upload a logo and pick a brand color — these flow into every invoice and client-facing email.
Connect Stripe (optional but recommended)
From Settings → Payments, click Connect Stripe. Without Stripe you can still record manual payments, but card-on-file and auto-charging require Stripe Connect.
Build your service catalog
Go to Services and add the work you sell — Mowing, Edging, Fertilizing, etc. For each one pick a category, pricing type, default price, and which frequencies are allowed.
Set up your team
Visit Team to add crews and crew members. A default "Main" crew is seeded automatically. Add members from the table and enable login when they're ready to access the app.
Add your first clients
Go to Clients and either add one manually with the wizard or use Import CSV to bulk-load. Each client gets one or more properties with assigned services, days, and prices.
Client Management
Track contacts, properties, services, card on file, and invoice history in one master-detail view.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Add a client
Click Add New Client to open the 3-step wizard: Contact (name/phone/email), Property (address auto-geocoded, size, gate code, pets), Billing (defaults to property address).
Multiple properties per client
Open a client and use Add Property to attach more service locations. Each property has its own address, size, gate code, and service assignments.
Assign services to a property
Inside a property card, click Add to attach a service. The service list groups into Recurring, One-Time, and On-Demand tabs — pick one, choose a frequency, set price/quantity, and assign a day and crew.
Set start and end dates
Each property-service has optional start and end dates — useful for seasonal work like Snow Removal (Nov–Mar) or Fertilizing (Apr–Oct). Outside those dates the service won't appear on the schedule.
Card on file
If Stripe is connected, the client detail panel shows a Card on File section with Copy Link and Email Link. Both send the client to a branded page where they save a card via Stripe Elements. Without Stripe, the section shows a Go to Settings prompt.
Lifecycle: Active → Paused → Inactive
Use the status tabs at the top of the client list. Active is normal. Paused holds the client temporarily (e.g. vacation) but keeps them invoiceable. Deactivate soft-deletes — services hide from the schedule and the client can no longer be invoiced. Empty status tabs are hidden automatically.
Template, Export, Import
Three buttons in the Clients header: Template downloads a CSV with the right columns, Export downloads your full client list, and Import bulk-adds clients with email-based dedup (same email = one client with multiple properties).
Service Catalog
Define what your business sells — categories, pricing models, allowed frequencies, and per-service photo rules.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Categories
Services live under categories (Lawn Care, Landscape, Snow, etc.). Use the category tabs at the top of the page to switch between them. Add or edit categories to match how you sell.
Add a service
Click Add Service inside a category. Fill in name, description, color, and estimated duration. The color shows up on schedule badges and the map.
Pick a pricing type
Choose flat, hourly, per-unit (with a unit label like "sq ft"), per-push, per-season, monthly flat, or custom. Per-unit calculates line totals as price × quantity at invoice time.
Choose allowed frequencies
Each service explicitly opts into the frequencies it supports — weekly, bi-weekly, monthly, one-time, on-demand. The property-service assignment dropdown only shows the frequencies you allow here.
Per-service photo policy
Override the tenant-wide photo rule per service: Inherit, None, After only, or Before & After. Useful when only some services (like Cleanup) need photos.
Reorder and soft-delete
Drag services to reorder them within a category. Delete soft-removes a service (it can be restored later) — past invoices that reference it stay intact.
Scheduling
A virtual week/day view computed from your services. Plan, optimize, complete, and reschedule visits.
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We're recording a short YouTube walkthrough for this section.
How the schedule is built
There's no manual schedule entry. Visits are computed at read-time from each property-service's frequency, day, and start/end dates. Edit a service and the schedule updates instantly.
Week and day navigation
Use ◄ ► to move between weeks. Day tabs (Mon–Sun) show stop counts and completion. The work week respects your Settings → Week End Day (Sat or Sun).
Map + list side-by-side
The right panel is a Mapbox map with grouped property pins (one per address, even with multiple services). The left panel is the day's stop list, colored per crew. The map auto-fits when you change days.
Crew filter and grouped cards
Use the Crew Filter dropdown to show/hide crews. Visit cards group multiple services at the same property — each service has its own action row inside the card.
Visit actions
Per service: ✅ Complete, ⏭️ Skip, 📅 Move (date picker), ⏸️ Pause until a future date, and ↩️ Undo. Completing prompts for photos if the service or tenant policy requires them, then auto-creates a draft invoice line item.
Optimize Day
Click Optimize in the header to nearest-neighbor reorder a crew's stops starting from your shop address. An Undo button appears so you can revert if it doesn't look right.
