Settings

The two layouts are built from the same rows, groups and wording, so an answer about one is almost always an answer about the other. The differences are small: on the phone, Business profile is a tile at the top instead of the first Workspace row, and only the desktop has the Search Settings box. Settings is owner-only on both, so a team member who opens it lands back on their own screens.

Two rows behave a little differently by layout. Storage & add-ons opens a short screen with an Open Add-ons → link on desktop, and goes straight to Add-ons on the phone. Job setup only appears for trades that use the work board; a membership-style business does not see it on either layout. Licenses & insurance is one screen on both: the list of what you track, with Add one, beside the Settings list on desktop and behind the back arrow on the phone.

On desktop, the Search Settings box finds the field you mean and opens the screen that holds it. On the phone there is no search box, so the groups are the route: anything about the business itself is under Workspace, anything about money or people is under Plan & team, and anything about you or the app is under Account.

The name you set here is what appears on invoices, quotes and the PDFs the advisor generates, so change it here rather than per-document.

Industry drives a lot: which niche tools you get in Des's Tools drawer, which benchmarks Home compares you to, and how the advisor talks about your work. It is worth getting right.

The EIN prints on your tax report PDF and on the tax report you email to your CPA. It is stored encrypted, and once it is saved you only see a masked copy — to change it, type the new number over it and save. Only the owner can read or change it.

Entity type changes the tax math, not just a label. After you save a new one, a notice says your tax estimates have been recalculated and suggests checking with your CPA if you already made payments based on the old type. The estimate treats the whole year as the entity you pick, so it does not split a year around a mid-year S-corp election — check that with your CPA.

Once it is saved, the Taxes page can email your CPA the packet in one step, and the advisor can offer to send it — with a confirm popup first, never silently.

Every date boundary in DeskOps uses your business timezone rather than UTC, so "today's revenue" and month ends line up with your day, not the server's.

Business appearance shows a sample quote, invoice or email, marked Preview — not sent, so you can see your logo and accent before anything reaches a customer. Your whole logo shows, never cropped or stretched. The accent is a single color: it draws the line under your letterhead and under your quote page's header. Your emails use it for their button only when white text on it is easy to read (4.5:1 or more); otherwise that button is DeskOps teal. The accent has to be dark enough to read on white paper, and the pay button on your invoice page stays DeskOps teal. Changing it never touches an amount, tax, deposit or term. Quotes you have already sent keep the look they went out with; invoices use your current logo and accent each time one is opened or sent.

The logo is uploaded in Business appearance, where you see it on a sample document first. Business details shows your logo too, with a link to Business appearance. The logo lands on invoice and quote emails, the online pay page and your documents. Removing it affects future documents only; quotes already sent keep the logo they went out with.

These print on customer-facing documents, so use the address you want a customer to see.

New Jersey home-improvement contracts over $500 must carry a copy of your liability insurance certificate and the phone number of the insurer that issued it. Add both here and DeskOps keeps them with each new quote for a New Jersey job. Your customer sees the insurer's phone on their quote page and can download the certificate there. Only the owner can upload, and the file can be a PDF, PNG or JPEG up to 10 MB. A quote you have already sent keeps the certificate it went out with; any draft picks up what you have on file when you first send it. New Jersey quotes still go out as quotes: DeskOps has not marked New Jersey as a complete contract.

You set this amount yourself; DeskOps does not calculate or overwrite it. Des uses it as context, and it appears in alerts and data exports.

One screen, eight short steps. Choose what your website offers — Book online, Request a quote, or both — and when you promise to reply. Pick a short web address if you want one people can say and type; your private link keeps working either way, and a name you change from still opens your page and says where it moved. Pick one of three button styles and see it on a sample website in light and dark. Then copy what you need: your link, the button code, or the form code that puts the whole form on a page — each has its own Copy button. Open my live form shows exactly what a customer sees, and the screen tells you when the last request came in.

There are one-screen steps for Wix, Squarespace, WordPress, GoDaddy, Google Sites, Weebly or Square Online, a Facebook page, Google Business Profile, and for having no website at all. Wix and Google Sites let you place the button code or the form on a free plan. Classic Weebly also accepts embed code on its free plan; Square Online embeds need Plus or Premium. WordPress.com embeds need a paid plan with hosting features activated. Some builders restrict embeds by plan, so the steps also show an ordinary button that opens your link. Facebook and Google Business Profile take your link rather than code.

