Your business information shown on invoices, quotes, and client communications
Logo
Upload Business Logo
JPG, PNG or WebP — max 5MB. Shown on invoices and quotes.
Document Color
Your BusinessINVOICE
Used on quotes, invoices and work orders — the preview on screen, the printed page and the PDF you email. Saved with the rest of your profile.
Business Details
Prints on your quotes, invoices, and work orders (required on repair documents in some states, e.g. Michigan).
Your own mechanic number — always prints on every quote and invoice. (For shops with several mechanics, set a number per technician instead, under Technicians.)
Adds a signed certification statement after the terms on quotes, invoices, and work orders — required in some states (e.g. Michigan's Motor Vehicle Service and Repair Act).
A Michigan shop typically adds “in compliance with the Michigan Motor Vehicle Service and Repair Act.”
Tailors terminology and starter content. "RV & Trailer Service" labels vehicles as Units on documents.
Drives postal-code validation and currency defaults in the mobile apps.
Printed on invoices & quotes when present.
Shown to clients on signed quotes and invoices when filled in.
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Invoice & Quote Defaults
Default numbering, terms, and formatting applied to new documents
Number Prefixes
Used by the Trackara Pro mobile apps. The web portal currently follows your browser locale.
Used by the Trackara Pro mobile apps. The web portal currently follows your browser locale.
Default Content
Anything you enter is your own legal text — review with counsel where appropriate.
Mirrors how Work Order Terms work — your own legal text, applied automatically to each new quote.
Warranty, liability, and storage policies vary by jurisdiction — use your own vetted text.
Quote Signature Messaging
Templates used when sending quotes for client signature.
Available placeholders:
{QUOTE_NUMBER}, {BUSINESS_NAME}, {SIGNATURE_LINK},
{FIRST_NAME}, {CUSTOMER_NAME}.
{FIRST_NAME} uses the full name for business clients, so
"Advanced Electrical Group" never becomes "Hi Advanced".
Keep under 160 chars to avoid multi-part SMS billing.
Get Paid on Invoices
Turn on the methods you accept and enter your handle for each. Customers see a separate Pay button per method on every invoice.
Card processing (Stripe / Square) is set up separately in Payment Processing.
Late Fees
Charge late fees on overdue invoices
Applied automatically when an invoice passes its due date
Percent of unpaid balance per period.
Fixed amount, on top of any percentage.
Portal-only — mobile apps fall back to 0.
Work Orders
Show the Three C's on work orders
The Concern / Cause / Correction diagnostic block on work orders. Turn off if your shop doesn't document it — the section is hidden when creating new work orders. (Existing work orders that already have entries still show them.)
Customer-facing
Show my item costs to customers
Account default for new invoices, quotes & work orders. Off = customers only see the price you charge, never what it cost you. You can still override this per document.
Labor Rates
Hourly rates by service type — used to auto-populate invoice line items
Parts Markup Matrix
Tiered markup applied to part cost when generating quotes & invoices.
When disabled, the flat Parts Markup % below applies instead.
Use tiered parts matrix
Otherwise the single partsMarkupPercentage below is used for all parts
Trackara Link
Let customers follow their builds live in the Trackara app — push milestones, photos, and status from any project and it lands on their phone instantly. Access is a code that just travels: you generate it, they enter it, done. Your add-on covers their app access.
Not active
Monthly add-on billed to your existing subscription.
1. Open any project that has a client linked — a Trackara Link card appears in the right rail.
2. Invite to follow generates a code for that customer (text it, or print it on the invoice). They enter it in the Trackara app — no account needed, and your add-on covers their access.
3. Push update to Trackara sends milestones, photos, and status straight to their phone. You choose what they see, every time.
4. Need to cut someone off? Revoke their code from the same card. One code = one device; re-entering a code moves access to a new phone.
Technicians
Add technicians to assign work (free). Buy a seat to give a technician their own app login. Mirrors the Technicians screen in the iOS & Android apps.
