Frequently Asked Questions

How do I create an account?

Creating an account is simple:

1. Click the "Sign Up" button on the homepage
2. Enter your email address and create a secure password
3. Verify your email address by clicking the link we send you
4. Complete your company profile to start using ExteriorPro

Is there a free trial?

Yes! ExteriorPro offers a 30-day free trial with full access to all features. No credit card required to start your trial. You can create real estimates, add contacts, and explore all the tools during your trial. After your trial ends, choose the plan that fits your business to continue.

What trades does ExteriorPro support?

ExteriorPro is built specifically for exterior contractors across all major trades:

• Roofing - Residential and commercial roof installation, repair, and replacement
• Siding - Vinyl, fiber cement, wood, and other siding materials
• Windows - Window and door replacement and new construction
• Gutters - Gutter installation, repair, and guards
• Decks - New builds, repairs, staining, and sealing
• Fences - Wood, vinyl, chain link installation and repair
• Other - General exterior and specialty projects

You can enable one or multiple trades in your organization settings. Every trade runs through the same simple pipeline, with its own packages and price book items.

How do I set up my company profile?

After creating your account, you'll be guided through setting up your organization. This includes:

• Adding your company name and contact information
• Uploading your logo (appears on estimates and invoices)
• Selecting which trades you offer
• Inviting team members and assigning roles

You can update any of these settings later from the Organization Settings page.

Can I import my existing customer data?

Yes! ExteriorPro supports CSV imports for contacts and price book items. If you have customer data in spreadsheets or are migrating from another CRM, you can upload a CSV file to import your records. For larger migrations or data from other software, contact our support team for assistance.

How do I update my account information?

You can update your account anytime:

1. Go to your Account Settings from the user menu
2. Edit your profile or company information
3. Click "Save Changes" to update

How does billing work?

ExteriorPro is one plan at two prices, set by company size: $199/month for companies doing under $1M a year in revenue, $349/month at $1M and above. Both include every feature — there are no per-seat charges, no per-trade charges, and nothing held back to make you upgrade. You tell us which band you're in when you subscribe; we never read your sales figures to set your bill. The only other thing that changes it is adding locations, at $99/month each. You can add or remove locations anytime from Account Settings > Billing; removals take effect at the start of your next billing cycle.

Can I cancel my subscription?

Yes, you can cancel at any time from Account Settings > Billing. Your subscription will remain active until the end of your current billing period. There are no cancellation fees or penalties. If you change your mind, you can reactivate before your data is deleted.

What payment methods do you accept?

We accept all major credit cards including Visa, Mastercard, American Express, and Discover. Payments are processed securely through Stripe. We do not store your full credit card information on our servers.

How do I update my payment method?

To update your credit card or payment information:

1. Go to Account Settings > Billing
2. Click "Update Payment Method"
3. Enter your new card details
4. Save your changes

Your new payment method will be used for the next billing cycle.

Do you offer refunds?

Yes, we offer a 30-day money-back guarantee for new subscribers. If you're not satisfied within the first 30 days of your paid subscription, contact our support team for a full refund. After 30 days, subscriptions are non-refundable, but you can cancel anytime to prevent future charges.

What happens to my data if I cancel?

When you cancel, your account enters a 30-day grace period where you can still view (but not edit) your data. During this time, you can export contacts, projects, and other records. After 30 days, your data is permanently deleted. If you resubscribe within the grace period, your account is fully restored.

How do I get a receipt or invoice for my subscription?

Receipts are automatically emailed to you after each payment. You can also view and download past receipts from Account Settings > Billing. If you need an invoice with specific details for your business records, contact our support team.

How do I create a new project?

Creating a project is easy:

1. Navigate to the Projects section
2. Click "New Project"
3. Select or create a contact and property
4. Choose the trade type (roofing, siding, windows, gutters, deck, fence, or other)
5. Fill in job details and notes
6. Click "Save" to create the project

Your new project will appear in your pipeline at the first stage (typically "Lead").

What are the pipeline stages?

Every job runs through one fixed 7-stage pipeline — the same for everyone, so nothing slips through the cracks and a stage always means the same thing across your team:

• Lead - New inquiry
• Inspection - Appointment set to view the property
• Estimate - Proposal delivered to the customer
• Sold - Customer accepted the estimate
• Scheduled - Installation date is set
• Completed - Work is finished
• Paid - Invoice settled

Jobs move forward as you work them — and the automated pipeline advances some steps for you.

Can I create estimates from a project?

Yes! From any project, click "Create Estimate" to build a detailed proposal. You can add line items manually, pull from your price book, or start from a saved package. Estimates include materials, labor, taxes, and optional upgrades — and you can generate Good, Better, and Best options from your packages so the customer picks the one that fits. When you're ready, present the options in person and let them sign on the spot, or send a secure link to the option they chose.

How do I convert an estimate to an invoice?

