ToolbagCRM Help

Dashboard ​

The Dashboard is your home screen — a snapshot of today's schedule, job statuses, and financial overview. What you see adapts to your role and financial permissions so field users can focus on today's work while office users see receivables and collection health.

Open Dashboard from the main navigation. It loads automatically when you sign in.

The overview brings schedule, receivables, overdue follow-up, recent-customer activity, job status, and collection health together so owners and office staff can decide what needs attention first.

When to use this ​

  • You want a quick snapshot of today's schedule, revenue, and overdue invoices before starting work.
  • You need to check how many techs are working and which jobs are live right now.
  • You want to compare job counts by status or check collection health without opening multiple pages.
  • You need to review outstanding invoices from the dashboard.

Before you start ​

  • The dashboard pulls data from Customers, Jobs, Invoices, and Scheduling. Add a few customers and schedule at least one job so the tiles show real numbers.
  • Invoice counts and overdue-invoice alerts require Invoices read access. Collected revenue, collectible balances, and the Receivables explained section require both Invoices and Payments read access.
  • The sent-quotes follow-up alert requires your role to have Quotes read access. It appears only while at least one quote is in Sent status.
  • The dashboard is selected by Job record scope, not by the role's display name. Roles with All jobs scope receive the office workspace. Users with Assigned only scope receive a field workspace tied to their linked Team member. Administrators manage the role default under Settings → Roles and can review a per-person override under Settings → Team Access.
  • Overdue invoice alerts only appear when invoices exist, pass their due date, and your role can read invoice metrics. Create and send invoices to see the overdue tile in action.
  • The getting-started widget remains available until you dismiss it; completing the required setup items does not hide it automatically.

Role-based dashboard views ​

ToolbagCRM keeps sensitive revenue and collection details out of field-only dashboards:

  • Users whose role has All jobs record scope receive the business dashboard. Invoice and payment permissions then determine which financial values they can see: users with Invoices + Payments read access see receivables, overdue invoices, job counts by status, collected totals, recent customers, and smart nudges.
  • Office users with Invoices read access but no Payments access can still see invoice counts and overdue-invoice alerts, but collected revenue and collectible balances are hidden as $0 values, and the Receivables explained section is unavailable.
  • While permissions are still loading, the dashboard holds a neutral loading shell instead of briefly showing the field-work view or any financial totals. Once permissions load, ToolbagCRM routes the user to the dashboard their role is allowed to see.
  • While dashboard metrics are still loading, office users stay on the business-dashboard layout. Revenue, customer, active-job, and overdue-invoice values use loading placeholders such as dashes or Invoice status pending instead of briefly showing misleading $0 totals, No overdue invoices, or Invoices all settled messages.
  • Users with Assigned only job scope and a linked Team member see a field dashboard headed by Here's your day. It is composed from that person's assigned visits and jobs rather than an all-account work list.
  • Users with narrower, unavailable, or unlinked assignment access remain on the non-financial field surface, but ToolbagCRM does not show an assigned schedule until it can verify which Team member belongs to the signed-in user.
  • The field dashboard intentionally omits receivables, invoice totals, payment amounts, recent-customer contact details, onboarding checklists, and marketplace nudges so field-only users stay focused on today's work.
  • The stats error banner still appears for every role if dashboard data cannot load, so a loading problem does not look like an intentionally empty account.

Field dashboard workspace ​

The field dashboard keeps each assigned user's immediate work in one place:

  • Your visits today — shows each non-cancelled assigned visit with its time window, job, customer, service-site label, and address. Select the job to open its detail. When the site has an address, Directions opens that destination in Google Maps.
  • Today's jobs — shows Pending and In Progress jobs tied to your assigned visits for today, along with their customer, site details, and current status. A job assigned directly to you without a visit does not appear in this card; use All jobs instead. Start job opens that job's detail and asks you to confirm the customer, visit, and work location before moving it to In Progress. Complete… opens the completion workflow for work already in progress.
  • Your stops / Open jobs / Completed — summarizes the assigned work currently returned for the day.
  • Next job — shows the earliest non-cancelled, non-completed assigned visit in the next seven days with its time window, job, customer, and service site. Select the card to open the job. When the saved details are available, use Call, Text, or Directions without opening another page; use Open schedule to see later visits or the full calendar.