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seats used
Show pricing to technicians
When off, technicians don't see prices, totals, or costs on their assigned jobs.
No technicians yet. Add your first tech to assign work orders and labor.
Time & Labor
Controls how technician time is tracked, costed, and approved. These settings sync to the iOS & Android apps.
Require approval of technician time
Time must be approved before it can be billed or locked into payroll.
Show hours to technicians
Technicians can see their own logged hours.
Show earnings to technicians
Technicians can see the dollar value of their own time.
Sidebar & Navigation
Turn off the links you don't use to declutter the sidebar. Dashboard and Settings always stay. Syncs to the mobile apps.
Service Library
Saved labor and parts that you can drop into any quote, invoice, or work order. Syncs with the iOS & Android apps' "Save to catalog" toggle.
No saved items yet. Add a quote/invoice line item and tap the bookmark icon to save it here.
Inventory Costing
What happens to an item's cost when you receive a purchase order at a different price than the item is carrying.
Tax Settings
Configure tax rates applied to invoices and quotes
Default Tax
Apply tax by default on new invoices
Automatically include the default tax rate when creating invoices
Used by the Trackara Pro mobile apps. The web portal currently asks you per invoice.
Additional Tax Rates
For Canadian provinces or multi-rate jurisdictions (GST, PST, HST, etc.)
Mileage Reimbursement
Used by the Mileage tracker. The 2024 IRS standard rate is $0.67/mile;
the 2026 rate is $0.70/mile. CRA standard for Canada is roughly
$0.70/km.
Client Map
Service territories you've drawn on the Client Map — geographic areas with assigned work days. Mirrors the iOS & Android apps' Client Map settings.
No territories yet. Draw your first one from the Client Map.
Public booking page at booking.trackara.app/<slug> — clients reserve appointments,
pick a service, and (optionally) pay a deposit. Mirrors the
booking_pages/{slug} Firestore doc the iOS & Android apps read.
Booking page enabled
When off, the public URL returns a closed-message page.
Page Identity
Lowercase letters, numbers and hyphens only. Final URL: booking.trackara.app/<slug>
Scheduling
Earliest a slot can be booked from "now".
Working Hours
Services
What clients can book. Each service maps to a quote/invoice line item.
Custom Questions
Asked on the public booking page right after the customer's vehicle info.
Great for things like "Describe the terrain where the vehicle is parked"
or "What symptoms are you noticing?". Answers show up on each booking request.
Blocked Time
Days customers can't book — single dates (holidays, personal days) or
longer vacation ranges. The public calendar greys these out.
to
Deposit
Require deposit to confirm a booking
With Square connected, customers pay by card at booking. Otherwise your enabled payment options are shown and the customer self-reports.
Card deposits are collected automatically through Square when it's
connected (Payments section above). Without it, the booking page shows all of
your enabled Payment Links (Invoices & Payments section) — the method picked here is
listed first — and the customer self-reports sending the deposit for you to verify.
Deposit is required but no way to collect it is set up — customers will be told the
shop will contact them. Connect Square above or enable a Payment Link method.
Messaging
Shown on the public booking page and in the confirmation message.
Dedicated booking links locked to a single day & location — perfect for a maintenance day
at an apartment complex or office park. Each event gets its own
booking.trackara.app/<slug>, copies your current services, hours & deposit
settings, and only lets customers pick that event's date. The whole location is pre-filled for them.
Save your main booking page (with a slug) first — events copy its settings.
New Pop-Up Event
Shown to customers at the top of the booking page.
booking.trackara.app/<slug>
Appointment Messages
Customize the confirmation text and email your customers receive when you confirm
an appointment. These are the same templates the iOS & Android apps use — they
sync from the appointmentSettings block on your settings/business
doc, so edits here show up on your phone and vice-versa. Leave a field blank to use
the built-in default.
