I was belly-down in a crawlspace under Mrs. Higgins' 1920s bungalow, elbow-deep in a mixture of greywater and things I’d rather not name. My Milwaukee headlamp was flickering, and I’d just realized the PEX crimper was still sitting on the tailgate of my truck. That’s when she yelled through the floorboards: 'Can you email me that itemized receipt before you leave?'
I looked at my hands. They were covered in pipe dope and grit. My old carbon-copy invoice book was sitting in the cab, probably under a half-eaten sandwich and a pile of crumpled supply house receipts. I knew right then—I was losing money. If I didn't invoice her before I backed out of the driveway, I’d forget the extra couplings I used, and that check wouldn't see my mailbox for three weeks.
Most 'business software' is built by guys in V-neck sweaters who have never cleared a main line. We need tools that work when our screens are cracked and our fingers are greasy.
The Problem: Typing is the Enemy
Let’s be real: we didn’t get into the trades to be data entry clerks. If an app requires you to type out a novel just to bill for a flapper replacement, it’s garbage. Every minute you spend staring at a screen is a minute you aren't turning a wrench or getting to the next call.
Pro Tip: If the app doesn't let you save "templates" for your common jobs (like a standard water heater install), delete it. You should be able to tap three buttons and be done.
The Heavy Hitters: What Actually Works
- Housecall Pro: This is the DeWalt of the bunch. It’s rugged and does everything. It handles the dispatching, the invoicing, and even sends 'on my way' texts so Mrs. Higgins doesn't have a heart attack when you knock. The downside? It’s pricey. If you’re a one-man band, you might be paying for more 'chrome' than you need.
- Jobber: Very slick. It’s great for getting paid on the spot. Their 'quote-to-invoice' pipeline is smooth. However, it can feel a bit 'corporate' sometimes. It wants you to follow its process, not yours.
- InvoiceSimple: This is for the guy who misses his paper pad. It’s literally just an invoice. No fancy GPS tracking, no fluff. Just 'here is what you owe me, pay me.'
The 'Mud on the Screen' Test
When you're looking for an app, open it up and see if you can navigate it with one hand while holding a flashlight. If the buttons are too small or the menus are buried five layers deep, it’s going to fail you when you’re tired at 6:00 PM on a Friday.
I look for Big Buttons and Voice-to-Text compatibility. I want to tell the phone 'Replaced 40-gallon Rheem, added expansion tank,' and have it populate the line items. If I have to hunt for a 'Save' icon, I’m out.
Pro Tip: Look for an app that integrates with QuickBooks. It’s a pain in the neck to set up, but come tax season, you’ll thank me when you aren't handing your accountant a shoebox full of mud-stained paper.
The Verdict
If you have a crew, go with Housecall Pro. It keeps the boys in line and the customers happy. If you’re a solo operator just trying to stop losing receipts in the abyss of your van’s dashboard, InvoiceSimple or Square will get the job done without the headache.
Just remember: The best app is the one you actually use before you put the truck in reverse. Don't leave the job site without hitting 'Send'. Your bank account will thank you.