Once a customer accepts your estimate, you can convert it to an invoice with one click. Go to the estimate, click "Convert to Invoice," and confirm. The invoice will include all the line items from the estimate. You can then email the invoice to your customer and track payment status.

Can I assign a project to a specific salesperson?

Yes! Each project has a "Sales Rep" field where you can assign a team member. This helps track who's responsible for the lead and allows filtering projects by salesperson. Sales reps with the appropriate role can see their assigned projects on their personal dashboard.

How do I track project notes and history?

Every project has a notes section where you can record important information, customer preferences, site conditions, or follow-up reminders. Notes are timestamped and visible to your team. The project page also shows a complete history of estimates, invoices, and status changes.

How do I reuse a set of line items across estimates?

Build a Package — a reusable recipe of line items for a common job. To create one:

1. Go to Packages and click "New Package"
2. Give it a name (for example, your standard roof replacement)
3. Add line items from your price book
4. Save the package

When you build an estimate, start from a package instead of a blank slate — and generate Good, Better, and Best options from your packages in one step.

Can I add optional items to estimates?

Yes! When adding line items to an estimate, you can mark any item as "optional." Optional items appear on the estimate with a checkbox, allowing customers to choose which upgrades or add-ons they want. The total adjusts based on their selections.

How do I get an estimate in front of a customer?

Two ways, and both end in a real signature — no PDFs to mail and chase:

• Present in person - Pull up the Good/Better/Best options on your phone at the kitchen table. The customer picks one and signs right there, by typing their name and drawing their signature.
• Send a link - Not ready to decide today? Email a secure link to the option they chose. They review and sign online whenever they're ready.
• A link to their job - Once a job is sold, the customer gets a secure link — no login — where their signed proposal, invoice, and job details all live.

How do I track invoice payments?

Each invoice shows its payment status: Draft, Sent, Partially Paid, or Paid. When you receive a payment, go to the invoice and click "Record Payment" to log the amount and date. For partial payments, you can record multiple payments until the balance is zero.

Can customers pay online?

Currently, ExteriorPro helps you track payments you receive via check, cash, or other methods. Direct online payment integration (credit card processing) is on our roadmap for a future release. For now, you can include your preferred payment methods in your invoice notes.

What team roles are available?

Everyone on your team wears one or more roles, each opening just the parts of ExteriorPro they need:

• Owner - The account owner; full access, including billing
• Admin - Full access to every feature and setting
• Finance - The books: invoices, payments, and financials
• Sales - Their own leads, estimates, and pipeline
• Office - Coordinates jobs: CRM, scheduling, estimates, and subcontractors
• Production - Runs the work: schedules and job status in the field
• Crew - Just their assigned jobs and schedule

Roles stack, so one person can be both — an owner who also sells, or an office manager who also keeps the books.

How do I invite team members?

To invite a new team member:

1. Go to Settings > Team
2. Click "Invite Member"
3. Enter their email address
4. Select their role
5. Send the invitation

They'll receive an email with a link to create their account and join your organization.

What's the difference between team members and subcontractors?

Team members are the people in your company who log in to ExteriorPro, each with their own roles. Subcontractors are the outside labor units you dispatch to jobs — you track their trades, insurance status, and which locations they serve, but they don't log in.

How many subcontractors can I add?

As many as you like — it's all part of the one plan. Keep a directory of every outside crew you work with, tagged by trade and the branches they cover, so dispatching the right one is quick.

How do crews see their work?

Anyone with the Crew or Production role gets a field-focused dashboard: this week's schedule and their assigned jobs, each with the address, directions, and a way to mark work complete — no leads, money, or sales screens in the way.

The site is loading slowly. What should I do?

Try these troubleshooting steps:

• Refresh your browser page
• Clear your browser cache and cookies
• Try using a different browser
• Check your internet connection
• Contact support if the issue persists

What browsers are supported?

We support all modern browsers including Chrome, Firefox, Safari, and Edge. For the best experience, please use the latest version of your preferred browser. ExteriorPro is also mobile-friendly and works on tablets and smartphones.

Is my data secure?

Yes, we take security seriously. Our security measures include:

• All data encrypted in transit (HTTPS) and at rest
• Passwords hashed using industry-standard algorithms
• Regular security updates and monitoring
• Database backups to prevent data loss

We never share your data with third parties for marketing purposes. See our Privacy Policy for more details.

How do I contact support?

You can reach our support team through the Contact page. We typically respond within 24 hours during business days (Monday-Friday, 9AM-5PM EST).

Can I export my data?

Yes, you can export your contacts and price book items to CSV format at any time. Go to the respective section and look for the "Export" option. If you need a complete data export or are migrating to another system, contact our support team for assistance.

Is there a mobile app?

A native selling tool for iOS and Android is coming soon — built for reps to pull up an appointment, walk a customer through their options, and close the sale right on the doorstep. In the meantime, ExteriorPro is fully responsive and works great in any mobile browser, so you can manage projects and quotes from your phone today.