Today's visit and job cards use the job's service location when one exists and otherwise fall back to the customer's address. If there are no visits today but a future assignment exists, the empty state points to Next job instead of implying there is no assigned work.

What the dashboard shows ​

For office users, the dashboard adapts to your active theme and includes the sections below. Financial amounts and collection tools appear only when your role has the required access.

Where everything is ​

The Where everything is map gives office users one location view of customer sites and current work:

  • The Customers layer shows customer service locations with confirmed map coordinates. When a site already has a work pin, ToolbagCRM uses that work pin instead of drawing a second customer pin at the same place.
  • Scheduled and Active show scheduled visits and work already in progress. Select a customer or work pin, then select Open record to open the matching customer or job.
  • Select a layer name above the map to hide or restore that layer. The number beside each name is the number of locations in that layer.
  • Use the sun/moon control at the right of the layer row to switch between Use the light map background and Use the dark map background. ToolbagCRM remembers that choice in the current browser for later visits.

Customer and work locations follow the signed-in user's record access. If a customer does not yet have a confirmed mapped address, ToolbagCRM reports how many customer sites were left off the map. Until you choose a map background, it follows the current console's light or dark mode; branded mode follows the base configured for that brand. A saved map-background choice overrides the theme default in that browser. Background map tiles pass through ToolbagCRM, so the map provider does not receive an office user's map viewport.

Greeting band ​

  • Current date and day of the week.
  • Today's active visit count, including visits that carried over from yesterday, or "no visits active during today."
  • Overdue invoice alert count (if any).
  • Personalized greeting using your first name.
  • Receivables message showing what customers owe on sent invoices, or confirming that no customer balance is due. When the account uses more than one invoice currency, the dashboard avoids combining those balances into one amount and uses the per-currency Receivables explained section instead.

Today hero tile ​

The largest tile on the dashboard, showing what matters right now:

  • "TODAY" badge with the number of visits active at any point during today, including carryover from yesterday, and the number of techs working.
  • "Open scheduling" link to the Scheduling page.
  • Animated revenue number — estimated revenue booked for today.
  • Timeline strip — a visual 8 AM to 6 PM day progress bar with a pulsing current-time marker.
  • Upcoming visits — up to four visit cards showing the time range, job title, and customer name. The current visit is marked "LIVE" with an animated pulse dot. Click any card to open the job.

Collected tile ​

  • Total collected across paid invoices and completed payments applied to sent invoices. The period label is All time.
  • Sub-stats for Collectible balance, customer count, and active jobs.
  • When invoices use more than one currency, the combined money values show as unavailable rather than adding unlike currencies together. Use Receivables explained for the currency-by-currency amounts.

Receivables explained ​

The Receivables explained section separates current invoice amounts by currency. Each currency shows:

  • Collectible balance — the sent-invoice total minus completed payments already applied.
  • Drafts not sent — draft invoice value kept separate from the collectible balance. Drafts are not included until they are sent to the customer.
  • Overdue — the overdue balance for that currency using the dashboard's current company-day snapshot.

Select Review sent invoices, Review drafts, or Review overdue to open the Invoices page with the matching status and currency already selected. The overdue link also preserves the dashboard's snapshot date and company time zone.

Overdue alert tile ​

  • Count of overdue invoices (highlighted in red when greater than zero).
  • Message explaining the situation: "N invoices overdue" or "No overdue invoices."
  • Review button linking to the overdue invoice list for the same company-day snapshot. The link preserves the snapshot date and company time zone so the list can reconcile with the dashboard count and overdue amount.
  • Priority overdue invoices queue when eligible overdue invoices exist. It shows up to five invoices, with the oldest balances first. Each row includes the customer, invoice number, due date, and outstanding amount. Rows with a saved contractual due date also show days overdue; a terms-based date is labeled Estimated instead.
  • View opens that invoice. When your role can update invoices, the customer has a saved email address, and the due date is saved rather than estimated, Send reminder opens the invoice at its email-delivery action so you can review and send or resend the invoice email; it does not send the message directly from the dashboard.
  • View all overdue opens the full Overdue list using the dashboard's matching date and time-zone snapshot.

Sent-quotes follow-up alert ​

The dashboard shows a follow-up alert while one or more quotes are in Sent status. It shows how many quotes are waiting for a reply, how long the oldest has been waiting, and a Review action that opens the Sent quotes list. The alert stays hidden when your role cannot read Quotes or no sent quotes are waiting.

