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Make QR codes with the QR Generator

Make a QR code for any web page: your website, a review page, a menu, a sign-up form. Someone points their phone camera at it and the page opens. Your codes are saved, so you can download them again later.

What's new in AysOps

The newest changes are at the top. Each one links to the article that explains it.

Create your AysOps account

Creates your business's AysOps account and starts your 90-day free trial. No credit card is needed to start.

Sign in to AysOps

Signs you in to your AysOps account. There are three ways: with your password, with a magic link emailed to you, or with your Google or Microsoft account.

Reset your password

Sends you an email with a link to choose a new password. Use it when you've forgotten your password. If you know your password and just want a new one, you can also change it while signed in: see Change your password.

First-time setup (the setup checklist)

Gets the six foundations in place before you create your first estimate, work order or invoice: your business address, tax rates, profile, work order settings, invoice settings and email. Skipping them is the most…

Tour of the dashboard and menu

Explains what you see when you sign in: the dashboard (your business at a glance) and the menu on the left that takes you everywhere else.

Use AysOps on your phone or tablet

On a phone, AysOps puts what you need on the road within reach of your thumb: today's appointments with directions and a call button, and a + button to add a photo, an expense or a note while you're on site. On a…

Get help or report a problem

Sends a question, a problem or an idea to the AysOps team as a case. You can follow it up later under Cases in the menu.

Account menu and signing out

The account menu shows who you're signed in as and gets you to Settings or Sign out.

Your profile, photo and work contact

Sets how you appear in AysOps and to customers: your name, your photo, the work email and phone shown on documents, and a short introduction for your public booking page. This is your personal profile. Your…

Two-step sign-in (two-factor authentication)

Adds a second check when you sign in: after your password, you enter a code. Even if someone learns your password, they can't get in without the code.

Switch between companies, or add another company

One AysOps login can belong to several companies: your own businesses, and businesses that invited you onto their team. Each company is completely separate: its own customers, documents, team, add-ons, subscription…

Support cases: how to open one, the types, and where to see our replies

A case is how you reach the AysOps team: to report something that isn't working, ask for a feature, or ask how to do something. Every case has a number, a status, and a conversation where our replies appear. You'll…

Explore with example data

Adds one clearly labelled example customer, [Example] Northwind Café, with an estimate, a work order, a paid invoice and an expense, so you can click around and see how AysOps works before entering your real…

Why was I signed out? (automatic sign-out)

To protect your business and customer information, AysOps signs you out automatically after 10 minutes without any activity (no clicks, typing or scrolling). This can't be turned off.

Add a customer

Creates a customer: the person or business you do work for. Everything else (estimates, work orders, invoices, files, notes) is kept under the customer.

Tour of a customer's page

Explains the page you see when you open a customer: everything you hold for that customer, in tabs.

Archive a customer

Hides a customer you no longer work with. An archived customer is not shown in the Customers list, its search, or the lists you pick a customer from when you start something new (a new estimate, work order,…

Edit a customer

Changes a customer's name, company, email, phone, primary address, or how soon they count as "quiet".

Add a contact or another address to a customer

A contact is a person at the customer: the office manager, the accounts person, the site lead. The billing contact is who invoices are sent to by default. A customer can also have several addresses (office, worksite,…

Bill-to destinations (bill someone other than the customer)

Lets a document be billed to someone else on the customer's behalf (a property manager, an insurer, a head office) while the customer still owes the balance. The bill-to's name, address and PO number print on the…

Notes and actions on a customer

The Notes & Actions tab is the customer's notebook and history in one place: Notes you write for yourself and your team. Action items: to-dos for this customer (a task, a phone call or an email), with a due date.…

Customer files (upload, preview, download, email)

Keeps files for a customer in one place: contracts, photos, signed documents, anything. You can preview them in AysOps, download them, and email them to the customer.

