One job. Six apps. None of them talking.
A spreadsheet, a calendar, a notes app, an invoicing tool, a group text, and your inbox. You are the only thing connecting them, and you pay for that twice: once in hours, once in the margin that quietly leaks out.
This is one job, as your tools see it
Every tool holds a fragment. None of them holds the job. And because nothing syncs, the fragments drift apart without anyone noticing.
Deck estimates.xlsx
Spreadsheet
Calendar
Calendar app
Thu, Jul 9
No location · no crew
Notes
Phone notes
Jun 28
caldwell wants cedar
not PT, repriced +700
tell brian??
Invoices
Invoicing tool
Invoice
#0117
Bill to Caldwell
Amount due
$16,800
Crew thread
Group text
anyone have the Caldwell address?
thought you had it
41 messages today
Inbox
- EErin CaldwellRe: Deck quote
- BBrianFwd: cedar pricing?
- EErin CaldwellRe: Deck quote (11)
Spot the $700. The customer approved an upgrade. The note landed on a phone, the spreadsheet got repriced, and the invoicing tool never heard about it. Bill from that tool and you just handed back your margin, and you will not find out until the job is closed.
You are not disorganized. You are doing the same work twice.
None of this is a discipline problem. It is what happens when five tools that were never built to speak are asked to run one business. Every hand-off is a retype, and every retype is both a few minutes and a chance to be wrong.
- 4×
Name, address, phone
Spreadsheet · calendar · invoice tool · email
- 3×
The price
Estimate · proposal · invoice, in two versions
- 3×
The schedule
Calendar · group text · whiteboard in the shop
- ∞
Job status
Answered by phone, every single time they ask
Put a number on the hours
Add up the retyping, the double-checking, and the phone calls that exist only because nothing syncs. In a normal week it lands somewhere between five and ten hours.
The retyping
5–10
hours a week
At what a working owner's hour is worth, that is roughly $600–$1,200 a month of your own time, spent moving data between apps.
All of Managolio
$199
a month, flat
Every feature, up to five people. No per-user fees, no add-ons, and no percentage of the money your customers pay you.
Which means it does not have to save you a whole day to be worth it. It has to save you an afternoon, and that is before the $700 you stop leaving on the table.
One record, carried the whole way
Managolio is not a sixth tool to keep in sync. It is the one place the job lives, so every stage inherits what the last one knew instead of asking you to type it again.
- Lead
- Estimate
- Proposal
- Contract
- Schedule
- Invoice
- Portal
Entered once, at the first step. Every stage after it reads from the same record.
The customer is entered once
Name, address, and phone come from the contact record. The calendar event knows the address because the job knows the address.
The price flows forward
The estimate becomes the proposal, the accepted proposal becomes the contract, and the contract writes the invoice schedule. One number, carried, never re-keyed.
Status answers itself
The crew taps a status in the field, and the customer portal reflects it. Nobody phones the office to ask, and nobody phones the site to find out.
Money, reconciled
The payment finds its own job
Bill a milestone straight off the contract, and let the customer pay the way they actually pay: card through your own Stripe, or Venmo, Cash App, Zelle, or a check in the mail. Card payments mark themselves paid against the right job; you record the others as the money lands. No invoice tool to update, no spreadsheet to reconcile, and no cut taken out of the money on its way to you.
Liu Outdoor Living
Invoice · Materials milestone
Choose how to pay
An invoice being paid: Due flips to Paid on its own
Status, shared
Your customer stops calling to ask
Because the job has one status and not five, it can safely be shown to the person paying for it. They follow a live timeline, read their quote, and see the payment schedule, without a single phone call landing on you at 6pm. It costs nothing extra and it makes a two-person shop look thoroughly buttoned-up.
Liu Outdoor Living
Janet Liu · Midlothian
- Planning
- Permitting
- Scheduled
- 4Active
- 5Complete
Payment schedule
Deposit on signing
30% of project total
Materials delivered
30% of project total
Framing complete
25% of project total
Balance due now
$25,800
Customer portal: the same job, from their side
Six tools, or one
You already own the six. Try the one for thirty days, on real jobs, without handing over a card, and see how much of your week comes back.
30 days
free, every feature
No card
required to start
0%
cut of your payments
Spend less time on admin. More time on the job.
Try Managolio free for 30 days and see how much smoother your week runs when leads, quotes, schedule, portal, and payments live in one place.
- 30-day free trial
- No credit card
- Cancel anytime