Type their email and, if you know it, their website builder, then Review email: you see who it goes to before Send, and it goes from your business with your link, the button code, the form code and that builder's steps. The QR code is made on your device — nothing is sent anywhere to make it — and downloads as a PNG for print or an SVG that stays sharp at any size, for a truck, a yard sign or a leave-behind. Scanned requests are marked as coming from your QR code.

This screen decides which categories count as job costs (cost of goods sold) and which are overhead — tap each category on or off and the Profit page re-works its numbers; your expenses themselves do not change. It does not move a single expense. To fix one that landed in the wrong category, edit that expense on the Expenses page. DeskOps can remember the category for that vendor, and it will then suggest it on future bank and processor rows from the same vendor — you apply the suggestion with a tap; it is never booked for you.

Categories decide what counts as cost of goods sold rather than overhead, and that split is what the Profit page and Des's margin answers are built on. If your margin looks wrong, this is the first screen to check — a category counted on the wrong side moves gross margin for every period that reads it.

Cost of goods sold is what a job consumed — materials, subs, the crew hours on that work. Overhead is what the business costs whether or not you sold anything, like insurance or the truck payment. The split is what Margin measures, so putting an overhead cost in COGS makes every job look worse than it is.

The switch lives in Alerts. Reports & CPA export lists weekly emails already sent (Recent Reports on desktop, Weekly email on the phone) and links to Alerts. The weekly report arrives Monday morning. Turning Email reports and tips off also stops setup tips and other business summary emails.

The monthly PDF is the month in one document — what came in, what went out, and where it landed. It is the one to forward to a partner or a lender who wants a summary rather than a login.

It lists who you paid enough to need a 1099. It tells you who qualifies; you or your CPA still file the forms.

Sending from your own domain is included in DeskOps. Verify your domain in the Email section above. Until verification succeeds, mail goes out from the DeskOps sending domain.

Test mode redirects every campaign to your own inbox instead of your customers, with the real recipient shown in the subject line, so you can read the real thing before anyone else does. It lasts seven days from when you turn it on. After that, campaigns go to your customers again even if the switch has not been turned off, so check it before a send and turn it off yourself when you are done testing.

Sending from your own address is included in DeskOps and needs a verified domain. On desktop that lives under Connections → Manage → Email; on the phone it is inside Email settings. Email settings also holds your Mailing address (the postal address every campaign footer carries), Test mode and your automatic emails. Until your own domain is verified, mail leaves on the DeskOps sending domain and customer replies land in your Inbox — customers just see our domain in the sender line.

Uploading your price book, your warranty terms or your standard scope means the advisor answers from your documents instead of generic trade knowledge. Uploaded documents are scoped to your business only and are never mixed into another customer's answers.

This screen takes markdown and plain text only — .md or .txt — up to 4 MB per file. Word files are not supported yet. A PDF cannot be uploaded here either, but there is another way in: drop the PDF into a chat with Des, and when it asks whether to save it to your assistant's memory, choose Save. If you pick an unsupported file on this screen the upload is refused straight away rather than half-working. Each upload is tagged with an optional niche label so you can keep, say, your HVAC notes separate.

Yes. When the advisor looks things up, your uploads are ranked ahead of the general trade knowledge, so your price book is more likely to be what it reads first. Each document shows a status while it is being processed and only counts once it reads ready. Deleting one removes it from what the advisor can see.

Track a license, policy, registration, certificate or bond by expiry date. Optional PDF/photo: up to 10 MB. Emails follow business timezone: 60, 30 and 7 days before, and on the day. Added 20 days out? One 30-day reminder. More than two days expired? No late email; it stays marked Expired until renewed or archived.

Renew with a new date. Your document stays unless replaced; history keeps earlier terms and files. Quote/invoice license numbers go in Business details. Owner only. Exports include records/history; files stay in DeskOps.

No. DeskOps does not know which licenses your trade, state or town requires, how often they renew, or whether a policy is enough. It never fills in or suggests a date: every item and every date on the page is one you saved, and the reminders follow only those dates. Check what you need with the agency or insurer that issues it. DeskOps does not check your license or policy with anyone, and it does not share the documents you save.

The invite email carries a join link that is good for 7 days. They open it, confirm with a code sent to their email, and are asked to set a password. Seats are billable, so the invite screen tells you what the seat costs before you send it — an invite is free until it is accepted, and the bookkeeper seat is always free.