Manual drag-and-drop reorder
Each card has a drag handle. Reorder stops manually within a crew's day; the new order persists immediately.
Skip Day & Trigger On-Demand
Skip Day pushes every pending visit on the current day to the next day, with optional client email notifications. Trigger On-Demand activates per-event services (like Snow Removal) for a chosen date — they only appear on the schedule when triggered.
Billing badges
Completed visits show a billing badge: Invoiced (on a sent/paid/partial invoice), Draft (auto-created, still editable), or Unbilled (no invoice yet). Undo is blocked once a visit is on a non-draft invoice.
Team
Manage admins, crews, and crew members in one place. Invitations are handled through Clerk.
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We're recording a short YouTube walkthrough for this section.
Admins section
The top section lists everyone with admin access. Click Invite admin to send a Clerk invitation by email — they land on the sign-up page with the invite already attached.
Crews
Each crew shows as a chip with its color, type (Company Crew or Subcontractor), and member count. Click Create crew to add one with a name, color, and type. Use the Subcontractors only and Show inactive toggles to filter.
Crew Members table
Below the chips is a sortable table with name, email, phone, crew badges, weekly schedule (M/T/W/T/F/S/S badges), hire date, and status. Use the Show inactive toggle to include deactivated members.
Add a crew member
Click Add crew member. Fill in name, email, phone, role, and assign them to a crew. The user is created locally with no Clerk account — they show as "No login" until you enable it.
Enable login (send invite)
From the row's three-dot menu, click Enable Login. This sends a Clerk org invitation to the member's email; once they accept and sign up, they're synced automatically on the next page load.
Promote, demote, deactivate
The three-dot menu also exposes Promote to Admin / Demote to Crew (updates the Clerk org role too) and Deactivate, which revokes Clerk access while preserving historical assignments.
Subcontractor visibility
Settings has two toggles for subcontractor crews: whether they see client name and client phone in the mobile app. Defaults are on; turn them off to share less customer data.
Deactivate a crew safely
Deactivating a crew opens a confirmation dialog showing how many active services and upcoming visits reference it. Pick another crew to offload to, or leave them orphaned (they'll show "(inactive)" until reassigned).
Crew Mobile App
What crew members see on iOS and Android — and how it stays in sync with the web dashboard.
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We're recording a short YouTube walkthrough for this section.
Sign in
Open the SimplyMow Crew app and sign in with Google, Apple, or email — same account as the web app. No password; if you go the email route you'll get a one-time code. After signing in you'll always pick which organization you're working in (auto-advanced if you're only in one).
Today view
The default tab shows today's stops filtered to your crew. The header summarizes Remaining / Done / Total. A search box and status pills (All / To Do / Done / Skipped) help find a stop fast on busy days.
Week view
Week tab shows the 7-day grid (Mon–Sun, configurable end day). Tap any day to see its stops. Same search and status pills as Today, with a count badge on each day tab.
Stop detail
Tap any stop to open it: service badges, address with a one-tap navigate button (Apple or Google Maps), property size and gate code, client phone with a one-tap call, before/after photo capture, visit notes, and Mark Complete / Skip Visit buttons.
Before & after photos
Each stop has separate Before and After photo slots. Tap Add to capture from the camera or pick from the photo library. If the service or org policy requires photos, completion is blocked until they're attached.
Complete or skip
Mark Complete confirms the visit and (if Stripe is connected) auto-creates a draft invoice line for billing. Skip Visit prompts for a reason and logs it. Both actions sync to the web dashboard immediately.
Profile and switching organizations
Profile tab shows your name and the active organization. If you're a member of multiple businesses, you can switch from here. Sign Out clears the session and returns to sign-in.
Subcontractor view
If your crew is marked as a subcontractor, you may see only the address and gate info — client name and phone are hidden when the admin has restricted them in Settings. Service details and photos work the same.
Invoicing
Auto-drafted from completions, manually creatable, billable, sendable, and refundable.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Stats and filters
The Invoices page shows summary cards (Outstanding, Draft, Paid, Total). Tabs filter the table by status — All / Draft / Outstanding / Paid / Voided.
Auto-draft on completion
Each completed visit auto-creates its own draft invoice with the service, price (or price × quantity for per-unit), and date pre-filled. No manual entry needed for routine work.
Send Drafts (bulk)
Click Send Drafts in the header to email every draft invoice at once. The button shows a count badge so you know how many will go out. Use this at the end of the week to clear your draft queue.
Manual invoice
Click New Invoice for ad-hoc work. Pick an active client, add line items, set tax and notes. Paused or inactive clients are excluded — only active clients can be invoiced.