Recent customers tile ​

  • Up to four recently added customers with avatar, name, and email.
  • "View all" link to the full customer list.

Jobs by status ​

The Jobs by status tile shows three horizontal bars: Pending, In progress, and Completed. Each bar is a job count, not a revenue amount or a sales-lead pipeline.

Collection-rate gauge ​

The Collection rate gauge compares collected money with the total amount invoiced when billed invoices exist. If the account has no billed invoices yet, the card shows No billed invoices yet. During the initial dashboard metrics load, it shows Loading collection rate instead of a temporary percentage.

Smart nudges tile ​

The receivables nudge links to Invoices. It shows the outstanding amount when invoice totals are available, Invoices all settled when nothing is due, or an unavailable message if totals could not load. Other suggestions are shown only when their features are enabled; they are not a forecast of upcoming work.

Getting started widget ​

The getting-started widget appears for account administrators who can read Customers, Jobs, Invoices, Payments, and Scheduling and can read Billing and Stripe integration settings. It contains two separate tools:

  • Setup checklist — tracks two required items, Complete setup wizard and Connect payments, plus optional prompts to add a customer, create a job, create a quote when Quotes is available, create and deliver an invoice, and invite a team member. Optional prompts can be skipped or completed later. The checklist stays visible until you dismiss it; completing the required items alone does not hide it.
  • First paid job practice — walks through Customer → Quote → Job → Schedule → Invoice → Payment with sample data. It runs only in your browser, does not create business records or charge a card, and can be reset or hidden at any time. When Quotes is disabled or your role cannot read it, the practice skips Quote and continues from Customer to Job. Hiding the setup checklist leaves the practice available; hiding the practice separately leaves a Restore sample action.

The practice shows each sample record, the fields carried forward between steps, and an illustrative duplicate-entry estimate based on 20 seconds per reused field. Actual time will vary. The widget also shows the current Free-plan cost and payment fee or the Founders Plan summary when either plan applies.

New account tip ​

When your account has fewer than five customers, a tip banner links to the Marketplace. Check a plugin's current availability there before planning to use it; the examples in the banner are not a list of installable features.

Product tours and quick support ​

For new accounts, ToolbagCRM can start a skippable 60-second product tour on the dashboard after initial setup. The tour walks through the core money loop: add a customer, create a job, send an invoice, and connect Stripe in Settings → Integrations.

On desktop, use the round Support & help button in the bottom-right corner when you need assistance without leaving the page. The public Demo hides this button and support submissions; signed-in customer workspaces show it. The support panel lets you:

  • Report a problem, suggest an idea, ask a question, or send praise.
  • Include account context automatically. If the latest product request failed, ToolbagCRM can also attach verified details from that failure, such as the affected product path and error code. It does not append your browser details or screen size to the message.
  • Restart the product tour from Take the product tour.
  • Open the Help Center from Browse Help Center.

Messages go to ToolbagCRM's human support team. Support is available Monday–Friday, 9:00 a.m.–5:00 p.m. Eastern, excluding U.S. federal holidays. The team targets an initial reply within one business day and triages urgent reports first during support hours. If the current page has a page-specific tour, the panel also shows Tour this page.

Tips ​

  • The dashboard loads on sign-in so you start every day with a clear picture.
  • Use the product tour as the fastest path for training a new office user on the customer → job → invoice workflow.
  • Set field users' Job record scope to Assigned only so their dashboard focuses on assigned visits and jobs instead of receivables.
  • Use Receivables explained to reconcile sent invoices, payments already applied, drafts that have not been sent, and overdue balances without combining different currencies.
  • Use Priority overdue invoices to work the oldest balances first. Select View to inspect an invoice. If a row is labeled Estimated, review and save its due date on the invoice before sending a reminder. Use View all overdue to open the complete overdue list using the dashboard's matching date and time-zone snapshot.
  • Use Jobs by status to compare pending, in-progress, and completed job counts; use the financial tiles for amounts.
  • Check the receivables nudge when you need to follow up on outstanding invoices.