Removing a seat stops their access immediately. Commissions you have already paid them are never changed. Any commissions still unpaid for them are removed when they leave, and the confirm step tells you the unpaid total before you go ahead — pay out anything you owe first if you want it on record.

The owner sees everything, including the pages that carry personal financial information. A team member sees the operational side and never the owner's Owner finances page, on either form factor. Roles are set when you invite someone and can be changed later from the same screen.

Email reports and tips controls summary emails. Device notifications is for this business on this device. Money, Tax & compliance and Goals & reviews choose device alerts; Customer follow-ups is separate.

Money covers new and at-risk customers and expiring agreements. Tax & compliance covers quarterly deadlines and 1099 thresholds. Goals & reviews covers revenue check-ins and Google reviews. Quote follow-ups emails customers around day 3 and day 7 while a quote awaits their response. Each preference is independent.

Turn Email reports and tips off to stop weekly reports, setup tips and other business summaries. To receive device alerts, use Enable under Device notifications; follow the install instructions if shown. On means this business saved the device; check any delivery warning. Manage explains how to turn notifications off in browser/device settings, which affect every business on that device.

Money, Tax & compliance and Goals & reviews select device alerts. Email reports and tips controls summary emails. Quote follow-ups are customer reminders in their own section; See what we send customers opens the customer-message settings.

DeskOps does not list every signed-in session. Trusted devices shows the devices you chose to remember for 30 days after an email-code check (for example, before connecting a bank), each with a Revoke option. If you think someone else is signed in, use Sign Out All on the same screen — it ends every session on every device — and then sign back in on the devices you actually use.

Use this if a phone was lost or a former employee still has a session. It ends every session including the one you are using, so you will sign in again afterwards. Every device is signed out at once, but a screen that is already open can still show your business for up to an hour, until its sign-in runs out.

Yes — optional two-step sign-in is available for each person. Set it up with an authenticator app, confirm its first 6-digit code, and save your ten recovery codes before turning it on. Future sign-ins then ask for the app’s code; DeskOps does not send that code by SMS. A team member without Settings opens Two-step sign-in from the menu by their name on desktop, or Menu on the phone. The separate email-code check before connecting a bank remains: that check can remember a device for 30 days and does not replace your authenticator. For a lost phone, use a saved recovery code or the Lost your phone? recovery path described in Help.

The intro tour is the short walkthrough that runs once on your first visit and previews what each page looks like with data in it. Replaying it reloads DeskOps and starts the tour again; nothing about your account or your numbers changes. The Replay link at the bottom of the Appearance screen is the only way to see the tour a second time.

Home comes in two variants and the picker is a straight either/or. Classic keeps every widget the same weight. Bold inverts the widgets that need attention so a problem stands out from across the shop. It changes presentation only — the same numbers are behind both, and switching takes effect on Home immediately.

Appearance holds the light and dark toggle plus the rest of the look-and-feel controls, and it is the one screen to open when anything about the interface feels wrong. Your theme and your Home look are saved to your account, so they follow you to your other devices when you sign in there.

Download my data creates a ZIP for Excel, Numbers or Google Sheets: customers; invoices, items and payments; quotes; jobs and visits; transactions; expenses, bills and hours; commissions, payouts and goals; books; license and insurance history. The manifest counts every file’s records. Photos, license documents and signature images stay in DeskOps. The receipt shows counts and size; reload shows your last export. Filter by name for one customer, or open their Customers record.

Owner only: type DELETE to close this business, cancel subscriptions, disconnect integrations and remove AI memory and chats. Your sign-in goes too if this is your last business; others stay open. Some legal and tax records remain (Privacy policy); request erasure separately. Export first: you cannot undo closure. A confirmation email follows.

Referring another business owner earns you a free month. The screen gives you the link to send; the credit lands once they are actually paying, not when they sign up.

The same screen that gives you the link shows what has happened with it. The credit lands once the business you referred is actually paying, not when they sign up, so a referral can sit pending for a while before it turns into a free month.

Yes. You can earn up to 3 free months from referrals, and the screen counts them as "X of 3 free months". Anyone can still sign up on your link after that, but no further credit is earned, and the screen says the limit is reached. Each credit lands once the business you referred makes its first payment, not when they sign up.

Sign out ends the partner session in this browser and closes partner access in its other open tabs. Sign in again before opening client books. This action does not sign you out on other devices, disconnect clients, cancel subscriptions, or change your partner account. Use it when you finish on a shared computer.