How to use GutterFlow
Every screen you'll touch on a real job — from adding the client to getting the estimate signed. About four minutes of reading.
1Home base
The Estimates screen
This is where every job lives. Each card shows the address, total linear feet, number of downspouts, the price and the current status.
- + New Estimate — start a job from scratch.
- + Client — save a customer now, estimate later.
- Filter chips: All · Active · Drafts · Sent · Accepted · Scheduled.
Tip: the number on each card (#39, #34…) is the estimate number your customer sees on the PDF. Quote it on the phone and you both look at the same job.
Estimates & Orders
2Step one on site
Add the client and the address
Tap + New Estimate. Either pull up an existing customer with Find existing, or fill in a new one — name, phone, email and the install address.
- Name and street address are required. Email only matters if you'll email the PDF.
- Type the phone first — if that number already exists, the app attaches the job to that client instead of creating a duplicate.
Why this matters: the address you enter here prints on the PDF and drives the client history, so the next time this customer calls you'll see every job you've ever done for them.
New Estimate → Client
3The core of the app
Sketch the roofline
Draw the gutter run with your finger on the grid. Every segment you draw gets its length label, and the running totals sit right on the Save button.
- 1F / 2F — switch floors before drawing. Second-floor runs get the upper-floor labor rate automatically.
- Line — draw a gutter run. Tap a length label to type an exact number.
- Cap — mark an end cap. Spout — drop a downspout on the corner you tap.
- The arrow undoes the last action; the ✕ clears the canvas.
Read the Save button. It always shows the live tally — 206 ft, 6 ds, 0 ec means 206 linear feet, six downspouts, zero end caps. Glance at it before you save and you'll catch a missed run immediately.
Sketch canvas
4Everything on one screen
Check the estimate
After saving the sketch you land on the estimate itself. The top of the screen carries the identity of the job and the headline numbers.
- DRAFT · TAP TO CHANGE — the status pill. Tap it to move the job along manually.
- Notes — customer requests and crew notes. These print on the PDF under the address.
- Sketch — thumbnails of each floor. Edit sketch reopens the canvas.
- Job photos — take BEFORE / AFTER shots and problem spots straight from here.
Habit worth building: shoot two photos of the problem area before you leave. When a customer questions the price a week later, the photo answers for you.
Estimate → top
5Scroll down
Gutter style, colors, materials
Pick the profile — 5" or 6" K-style, 5" or 6" Flat Face — then the gutter and downspout colors. The materials list underneath fills itself from your rules.
- Coil footage matches the sketch. Hangers come from your spacing rule. Sealant is per job.
- Every line shows its colour and warehouse, so the crew knows where to pull it from.
- + Item adds anything unusual — leaf guard, splash blocks, custom elbows.
Set it once: gutter styles, prices, hanger spacing and sealant-per-job live in Settings → Default Pricing and Material Rules. Do that on day one and every future estimate prices itself.
Style & materials
6The numbers
Labor, totals and warranty
Labor is broken out so you can defend the price line by line: first-floor footage at your 1F rate, second-floor at the 2F rate, downspouts per unit.
- Edit prices overrides the rate for this job only — your defaults stay untouched.
- + Labor adds extras like old gutter teardown or leaf-guard install.
- Discount · Override total · Deposit — knock money off, force a round number, or record money taken up front.
- Warranty — your standard terms, editable per estimate. They print on the PDF.
Override total replaces the calculated price with whatever you type. Handy for a round "let's call it $3,000" — but the materials math underneath stays the same, so check your margin before you use it.
Labor & totals
7Close the job
Send it to the client
At the bottom of a draft sit the actions that move the job forward. One tap builds the PDF and opens your phone's share sheet — email, text, AirDrop, whatever the customer prefers.
- Send estimate to client (PDF) — generates the branded document and marks the job Sent.
- Client accepted / Client declined — record the answer when they call back.
- Cancel order keeps the record; Delete estimate removes it for good.
Close at the curb. Send the PDF while you're still in the driveway and hand them the phone. A signature taken on the spot beats a follow-up call three days later.
Draft actions
8The deliverable
What the client actually gets
A clean one-page document with your branding on it — not a screenshot of an app.
- Your logo, license number and contact details down the side.
- Estimate number, date, client and install address up top.
- The sketch — each floor drawn separately and labelled.
- Materials list, the total, warranty terms, and signature lines for both sides.
Set your branding once: Settings → Company holds the logo, license number and contact block that appear on every PDF you send.
The PDF estimate
9After the yes
Schedule it and finish it
Mark the estimate accepted and the buttons change — now it's a job to run, not a quote to chase.
- Send invoice to client (PDF) — same document, invoice wording.
- Schedule install date — drops the job on the calendar and notifies the assigned crew.
- Mark as completed — closes the job and moves the money into completed revenue.
Crew view: team members with the crew role see the schedule and the job details, but not your pricing or the Money tab.
Accepted job actions
10The scoreboard
Track the money
The Money tab answers the only question that matters at the end of the week: how much did we actually book?
- Switch the period — Week · Month · Year · All.
- Cards for Total Revenue, Sent, Accepted, Completed, each with the change against the previous period.
- Revenue Over Time chart and a breakdown by status underneath.
- Filters narrows everything down by date range, status or crew.
Read the gap. A big Sent number next to a small Accepted one means your quotes aren't closing — usually a pricing or follow-up problem, and you'll see it here first.
Money dashboard
?Quick answers
Common questions
Do I need signal on site?
No. You can sketch and build the whole estimate offline — it syncs as soon as service comes back. Sending the PDF does need a connection, but you can do that from the truck.
Can I change prices for one job without breaking my defaults?
Yes. Edit prices on the labor block and Custom for this estimate on the warranty both apply to that job only. Your company defaults in Settings stay as they are.
What if the same customer calls back next year?
Start a new estimate and use Find existing. You'll see their history — every past job, address and lifetime value — and the new estimate attaches to the same profile.
How do second-floor runs get priced?
Switch to 2F before drawing that section. Anything drawn in 2F mode is billed at your upper-floor labor rate and shows as a separate line in the labor breakdown.
Can my installers see my margins?
No. Invite them with the crew role — they get the schedule and job details, but the Money tab and pricing settings stay hidden.
Where do I change my logo and license number?
Settings → Company. Whatever you set there prints on every estimate and invoice PDF from that point on.
Something isn't working. Who do I ask?
Email gutterflowapp@gmail.com — a real person answers, usually within a business day. The full manual covers warehouses, restock lists and supplier deliveries in more depth.
That's the whole workflow.
Ten screens, four minutes, one signed estimate.