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9 helpful guides

Start with three simple stepsSet up your business, add a customer, and create your first estimate.
  1. Open your workspace and sign in with ChatGPT. Use the same account each time to find your saved records.
  2. Go to Tools → Business & backups. Add your business name and contact details. An optional PNG, JPG, or WebP logo can be uploaded here. Choose Save business details.
  3. Open Customers → Add customer and save their details. Then open Estimates → New estimate, choose the customer, add your work and prices, and save.

Your Today page has a setup guide. If you hide it, reopen it from Tools → Open setup guide.

Create, share, and approve an estimateGive your customer a clear price and an approval link.
  1. Open Estimates → New estimate. Choose a saved customer, describe the work, and review quantities, rates, tax, and the validity date before saving.
  2. Choose Share for approval, then copy the private approval link and send it to your customer through your preferred messaging or email app. Creating the link does not email it automatically.
  3. After the customer approves, refresh approvals in Estimates. Choose Schedule job or Create invoice on the approved estimate to carry the details forward.

A shared estimate is locked to protect the quoted price. Under More actions, revoke a pending link to edit it, or duplicate an approved estimate. Approval does not charge the customer.

Keep customer details organizedNames, contact information, notes, and work history.
  1. Open Customers → Add customer. Enter their name and any email, phone, address, or private notes you need. Save the record.
  2. Use the customer search to find a name, email, or phone number. Select that saved customer when creating estimates, invoices, or jobs.
  3. Keep existing customer records when they are linked to work. Update their details rather than creating another copy.

Each signed-in account has its own workspace. If your records seem missing, first check that you used the same ChatGPT account.

Schedule and manage a jobPlan visits, record details, and keep repeat work in view.
  1. Open Schedule → Schedule job, or use Schedule job on an approved estimate. Choose the customer, date, time, and work details, then save.
  2. Open a job to review its details and manage its checklist or photos. Mark the job complete when the work is done.
  3. For repeat work, set a repeat interval. When you complete the visit, review and confirm the next visit; repeat dates are not added without confirmation.

A scheduled job does not guarantee that an email reminder was sent. Check reminder delivery separately under Tools → Reminders & automations.

Create an invoice and save a PDFBill for your work and track payments clearly.
  1. Open Invoices → New invoice, or choose Create invoice on an approved estimate. Select the customer and review the dates, line items, and totals before saving.
  2. Choose Print / PDF. In your device’s print menu, select a printer or Save as PDF if available. Share the saved PDF yourself.
  3. For money received outside Stripe, choose Record paid. For invoices published through Stripe, refresh payment status and let Stripe confirm payment.

A Stripe invoice’s published amount is locked. Create a new invoice if it needs to change. Clicking Record paid is a manual record; it does not collect money.

Set up payments and manage your subscriptionYour SoloDesk plan and payments from your customers.
  1. Open Tools → Payments & subscription. To subscribe to SoloDesk, choose Subscribe · $15/month and complete the secure Stripe checkout.
  2. To accept invoice payments for your own business, choose Set up invoice payments and complete the setup and verification on Stripe. The initial setup supports US businesses and USD.
  3. Return to a saved invoice and choose Create payment link. Use Copy payment link to share the complete URL with your customer. Refresh payment status after a payment.

Your trial is three days with no credit card required. It does not automatically charge you when it ends. If a checkout link says it is incomplete, copy the entire original URL again; do not shorten or edit it. Never share API keys in a help request.

Understand reminder settings and deliveryOpt-in preferences, business hours, and messages that need review.
  1. Open Tools → Reminders & automations. Add your business email under Business & backups before enabling automatic reminders.
  2. Review the customer addresses, appointment or invoice message, timezone, and timing. Enable only the reminder types you want, then Save preferences.
  3. Choose Refresh delivery history to see the latest check and delivery attempts. If checks need attention, automatic sending may be paused or delayed. An email connection alone does not confirm that reminders are running.

Automatic reminders use business hours between 9 AM and 6 PM in the selected timezone. “Accepted by email provider” does not confirm inbox delivery. Failed or uncertain attempts need review and are not automatically retried. “Open email draft” prepares a message for you to review and send.

Fix a connection problem or an unsaved changeReconnect carefully and keep a copy of your work.
  1. Check your internet connection and the save status at the top of your workspace. “Saved to cloud” confirms that the save succeeded.
  2. If saving fails, keep that tab open. Choose Export unsaved backup to keep a copy of your edited records, then use Retry save when available.
  3. Reload cloud copy replaces edits in the open tab with saved cloud records. Back up unsaved work first. If another device changed the records, reload the latest version before editing again.

If the workspace will not open, use Try again. If records are missing, confirm the signed-in account before importing anything. Do not create another workspace as a recovery step.

Export a backup or use another deviceKeep your records accessible and avoid accidental replacement.
  1. Go to Tools → Business & backups → Export backup to download your records. Keep the file somewhere you can find it.
  2. On another device, sign in with the same ChatGPT account to access the same cloud workspace. An internet connection is required.
  3. Import backup replaces the current cloud workspace after confirmation. Export your current records first and review the file you intend to import.

Job photo files are separate from JSON backups. Download photos from their jobs if you need separate copies. An expired trial still lets you view, print, and export your records.