Troubleshooting ​

Numbers say "—" or show dashes ​

For office roles, the dashboard uses em dashes as loading placeholders on the initial stats load while collected revenue, collectible balance, customer count, active jobs, and overdue invoices return. A dash can also replace the combined money values when the account uses more than one invoice currency; in that case, use the per-currency Receivables explained section. The page should keep the business dashboard shell visible during the initial load and avoid temporary $0 totals or "all settled" messages. If you already saw metrics and the dashboard refreshes again, ToolbagCRM keeps the last loaded values in place until the latest metrics return. If dashes persist and no per-currency breakdown appears, check your internet connection and refresh the page.

The dashboard shows an error banner ​

A red banner that says "Couldn't load your dashboard stats" means the stats API returned an error. The rest of the page may still show partial data. Click Try again in the banner to refetch. If the error persists, the ToolbagCRM API may be experiencing an outage — check the status page or try again in a few minutes.

A newly invited user sees the field dashboard or a stats error ​

ToolbagCRM fails closed when it cannot match the signed-in person to an active account user and role. The page may keep the user on the non-financial field dashboard, and dashboard stats may return a permission error instead of revenue or invoice totals. Ask an administrator to confirm the invite was accepted, the email address matches the account user, the user is active, and a role is assigned. Once the account user and role load correctly, the dashboard can show the field-work or financial view allowed by that role's permissions.

The field dashboard says it cannot show my schedule ​

ToolbagCRM only shows assigned work after it can match the signed-in account user to one active Team member with Assigned only job scope. Ask an administrator to check Settings → Roles for the role's Job record scope, review any user-specific scope under Settings → Team Access, and confirm your login is linked to the correct active person on the Team page. If the page says it could not verify assignment access, use Try again after those settings are corrected.

Next job is empty or does not show every future visit ​

Next job shows only the earliest assigned visit that starts in the next seven days; completed and cancelled visits are excluded. When more assigned visits follow, the card tells you to use Open schedule for the rest. If the expected next visit is missing, confirm it has a future start time and that your Team member is assigned to that visit.

No visits appear on the timeline strip ​

The timeline strip uses visits active at any point during today, including a visit that started yesterday and continues into today. If no visits overlap today, the strip appears empty. Schedule a job visit in Scheduling to populate the timeline. If an expected visit does not appear, confirm it is not cancelled and that its time range overlaps today.

A customer or visit is missing from the map ​

A customer site appears only after it has confirmed map coordinates. Scheduled and active work also need a mapped service location. Check the note below the map for customer sites without mapped addresses, and review the relevant service location or visit before retrying.

The map background is unavailable ​

If ToolbagCRM cannot load the map background, the customer and work pins can still show their relative positions. Refresh the page to retry the background. If the location data itself fails, use Retry on the map error instead of treating the map as an empty account.

I do not see Receivables explained or invoice totals ​

Financial dashboard metrics are permission-based. Confirm the user's role can read Invoices when they should see invoice counts or overdue-invoice alerts. Confirm the role can read both Invoices and Payments when they should see collected revenue, collectible balances, or the per-currency receivables breakdown. Technician users are intentionally routed to the field-work dashboard instead of the financial dashboard.

An invoice is missing from Priority overdue invoices ​

The queue appears only when the dashboard returns eligible overdue invoices and shows up to five, with the oldest balances first. It requires the financial dashboard, account-wide Jobs access, and permission to read Customers, Jobs, Invoices, and Payments. Send reminder also requires permission to update Invoices, a customer email address, and a saved contractual due date. If the row says Estimated, select View, use Edit to review and save the due date, then return to the reminder action. Use View all overdue for the complete list. To reconcile the dashboard count and amount, use Review on the overdue alert; that link preserves the dashboard's matching snapshot date and time zone.

Sent quotes do not appear on the dashboard ​

The dashboard alert only counts quotes in Sent status. Confirm your role has Quotes read access and the quote was sent rather than left as Draft. If no sent quotes are waiting for a customer reply, the alert is intentionally hidden.

I completed setup but still see the getting-started widget ​

This is expected. Completing Complete setup wizard and Connect payments finishes the required checklist, but the widget remains available until you dismiss it. Optional prompts can be skipped or finished later. If Stripe is connected but Connect payments is not marked complete, refresh the dashboard so ToolbagCRM can re-check payment status. Setup progress is saved separately for each signed-in user and business, and completed wizard state can synchronize across devices.

Dismissing the setup checklist does not remove First paid job practice. Use Hide sample to collapse the practice, Restore sample to bring it back, or Reset sample to clear its browser-only progress. None of these practice actions changes business records or charges a card.

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