Import customers from a spreadsheet

Adds many customers at once from a spreadsheet exported from your previous system (a CSV or an Excel .xlsx file). You check everything before anything is created.

Projects (company projects and customer projects)

A project groups related work: its estimates, work orders, invoices, expenses, mileage, files and notes, with running totals at the top. There are two kinds: Customer projects: a job for one customer (for example…

Record a direct sale (daily sales totals)

Records money you took without an invoice, for example a day's takings at a market, a food truck's daily total, or a counter sale. You enter the total before tax and add its taxes and fees. Sales count as revenue in…

Track commissions you earn (and deductions)

Keeps track of commission income a customer pays you, for example a referral fee or a sales commission: what's still pending, what has been received, any deductions taken off (such as a brokerage split), and the tax…

Email a customer from AysOps (the Email tab)

Writes an ordinary email to a customer from inside AysOps, with their files attached if you like. It's sent from your own email account, so replies come back to you, and it's recorded on the customer.

Prices for one customer (the Pricing tab)

Gives one customer their own prices: a special hourly rate, contract pricing on products, their own recurring charges, discounts or deposit presets. They're offered in addition to your company-wide prices whenever…

Quiet customers (who you haven't been in touch with lately)

Lists customers you haven't reached out to for a while, so nobody slips away unnoticed. The Quiet customers tile on the dashboard shows how many there are; click it to see the list.

Estimates (quotes) explained

An estimate (also called a quote) tells a customer what a job will cost before you do it. You send it, the customer approves or declines it online, and an approved estimate turns into a work order in one click, so…

Create an estimate

Starts a new estimate (quote) for a customer, ready for you to add lines and send.

Add lines to an estimate

Adds the work, parts and charges you're quoting for. The totals and taxes update as you go.

Organise lines into sections

Groups the lines of an estimate or work order under headings, such as Kitchen, Main floor or Materials. Each section shows its own subtotal. Your customer sees the same headings and subtotals on the PDF, in the email…

Create an estimate from a worksheet or a conversation (AI)

AysOps AI can turn the place where you priced a job into an estimate. Start from any of these: A worksheet: an Excel file (.xlsx), a CSV file or a Word document (.docx). A conversation where the prices were…

Add a discount to an estimate or work order

Takes money off the whole document using one of your saved discounts, for example 15% off or CA$50 off. The taxes are worked out on the discounted amount.

Request a deposit on an estimate

Asks the customer to pay part of the price before you start, for example 25% or a CA$500 parts deposit. The customer sees the deposit on the quote, and whatever they pay is credited to the final invoice.

Send files with an estimate (terms, brochures, warranty sheets)

Send your own files with an estimate, such as your terms and conditions, a product brochure or a warranty sheet. They go to the customer with the quote, appear on their approval page, and stay with the work order and…

Choose what your customer sees, and offer optional extras

Customer sees lets you keep every line on your estimate but show the customer less: one line per section with its total, or one line for the whole job. Optional extras are lines the customer can choose to add, for…

Send an estimate to your customer

Emails the quote to your customer with a PDF copy and a link where they can approve it (with a signature) or decline it. The quote is then locked so the price can't change while the customer is deciding.

What your customer sees (approving or declining a quote)

Explains the page your customer reaches from the Review and approve this quote button in the email, and what you see once they decide. The customer doesn't need an account or a password.

Convert an estimate to a work order

Turns an approved quote into a work order (the job you'll do and later invoice), copying every line, tax, discount and deposit so you don't type anything twice.

Estimate templates and quote validity

A template saves a set of lines you quote often (for example "Network setup" or "Furnace tune-up"), so a new estimate starts with them already filled in. Quote validity sets how many days a sent quote stays open…

Contracts: terms, customer details and quantities the customer sets

A contract is an estimate with three extras: Terms: your contract wording. The customer reads it and must agree to it before they can approve. Details the customer fills in: questions you write yourself, such as…

Archive or delete an estimate

Delete removes an estimate for good. You can only delete a Draft that the customer has never approved or declined. Archive hides an estimate from the open list but keeps it on record. Use it for everything else.

