How to use CutCrew.

01 · Owner

Set up your business

You, once, about 20 minutes — the app walks you through it.

1. Install CutCrew from the link in your beta invite and open it.
2. Create your owner account. Business name, your email, a password. Beta testers get 90 days free when the app ships — no card, then or now.
3. Follow the climb. On first open, CutCrew walks you up four short camps — add your crew, add your sites, add your equipment, run your dashboards — each about 5 minutes, each starting from the "Start here" card on your Dashboard. Every step is skippable; the card waits until you're ready. Sections 02–10 below cover the same ground in more detail.
4. Fill in Business info under Settings: your business name, address, phone, and logo. This prints on every invoice you send — a one-time setup.
5. Add your accountant's email in the same Business info card. This is where quarterly exports go — you can change it any time before an export.
6. Set your services under Settings → Sites: the work you offer (mowing, edging, cleanup…). These are defaults across your company; any site can carry its own. They prefill every invoice.

02 · Owner

Add your crew

You, about 1 minute per person.

1. Open the Crew tab and tap Add.
2. Enter their name and phone number, and an hourly rate if you're ready — leave it blank to set later, or let it take the default rate from Settings. Rates are visible to you only — crew never see each other's pay.
3. Tap Add crew member, then Share invite — the invite goes out as a text from your phone, prewritten, so it lands like a message from the boss, not a company. There's no signup form and no password on their end: they get the app and sign in with the phone number you just entered.
4. If someone leaves, deactivate them — never delete. Deactivating signs them out immediately, and their hours and receipts stay in your records for 7 years, which is what tax time and payroll disputes require.

03 · Owner

The clock

Your crew, twice a day. You, watching the dashboard.

The clock is one big button. Tap CLOCK IN, pick the site, and the screen shows a running timer. Clocking out walks the same short path in reverse — sites worked, walkaround photos, any expenses, which equipment got used — and every step can be skipped.

1. Your dashboard shows who's on the clock right now — the On the Clock count, with the live list one tap away.
2. No signal at the job site changes nothing. The punch is recorded on the phone the moment the button is pressed and syncs when signal comes back. Nobody loses a punch in a dead zone, and the punch time is the pressed time — not the synced time.
3. Forgotten punches get caught two ways: anyone on the clock over 10 hours gets a reminder — "forget to clock out?" — and you can correct any punch from the hours report (section 08).

04 · Owner

Receipts

Whoever's holding the receipt, right at the register. Under 20 seconds.

1. Tap New Receipt — from your Dashboard, or the crew's Receipts tab — and photograph the receipt at the counter, not in the truck later, where receipts go to fade.
2. Tag amount, vendor, category, and site. The categories map to Schedule C tax lines behind the scenes — nobody needs to know what line 9 is. Tagging the site is what makes per-job costs work; tagging equipment (optional) is what makes cost-per-machine work.
3. Crew receipts land in your review queue. Your dashboard shows how many are waiting — tap through, approve or reject each one with the photo on screen. Your own receipts skip the queue; you're the owner.
4. Only approved receipts make it into expense totals and the tax export. Rejected ones go back to the crew member with your reason, so they can fix and resubmit.

05 · Owner

Sites

You, about 2 minutes per property.

1. Open the Sites tab and tap New Site: the property's name, address, and your point of contact. The address and contact print on every invoice for this site automatically.
2. Write the site's notes — gate code, the bed they always miss, skip the back slope when wet. Your crew sees them on every visit; it's the briefing for anyone working a yard they haven't seen.
3. Add a site map on the site's page — a marked-up screenshot works fine.
4. Photos build the site's record. Crew walkaround photos from the clock land in your Photo Review queue; approve them and they join the site's gallery, ready for its invoices.

06 · Owner

Send an invoice

You, before you leave the property. About 2 minutes.