Available placeholders:
{FIRST_NAME}, {CUSTOMER_NAME}, {BUSINESS_NAME},
{DATE}, {TIME}, {SERVICE}, {LOCATION}.
A line whose only placeholder is empty (e.g. Service: {SERVICE} with no
service set) is dropped automatically so the message never shows a dangling label.
Confirmation Text Message (SMS)
Keep it short — long messages are billed as multiple SMS segments.
Confirmation Email
Pre-appointment reminder schedules are configured in the mobile app —
they fire as one-tap prompts on your phone, so they live on the device.
Payment Processing
Direct Stripe / Square account connections are coming soon. For now, use Payment Links in Invoice & Quote → Defaults to add a hosted checkout link to every document.
S
Stripe
Coming soon
Accept credit cards, ACH, and more
First Nationwide Payments
Not connected
Card & ACH payments on invoices and booking deposits through your First Nationwide merchant account. Enter the TPN and Ecom token from your iPOSpays portal (Merchant Keys).
Square
Not connected
Let customers pay invoices by card — checkout happens on Square's secure page, funds go straight to your Square account.
Integrations
Connect third-party services to extend your workflow
Online Store
Coming soon
Connect Shopify, WooCommerce, or a custom storefront so online orders arrive as Sales Orders automatically — customer matched and line items mapped to inventory.
The secret is embedded in the webhook URL above — keep it private. Regenerating invalidates the old URL, so re-paste it into your store. Orders also sync payment, fulfillment, and cancellations automatically.
ShipStation
Coming soon
Send picked sales orders to your ShipStation account for rate shopping and labels — tracking numbers flow back automatically and the order flips to Shipped.
Your ShipStation credentials stay on your account and are used only to push your orders and read your shipments.
Shippo
Coming soon
Rate-shop and buy shipping labels right on the sales order — no separate shipping subscription. Pay per label through your own Shippo account.
Label costs are billed by Shippo to your own account — Trackara never marks them up.
XPO Logistics (LTL freight)
Coming soon
Get live LTL freight quotes, book the shipment, and print the Bill of Lading right on the sales order — for pallets and oversized freight that don't ship parcel. Rates bill to your own XPO account.
Get these from XPO by emailing LTLWebAPISupport@xpo.com with your XPO web user ID and the LTL Rating + Bill of Lading APIs. They issue the consumer key/secret; the login is your existing xpo.com account.
Freight charges bill to your own XPO account at your contracted rates — Trackara never marks them up.
NX
Nexpart
Coming soon
Order parts from your own suppliers — your local jobber, NAPA, and any seller on the Nexpart network — at your real wholesale pricing, straight from an estimate or work order.
Your Nexpart login stays on your account and is only used to open your own ordering session — parts bill to your existing supplier accounts.
TT
Thumbtack
Not Connected
Receive leads automatically from Thumbtack
PT
PartsTech
Coming soon
Search and order parts from PartsTech directly inside work orders
iOS & Android Sync
Active
All data syncs automatically in real-time via Firebase across the web portal, iOS app, and Android app. No configuration needed.
Notifications
Control when and how Trackara Pro notifies you
Your preferences save instantly, but delivery is handled by the Trackara Pro mobile apps today — these toggles will start firing from the web once the notifications backend ships.
Email Notifications
New booking request received
Get notified when a client books an appointment
Invoice payment overdue
Alert when an invoice passes its due date
Task due reminders
Get notified before tasks are due
Weekly business digest
Summary of revenue, jobs, and tasks — sent every Monday
New Thumbtack lead
Alert when a new Thumbtack lead arrives
Quote approved or signed
Alert when a client approves or e-signs a quote
Daily Morning Summary
A single morning push with everything on your plate for the day —
appointments, overdue invoices, and quotes expiring soon. Computed at
send time in your timezone; if there's nothing to report, no notification.
Send my morning summary
Requires Browser Notifications (below) to actually deliver.