Work orders explained

A work order is a job in progress. You log your time and add parts and charges to it while you work, then convert it to an invoice when the job is done. Nothing goes to the customer until you send that invoice.

Create a work order

Opens a new job for a customer so you can log time and add charges as you work.

Track time on a work order (timer or manual)

Records how long you worked on a job so it's billed at your rate. You can run a timer while you work, or type the time in afterwards.

Add lines to a work order

Adds the labour, parts and other charges for the job. They become the lines of the invoice.

Collect a deposit on a work order

Sends the customer a separate deposit invoice for part of the job (for example 25%), and tracks it until it's paid. The paid deposit is then taken off the final invoice.

Convert a work order to an invoice

Turns a finished job into an invoice that's ready to send. The work order's lines, taxes, discounts and any paid deposit carry over. Nothing goes to the customer yet: you send it in a separate step.

Work order numbering, prefixes and default notes

Sets how your work orders (and so your invoices) are numbered, and the notes every new work order starts with. A work order keeps its number when it becomes an invoice.

Invoices explained

An invoice is the bill you send when a job is done. In AysOps you don't create an invoice from nothing: invoices are created by converting a work order (see Convert a work order to an invoice). Recurring charges also…

Send an invoice

Emails the invoice to your customer with the PDF attached. If you take card payments online, the email also has a link to pay.

Record a payment (cash, cheque, e-Transfer)

Records money a customer paid you outside AysOps (cash, cheque, Interac e-Transfer, a card machine, a bank transfer) so the invoice shows as paid or partly paid. AysOps doesn't move any money here; it keeps the…

Let customers pay invoices online

Adds a pay link to your invoice emails so customers can pay by card. The money goes to your own Stripe account, and the payment is recorded on the invoice for you.

Refund a payment

Records money you give back to a customer, in full or in part. For a card payment made online, AysOps sends the refund through Stripe, from your Stripe account. For cash, cheque, e-Transfer and other payments you…

Zero-charge (CA$0.00) invoices

Records work you did for free (a warranty visit, goodwill, free hours) as a proper invoice, so it's in the customer's history, without asking them to pay anything.

Invoice settings (logo, payment terms, footer, receipts)

Sets what your invoices look like and the terms they're sent with.

Recurring charges explained

A recurring charge bills a customer automatically on a schedule: weekly, every 2 weeks, monthly, quarterly, yearly or every so many days. Use it for retainers, support plans, hosting, monitoring, maintenance plans…

Create a recurring charge

Sets up something you bill on a schedule, for example "Monthly Remote Monitoring, CA$50 a month".

Start recurring billing from a work order

Bills a customer for the first cycle (plus any one-off charges, like a setup fee) on an ordinary invoice, and starts the schedule so the next cycles bill automatically.

Autopay for recurring charges (saved card)

Lets a customer save their card when they pay a recurring invoice, so later invoices for their recurring charges are charged to that card automatically. They still get every invoice first.

Stop, archive or delete a recurring charge

Stop ends automatic billing for a customer. No more invoices are created. Invoices already created aren't affected, and the history is kept. Archive hides a recurring charge from your lists so it can't be used again.…

Set up AysOps Payments (connect Stripe)

AysOps Payments With Stripe lets customers pay you by card online: invoices through a pay link, bookings at the time they book, and recurring invoices automatically once the customer agrees. You can also key in a…

Add an expense

Records something your business paid for: parts, fuel, software, insurance. You can attach the receipt, record the tax you paid (so it can be netted against the tax you collect), and link a job cost to the customer,…

Scan a receipt with AI (one or a whole folder)

Upload a photo or PDF of a receipt and AysOps reads the vendor, date, amounts, currency, tax and a description, and suggests a category. You always check it first: nothing is filled in until you accept.