1. Open the site and tap Generate Invoice — it sits right under the site map.
2. The line items prefill from the site's services. Edit the amounts, add custom lines, set the due date (it defaults from your Settings), and pick up to 2 approved photos — proof of work, on the bill.
3. Choose how they pay. Flip on Accept online payment to put a Stripe pay link and QR code on the invoice (section 07), or leave it off for customers who pay by check or cash.
4. Tap Generate Invoice PDF. Your business header, logo, and the site's address and contact are baked in. The share sheet opens — text it, email it, print it.

07 · Owner

Get paid

Your customer, from a text. No app, no account on their end.

1. Connect Stripe once under Settings → Billing. Stripe is the payment processor — money goes to your bank account, and CutCrew never sees card numbers.
2. Send the invoice with the pay link on. Your customer taps the link — or scans the QR code off a printed copy — and pays on Stripe's secure checkout page in their browser.
3. Watch the status on the site's invoice list: Sent, Processing, Paid — and Late when a due date slips past.
4. Paid by cash or check? Tap Mark as paid on the invoice and record how. The books stay right no matter how the money arrived.

08 · Owner

Payday: the hours report

You, once per pay period, about 5 minutes.

1. Open Reports → Hours and pick the pay period.
2. Read the table: hours, overtime, and gross pay per person, with the period's total under the double rule. Overtime is called out on its own line rather than in a color — in CutCrew, red only ever means money went the wrong way, so nothing else borrows it.
3. Tap any row to see individual shifts. If a punch is wrong — someone forgot to clock out at the diner — correct it there. Every correction is logged with who changed it and when, so an hours dispute is a lookup, not an argument.
4. Tap Export CSV and the period — hours, overtime, rate, and gross pay per person — drops straight into whatever you run payroll with.

09 · Owner

The tax export

You, once a quarter, one tap. This is why CutCrew exists.

1. Open Reports → Tax Export and pick the quarter. You'll see the receipt count, the total, and spend by category — like "142 receipts · $4,218".
2. Clear the review queue first. Receipts still awaiting review don't go in the export; the export only ever carries what you approved.
3. Tap Send Q2 to accountant (or whichever quarter). CutCrew bundles every approved receipt photo — each file named by date, vendor, and amount — plus a CSV summary mapped to Schedule C lines, and emails it to the accountant address in your settings. A heavy quarter arrives as download links instead of attachments; same file, no size limit.
4. Sent records lock, and are kept 7 years. After the export delivers, those receipts can't be edited by anyone, including you. What your accountant files from is what existed — that's the audit-safe part, and it's a feature, not a restriction.

10 · Owner

Equipment & repair videos

You, as machines come and go.

1. Add your machines on the Equipment tab. Each gets a bumper ID — MOW-01, painted on the deck, printed in the app — so a machine is never "the red one, no, the other red one."
2. Costs land on machines. Tag a fuel or parts receipt to a machine and it adds up on that machine's page; crew confirm what they used at clock-out and can file a maintenance note for your OK. What each machine actually costs to run stops being a guess.
3. Load the repair videos. Paste links to how-to videos (unlisted YouTube or Vimeo work fine) under Settings → Equipment, tagged by machine. Your crew gets a Repair Videos tab — something breaks in the field, they filter by the machine and watch the fix instead of hauling gear back to the shop.

11 · Your crew

For your crew

Text them this section. It's the entire training.

1. Your boss added your number, so you're already in. Install CutCrew, enter your phone number, and type the 6-digit code that gets texted to you. No password — ever.
2. Clock tab: tap the big button when you start and pick the yard you're on. Tap it again when you're done — it'll ask about photos, receipts, and what equipment you used, and you can skip any of it. No signal? Punch anyway — it saves on your phone and syncs later.
3. Receipts tab: buying fuel or parts for the job? Photograph the receipt at the register, tag the amount, vendor, category, and site, tap submit. Done in 20 seconds. The boss approves it from there.
4. Repair Videos tab: something's busted in the field? Filter by the machine and watch the fix.
5. Your hours: the Clock screen shows today, this week, and the pay period — so you never have to ask.

12 · Troubleshooting

When something's off