Delivery time
timezone
Browser Push Notifications
Receive real-time alerts directly in your browser, even when Trackara Pro is not the active tab.
Disabled
Announcements from Trackara
Optional updates from the Trackara team. They always appear in your in-app
What's New feed; turn a category on to also get a push when something new lands.
Product updates
New features and improvements
Giveaways & offers
Promotions and contests
Tips & education
How-tos, best practices, and courses
News
Company and platform news
Technician Email
Send work orders and updates to your technicians by email — a fallback for techs who don't use the mobile app. Emails are sent through your own mail server (SMTP), so they come from your shop.
Your SMTP password is encrypted on our server and never shown again. Use an app-specific password if your provider (Gmail, Outlook, etc.) requires one.
Not configured
Enable technician email
Master switch — when off, no emails are sent to technicians.
Your email account
Pick your provider and we'll fill in the technical server settings for you.
Emails to your technicians are sent from this address.
Most providers need an “app password,” not your normal login password.
The sender name your technicians see, e.g. “Your Shop Name”.
465 = SSL · 587 = TLS
Only works if your provider lets this account “send as” that address. Most don't — leave blank.
When to send
Automatically on assignment
Email the technician the moment a work order is assigned to them.
Status changes
Notify on work order status updates.
Schedule changes
Notify when a job's scheduled time changes.
Messages
Allow sending general messages/updates to technicians.
You can always email a technician manually from a work order, regardless of these toggles.
Account & Security
Manage your login, password, and account status
Account Info
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Active
Changing email requires re-authentication
Change Password
Danger Zone
Your account is scheduled for deletion.
Request deletion of your account and all associated data — clients, invoices, quotes, work orders, inspections, everything. Your account enters a 30-day grace window first (sign back in any time during it to recover), then it's permanently deleted. Your Stripe subscription is not cancelled automatically.
Data Import & Export
Bring your data in from another platform, or download a full copy of your business data.
1What are you importing?
Pick the type of data, then the platform you're coming from — we'll pre-map the columns for you.
2Upload your file
Export a .xlsx or .csv from your other software, then drop it here. The first row must be column headers.
Drag & drop a file here, or click to browse
.xlsx or .csv — first sheet, header row on top
3Map your columns
Each Trackara field on the left, matched to a column from your file. Adjust anything we got wrong — set to “not imported” to ignore a field.
4Options
When a record already exists
Match existing records by
Inventory options
Preview
Nothing is written until you confirm. Review the counts and sample below.
Export your data
Download a full copy of your business data as an Excel workbook — each dataset on its own tab. Handy for accountants, backups, or your own records.
Can't find the answer? Send us a ticket — we'll follow up at your account
email within one business day. Tickets land directly in the support inbox
(no Mail app, no copy-paste).
Parts pricing will default to this supplier. You can change it any time from PartsTech settings.
Invite Technician
Send this technician an invite to the Trackara app. They'll create their own login and redeem the code in-app.
The invite is locked to this email — they must sign up with it.
Invite created. Share this code or link with the technician — it's locked to their email.
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Add Saved Item
Saved items appear in the Service Library tab on quotes, invoices, and work orders — on the web and in the iOS/Android apps.
Before you delete your account
This is a permanent action. Please read each item below.
Your subscription is NOT cancelled automatically
Deleting your Trackara account does not stop subscription billing. Trackara Pro subscriptions are billed through Stripe, so cancelling means emailing support@trackara.app — we process cancellations within one business day. Cancellation policy
I've read the Cancellation & Deletion Policy
Your data is held for 30 days in case you change your mind, then permanently deleted. You can sign back in any time within 30 days to cancel this request and restore your account. Read the policy
What happens next
• Your account enters a 30-day grace window — recover it any time by signing back in.
• After 30 days, every project, client, invoice, quote, work order, and inspection is permanently deleted. This cannot be reversed.
• Your Stripe subscription continues to bill until you cancel it via support@trackara.app.