Repeating expenses (subscriptions)

Keeps track of bills you pay on a schedule (software, insurance, rent) and reminds you when one is due but hasn't been entered, so nothing is missed at tax time.

Accounting documents (card and bank statements)

Stores a card or bank statement (or a payment processor's invoice) once, and links it to every expense it covers. AysOps can read the statement and show you which charges are already in your expenses and which are…

Expense settings (vendors and categories)

Keeps the lists your expenses pick from: the vendors you buy from, and your expense categories.

Add a vehicle (and read the odometer from a photo)

Registers a vehicle so you can log trips in it. Adding your first vehicle turns on the Mileage section in the left menu.

Log a trip (and bill it to a customer)

Records a drive for your mileage and tax records, with the distance worked out for you. Mark it billable and the travel charge is added to the customer's work order at your travel rate.

Mileage reminders after on-site visits

If you had an on-site appointment with a customer in the last 7 days and nobody logged a trip for that customer that day, AysOps reminds you when you sign in, so no billable or deductible kilometres are forgotten.

Vehicle mileage totals and export

Shows how far each vehicle has been driven, how much of that was billable, and who drove it, for any period, and lets you download it for your records or your accountant.

Reports: revenue, profit, tax and what's owed

Reports shows how your business is doing for any date range: money in, money out, profit, the sales tax you collected and paid, who still owes you, open work, and mileage. You can download it as a PDF for your…

Set your working hours and days away

Tells AysOps when you work and when you're away, in your own time zone. Your hours decide when you can be booked. Leave them empty to simply follow your business's hours.

The morning itinerary email

Sends you one email early each morning with your day: today's appointments, overdue invoices, work waiting on you, and any system alerts. If there's nothing to report, no email is sent.

Business hours and closures

Sets when the business is normally open, and the days it's closed (holidays and one-offs). AysOps uses these to work out which appointment times can be offered. Anyone on your team who hasn't set their own personal…

The work calendar (and dragging appointments)

Shows your appointments for a day, a work week (Monday to Friday), a week or a month. Click an empty time to book something, click an appointment to see it, or drag it to a new time.

Create an appointment (and invite people)

Books time in your calendar for a customer visit, a call or anything else, and (optionally) emails invitations to the people involved.

The to-do list (Actions)

Actions is one list of everything that needs attention: tasks you or a colleague added, customer follow-ups, today's appointments, and alerts from AysOps (for example an add-on that isn't finished setting up). The…

Set up Online Booking (your booking page and services)

Online Booking gives your business a booking page where customers pick a service and a free time, and the appointment lands on your calendar. There's one page for the whole business, where customers choose who they'd…

Booking rules: notice, limits, cancellation and travel

Sets the rules for your online booking page: how much notice you need, how far ahead people can book, your cancellation policy, how far you'll travel, and how many bookings one person can make. The rules apply to…

QR codes for your booking links

Every booking link in AysOps has a QR code you can download and put on flyers, business cards, posters, signs or your website. Someone points their phone camera at it and lands on your booking page. Bookings made…

Online bookings and confirmations: what happens when a customer books

Explains each step after a customer books on your booking page, what you see in AysOps, and when you need to do something.

Take a deposit or full payment when customers book

Asks customers to pay a deposit or the full price by card on your booking page before their booking is confirmed. It cuts down on no-shows. When they pay, they get a receipt and a work order is created for you with…

Calendar Sync: connect Google, Microsoft 365 or Apple iCloud

Puts your AysOps appointments into the calendar you already use: Google Calendar, Microsoft 365 / Outlook or Apple iCloud. AysOps creates one dedicated calendar in your account (for example "AysOps: [your business]")…

Google Meet and Microsoft Teams links (and importing transcripts)

Puts a Google Meet or Microsoft Teams link in every remote appointment. The link is created through your own synced calendar and sent with the invitation. Dial-in numbers are included when your Google Workspace or…

