How to use CutCrew.

01Set up your business

You, once, about 20 minutes; the app walks you through it.

1. Install CutCrew from the App Store on your iPhone or iPad and open it.
2. Create your owner account. Sign in with Apple, Google, or an email and password, then add your business name. Your first 30 days are free.
3. Follow the climb. The first time you open it, CutCrew walks you up four short camps (add your crew, add your sites, add your equipment, run your dashboards). Each takes about 5 minutes and starts from the "Start here" card on your Dashboard. You can skip any step, and the card stays there until you come back to it. Sections 02 to 10 below cover the same ground in more detail.
4. Fill in Business info under Settings with your business name, address, phone and logo. You do this once, and it prints on every invoice you send.
5. Add your accountant's email in the same Business info card. This is where quarterly exports go; you can change it any time before an export.
6. Set your services under Settings → Sites: the work you offer (mowing, edging, cleanup…). They're your company-wide defaults, and they prefill every invoice.

02Add your crew

You, about 1 minute per person.

1. Open the Crew tab and tap Add.
2. Enter their name and phone number, and an hourly rate if you're ready. Leave it blank to set later, or let it take the default rate from Settings. Rates are visible to you only; crew never see each other's pay.
3. Tap Add crew member, then Share invite. The invite is a prewritten text that goes out from your own phone, so your crew sees it's from you. There's no signup form and no password on their end: they get the app and sign in with the phone number you just entered.
4. If someone leaves, deactivate them; never delete. Deactivating signs them out immediately, and their hours and receipts stay in your records for 7 years, which is what tax time and payroll disputes require.

03The clock

Your crew, twice a day. You, watching the dashboard.

The clock is one big button. Tap CLOCK IN, pick the site, and the screen shows a running timer. At clock-out it asks a few short questions (sites worked, walkaround photos, any expenses, which equipment got used), and your crew can skip any of them.

1. Your dashboard shows who's on the clock right now: the On the Clock count, with the live list one tap away.
2. Punches work with no signal at the job site. The phone records the punch the moment the button is pressed and syncs it when signal comes back. Nobody loses a punch in a dead zone, and the punch time is when the button was pressed, even if it syncs later.
3. Forgotten punches get caught two ways: anyone on the clock over 10 hours gets a reminder, "forget to clock out?", and you can correct any punch from the hours report (section 08).

04Receipts

Whoever's holding the receipt, right at the register. Under 20 seconds.

1. Tap New Receipt from your Dashboard or the crew's Receipts tab, and photograph the receipt.
2. Tag amount, vendor, category, and site. The categories map to Schedule C tax lines behind the scenes; nobody needs to know what line 9 is. Tagging the site is what makes per-job costs work; tagging equipment (optional) is what makes cost-per-machine work.
3. Crew receipts go to your review queue. Your dashboard shows how many are waiting. Tap through and approve or reject each one with the photo on screen. Your own receipts skip the queue.
4. Only approved receipts make it into expense totals and the tax export. Rejected ones go back to the crew member with your reason, so they can fix and resubmit.

05Sites^*

You, about 2 minutes per property.

1. Open the Sites tab, tap New Site, and enter the property's name, address and your point of contact. The address and contact print on every invoice for this site automatically.
2. Write the site's notes: gate code, the bed they always miss, skip the back slope when wet. Your crew sees them on every visit; it's the briefing for anyone working a yard they haven't seen.
3. Add a site map on the site's page; a marked-up screenshot works fine.
4. Walkaround photos your crew takes at clock-out go to your Photo Review queue. Once you approve them, they're added to the site's gallery and you can put them on its invoices.

06Send an invoice

You, before you leave the property. About 2 minutes.

1. Open the site and tap Generate Invoice; it sits right under the site map.
2. The line items prefill from the site's services. Edit the amounts, add custom lines, set the due date (it defaults from your Settings), and pick up to 2 approved photos to show the work was done.
3. Choose how they pay. Flip on Accept online payment to put a Stripe pay link and QR code on the invoice (section 07), or leave it off for customers who pay by check or cash.
4. Tap Generate Invoice PDF. It includes your business header and logo and the site's address and contact. The share sheet opens so you can text, email or print it.

07Get paid^*

Your customer, from a text. No app, no account on their end.

1. Connect Stripe once under Settings → Billing. Stripe is the payment processor: money goes to your bank account, and CutCrew never sees card numbers.
2. Send the invoice with the pay link on. Your customer taps the link, or scans the QR code off a printed copy, and pays on Stripe's secure checkout page in their browser.
3. Watch the status on the site's invoice list: Sent, Processing, Paid, and Late when a due date slips past.
4. Paid by cash or check? Tap Mark as paid on the invoice and record how it was paid, and it counts in your books the same as a payment by link.

08Payday: the hours report

You, once per pay period, about 5 minutes.

1. Open Reports → Hours and pick the pay period.
2. Read the table: hours, overtime and gross pay per person, with the period's total under the double rule. Overtime gets its own line. CutCrew uses red only when money went the wrong way, so overtime isn't shown in red.
3. Tap any row to see individual shifts. If a punch is wrong (someone forgot to clock out at the diner), correct it there. Every correction is logged with who changed it and when, so if someone disputes their hours, you can look it up.
4. Tap Export CSV to get the period's hours, overtime, rate and gross pay per person in a file you can load into whatever you run payroll with.

09The tax export

You, once a quarter, one tap.

1. Open Reports → Tax Export and pick the quarter. You'll see the receipt count, the total, and spend by category, like "142 receipts · $4,218".
2. Clear the review queue first. Receipts still waiting for review don't go in the export.
3. Tap Send Q2 to accountant (or whichever quarter). CutCrew bundles every approved receipt photo, each file named by date, vendor and amount, with a CSV summary mapped to Schedule C lines, and emails it to the accountant address in your settings. If the quarter is too big to attach, your accountant gets download links to the same files. There's no size limit.
4. Sent records lock, and are kept 7 years. Once the export is delivered, nobody can edit those receipts, including you, so your accountant files from exactly what you sent. That's what makes the records audit-safe.

10Equipment & repair videos^*

You, as machines come and go.

1. Add your machines on the Equipment tab. Each gets a bumper ID, MOW-01, painted on the deck, printed in the app, so a machine is never "the red one, no, the other red one."
2. Track costs by machine. Tag a fuel or parts receipt to a machine and CutCrew adds it to that machine's page. Crew confirm what they used at clock-out and can file a maintenance note for your OK. The machine's page shows what it actually costs to run.
3. Load the repair videos. Paste links to how-to videos (unlisted YouTube or Vimeo work fine) under Settings → Equipment, tagged by machine. Your crew gets a Repair Videos tab: something breaks in the field, they filter by the machine and watch the fix instead of hauling gear back to the shop.

11For your crew

Text them this section. It's the entire training.

1. Your boss already added your number. Install CutCrew, enter your phone number, and type the 6-digit code that gets texted to you. You never need a password.
2. Clock tab: tap the big button when you start and pick the yard you're on. Tap it again when you're done; it'll ask about photos, receipts, and what equipment you used, and you can skip any of it. No signal? Punch anyway; it saves on your phone and syncs later.
3. Receipts tab: bought fuel or parts for the job? Photograph the receipt at the register, tag the amount, vendor, category and site, and tap submit. It takes about 20 seconds, and your boss approves it from there.
4. Repair Videos tab: something's busted in the field? Filter by the machine and watch the fix.
5. Your hours: the Clock screen shows today, this week, and the pay period, so you never have to ask.

12When something's off