Send / Resend
Open an invoice and click Send. The email uses your logo, header color, and business name. The button label flips to Resend after the first send. Each attempt is logged in Send History below the invoice.
Charge Card on File
If the client has a saved card, click Charge Card on File on a sent/draft invoice. It runs an off-session Stripe charge, marks the invoice paid, and emails a Receipt instead of an invoice.
Charge Outstanding (bulk)
Click Charge Outstanding in the page header to charge every outstanding invoice for clients with a card on file. The dialog shows the list and totals before you confirm.
Record Payment, Void, Refund
Record Payment logs a manual cash/check entry. Void marks the invoice cancelled. Refund (on paid invoices) calls Stripe Refunds — partial or full — with the platform fee refunded proportionally.
Send History audit log
Each invoice has a Send History panel showing every send attempt, recipient, status (Sent / Delivered / Bounced / Failed), and underlying error if any. Powered by Resend webhooks.
Payments & Stripe
Stripe Connect destination charges, card-on-file, and a configurable platform fee.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Connect Stripe
Settings → Payments & Stripe → Connect with Stripe. You're redirected to Stripe's hosted onboarding to verify identity, bank, and tax details. When you return, the card flips to a Connected state showing charges and payouts enabled.
Plan and platform fee
The Subscription card shows your plan (Free is 1% platform fee, Pro is 0%). Upgrade to Pro from there to drop the fee. Stripe is the source of truth — the tenant row self-syncs every time the page loads.
Save a card on file
Open any client and use Copy Link or Email Link in the Card on File section. The client gets a branded page (your logo + color) and saves a card through Stripe Elements — never touching your servers.
Auto-charge on Send
When you Send an invoice to a client with a card on file, we run an off-session charge automatically and the invoice goes straight to paid. The client gets a Receipt email instead of a balance-due invoice.
Manual one-off charge
From any invoice, Charge Card on File runs the same off-session flow on demand — useful for catching up older invoices without re-sending.
Refunds
Open a paid invoice and click Refund. Choose full or partial. The refund routes through Stripe with the platform fee refunded proportionally; the payment row tracks running refunded totals.
Disputes (chargebacks)
If a client disputes a charge, a banner appears on the invoices page and the dispute is logged with status (needs response / won / lost). Submit evidence directly in Stripe Dashboard via the deep link.
Photo Documentation
Before/after photos per visit, with policy-driven enforcement at completion.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Tenant-wide default policy
Settings → Photo Requirements → Organization Default Policy. Pick No photos required, After only, or Before & After. This applies to every visit unless a specific service overrides it.
Per-service override
On a service in the catalog, set its photo policy to Inherit, None, After, or Before & After. Service-level setting wins over the tenant default — useful when only some jobs (e.g. Cleanup) need photos.
Upload from a visit card
On the schedule, each visit card has Before and After photo buttons. Tap to upload from your device — photos save to Supabase Storage and link to the visit and property.
Enforcement at completion
When you click ✅ Complete, the system checks the resolved policy. If photos are missing, completion is blocked with a clear message naming what's still required.
Property gallery
On a property card in the client detail panel, the photo gallery shows all photos across all visits with a lightbox carousel for browsing.
Settings & Branding
Branding, photo policy, week shape, subcontractor visibility, and Stripe live in Settings.
Video walkthrough coming soon
We're recording a short YouTube walkthrough for this section.
Business Identity
Set business name, phone, contact email, logo, and Invoice Header Color. These flow into invoice emails, the card-on-file page, and receipts. Click Preview Invoice to see exactly how an invoice email renders to your clients before going live.
Home Shop
Your shop address is the starting location for Optimize Day on the schedule, and also doubles as the billing address shown on invoices. Leave it blank to optimize without a starting point.
Photo Requirements
Pick the Organization Default Policy (No photos / After / Before & After). Toggle whether photos render on the internal invoice view and on the client's invoice email.
Schedule Preferences
Set the Week Ending Day (Saturday or Sunday) — controls which days appear in the schedule. Pick a Skip Day Email Notification policy: Ask each time, Always email, or Never email.
Subcontractor Visibility
Two toggles control what subcontractor crews see in the mobile app: Show Client Name and Show Client Phone. Default is on; turn either off to limit customer data shared with external crews.
Subscription and Payments
The Subscription card shows your plan (Free 1% / Pro 0%) and lets you upgrade. The Payments & Stripe card shows Connect status; once connected, you'll see charges/payouts state and a link into your Stripe Express dashboard.
Still have questions?
Email us and we'll get back to you. For bugs you can also use the "Report a problem" button in the corner of any page.