AysOps for Zoom: Zoom links and transcripts

Puts a Zoom link in every remote appointment, created on your own Zoom account the moment you book. It works with any calendar, or none. You get the host link; your customer gets the join link in their invitation.…

Group Sessions: classes, info sessions and training people sign up for

Lets people sign up for group sessions (classes, information sessions, workshops or training) from your booking page, online or in person, once or on a repeating schedule. You set how many places each session has,…

Add-ons explained: turn features on and off

Add-ons are optional features you switch on when you need them, such as Online Booking, online payments, calendar sync, video-call links, a password vault or a team. Each one has a monthly price per company, not per…

Give your customers their own account page (Customer Portal)

Your customers get a page of their own with your business. They sign in with a link we email them, so there is no password to remember. On their page they can see their invoices (and pay or download them), estimates…

Offer memberships with member discounts, included hours and classes

A membership is a recurring charge with perks. Customers you bill for it become members. A membership can give: a discount, added to every new estimate and work order for them automatically; included hours of a…

Sell prepaid packs of hours or classes

A prepaid pack lets a customer pay now and use it later: for example 10 hours of Consulting or a 10-class pass. When the invoice for the pack is paid, the customer gets the hours or places: hours you mark as prepaid…

Connect QuickBooks and import your customers, vendors, items and taxes

If you already use QuickBooks Online, you don't have to type your business in again. Connect your QuickBooks company and AysOps brings across your customers, vendors, items and services, tax rates and company…

Send invoices, payments and expenses to QuickBooks

Once QuickBooks is connected, AysOps sends your invoices, payments, expenses and estimates to QuickBooks automatically every night, so your books stay up to date without double entry. Direct sales and commissions go…

AysOps AI: what it does, the free trial and your allowance

AysOps AI reads things for you so you don't have to type them: Receipts: snap a photo and the expense is filled in, with each tax matched to your own tax rates and any tip kept separate. A vendor you usually pay in…

Sign-in methods: Google, Microsoft and combining logins

Lets you sign in to the same AysOps account in more than one way (email and password, Google, Microsoft), and bring together two separate AysOps logins you've ended up with.

Invite a team member

Gives a colleague their own sign-in to your company in AysOps, with just the access their job needs. Each person takes a seat; the seat's monthly price depends on their licence.

Roles and account types (what each person can do)

Explains the four licences (roles) a team member can have, and the account types that narrow a licence to a particular job. The licence sets the seat price; the account type sets exactly what the person can see and do.

Change a member's access or remove them

Changes what a team member can do (their licence and account type), or removes them from your company when they leave.

Accept an invitation to join a company

For the person who was invited: joins you to a company in AysOps so you can work with the team.

Password Vault: store your company's and customers' passwords

Keeps logins and passwords in one encrypted place: your business's own (software, suppliers, banking portals) and your customers' (their Wi-Fi, router, email, server and so on). Besides passwords it holds Wi-Fi and…

Business profile (name, address, currency, logo and more)

Holds your business's details: its name, addresses, how customers reach you, its currency and year end, its public logo, and a few business-wide choices. (Your own name and photo are on the Personal tab: see Your…

Change your password

Changes the password you sign in with, while you're signed in. You confirm your current password first. Your other devices are signed out, and you get an email saying the password was changed.

Time rates (hourly, per-period and flat rates)

A time rate is what you charge for your time: per hour, per 30 or 15 minutes, per day, per custom period, or a flat fee. You pick a rate when you add time to an estimate, work order or invoice, and AysOps works out…

Products and services

Your catalogue of things you sell at a set price: parts, software, flat-fee jobs. Each one can be added to an estimate, work order or invoice in one click, with its taxes already applied.

Tax rates (GST, HST, PST, sales tax, VAT)

Sets up the sales taxes you charge. Every rate, product and service you create can carry one or more taxes, and they're added automatically to your estimates, work orders and invoices. Nothing can be taxed until at…

Travel rates (charging for mileage)

A travel rate is what you charge a customer for driving: per kilometre, per mile, or a flat amount per trip. You choose it when you mark a mileage trip as billable, and the charge is added to the customer's work order.

Discounts

Saves discounts you give often (for example "Seniors 10%" or "First-time customer $50 off") so you can apply them to a line or a whole document in a click, instead of working out the reduction each time.

Deposit presets

Saves the deposits you usually ask for (for example "25% up front" or "$500 parts deposit") so you can add one to an estimate or work order in a click.

Currencies (CAD and USD)

Explains how AysOps handles Canadian dollars (CAD) and US dollars (USD), so you can bill customers on both sides of the border.

Send email from your own address (email settings)

Chooses how AysOps sends your estimates, invoices, receipts and other emails to customers.

File storage: how much you have and how to get more

Every AysOps company includes 2 GB of file storage, shared by the whole team. Everything you upload counts towards it: receipts, photos, documents, customer files, saved reports, meeting transcripts, and the QR codes…

See and manage your connected apps

The Integrations page is one place that lists the other systems AysOps is connected to, such as Stripe for card payments, your calendar, QuickBooks and Zoom. Click a row to open its settings, where you connect,…

Billing and your subscription

The Billing page shows your AysOps plan, how long your free trial has left, what you'll pay each month, and lets you subscribe, change your card or redeem a promo code.

Photos & Files: your file library

Photos & Files is one place for every file in your company: photos from job sites, receipts, documents, saved reports, and the files attached to each customer. Upload a file here first and decide later where it…

Show booking on your own website (Website & embeds)

Lets customers book you (or sign up for group sessions) without leaving your own website, and makes your booking pages match your website's look. You can also make a Book now button for your website.

Sell online with a Buy button on your website

Puts a Buy now button for one of your products, services or plans on your own website. The customer pays by card on a secure AysOps checkout, and the sale is recorded in AysOps. There's no online store to build: each…

I can't sign in

Find the message or situation that matches yours.

An email didn't arrive (mine or my customer's)

## Check these first 1. Spam or junk folder. Ask your customer to look there too. 2. The address. Documents go to the customer's billing contact when they have one, not always to the customer's main email. The send…

A button, menu item or page is missing

There are three usual reasons. Work through them in order.

My customer can't pay online

## There's no pay link in the invoice email A pay link is only included when all of these are true: the AysOps Payments With Stripe add-on is on, your Stripe account is connected and able to take payments (Settings →…

My booking page shows no times, or says the link isn't available

## "This booking link isn't available" The Online booking switch is off. Click Online booking in the menu and turn it on. Or the Online Booking add-on has ended. Check Add-ons. Or your account is suspended by AysOps:…

My calendar isn't syncing

1. Check the to-do list. If a connection stops working, AysOps puts an item on your to-do list saying so. Follow it to reconnect. 2. Check the connection. Go to Settings → More → Integrations → Calendar Sync. Make…

Storage limit reached

Your company has used all of its file storage (2 GB is included, plus any extra storage you've added). The message starts with "Storage limit reached." and says how much is left of your quota and where to add more…

AI isn't working (switched off or out of credits)

## Check what's happening An owner or administrator can open Settings → More → AI usage to see how much of the allowance is used and by whom. If it says AysOps AI is off, AI is switched off for your company: there is…

Someone else changed this while you were editing it

The full message is: *"Someone else changed this while you were editing it. Reload to see their changes, then try again."*

"Priced in another currency": an item won't go on a document

Every estimate, work order and invoice is in one currency (CAD or USD), and every line on it must be in that same currency. A rate, product or template priced in CAD can't go on a USD document, and the other way round.

I can't delete a customer

## Why Customers can't be deleted in AysOps. They carry your billing history (estimates, invoices, payments), which has to stay complete for your records and for tax.

Frequently asked questions

## Getting started