All articles
Every published help article, grouped by category. 319 articles in total.
Getting started
17 articles- Getting started with Run a Call
- Run a Call dashboard overview
- How to add new team members to your account
- Run a Call mobile app overview
- Uploading your company logo
- Run a Call glossary
- Customizing your estimate and invoice numbers
- Understanding contacts: leads and customers
- Creating and managing tags
- Searching contacts, jobs, invoices, and calls
- Requesting new features in Run a Call
- Logging in and out of Run a Call
- Getting help from Run a Call support
- Changing your logo size on documents
- Notifications and alerts
- Creating anything from the + menu
- Tasks: to-dos for your team
Jobs
22 articles- How to create your first job
- Understanding the job lifecycle
- Printing and emailing a service report
- Assigning team members to jobs
- Creating unscheduled jobs
- How to update a job's status
- Creating estimates and invoices from jobs
- Before-and-after job photos
- Viewing a job's activity timeline
- Using the pipeline boards
- How to cancel a job
- Starting every job of a type with default line items
- How to complete and close a job
- Managing job types
- Creating a follow-up job
- Exporting or printing the jobs list
- How to delete a job
- Job costing: labor at each tech's rate
- Adding and editing job notes
- Finding done or canceled jobs
- Adding tags to jobs
- Job numbers and reference numbers
Estimates
11 articles- How to create and send an estimate
- Adding a payment schedule to an estimate (deposits & progress payments)
- Understanding estimate statuses
- Offering financing on estimates
- How customers approve or decline estimates
- Estimates FAQ
- Creating a job from an estimate
- Billing an approved estimate
- Knowing when a customer has viewed an estimate
- Downloading an estimate as a PDF
- Deleting an estimate
Invoices
13 articles- How to create and send an invoice
- Invoicing milestone payments (deposits & progress billing)
- Understanding invoice statuses
- Invoices FAQ
- What customers see when you send an invoice
- Closing a $0 invoice at no charge
- Setting payment terms for invoices
- Asking for a Google review on invoices and receipts
- Downloading an invoice as a PDF
- Setting a default email subject for invoices and estimates
- Voiding and deleting invoices
- Automatic late fees on past-due invoices
- Texting an invoice or estimate to a customer
Schedule & Dispatch
13 articles- Dispatch board overview
- Using Runny, the AI dispatcher
- Timeline, Calendar and Map views
- Blocking time on the dispatch board
- Using the dispatch map
- Setting your business hours
- Planning multi-day jobs (install projects)
- Working the unassigned queue
- Needs you and the Activity panel on the dispatch board
- Avoiding scheduling conflicts when assigning jobs
- Customizing the dispatch board
- What customers receive when you schedule a job
- Setting team working hours, time off and company holidays
Customers
21 articles- How to add a new customer
- How to capture a new lead
- Adding extra contacts to a customer
- Customer profile overview
- Working the Contacts board
- Tagging customers
- Viewing a customer's service history
- Converting a lead to a customer
- The customer project page — one link for the whole job
- Adding multiple properties for one customer
- Marking a lead inactive
- Changing a customer's billing address
- Tracking lead sources (ads, referrals)
- Commercial accounts with several sites
- Collecting customer signatures
- Customizing the Contacts board columns
- Deleting a customer
- Working the Opportunities queue
- Finding and merging duplicate customers
- Heads-up flags, notes and files
- The customer portal
Equipment
12 articles- Tracking equipment installations and service history
- Grouping equipment into systems
- Assigning job and invoice items to equipment
- Manually adding new equipment to a client
- Asset IDs and custom equipment types
- Reading a unit's cost history
- Viewing a unit's page and history
- Printing an equipment history for a customer
- The Equipment Cost Analysis report
- Equipment on a job (office and field app)
- Importing equipment from a spreadsheet
- Filter change reminders
Pricebook
15 articles- Pricebook overview
- Creating and managing item categories
- Creating items and services
- Cost, markup and margin
- Adding items to jobs, estimates, and invoices
- Creating bundle templates
- What techs can do with the pricebook
- Bundle folders
- Job checklists and forms
- The Catalog and starter items
- Syncing the pricebook with QuickBooks Online
- Adjusting prices in bulk
- Arranging your pricebook folders
- Add-on prices for a second service on one visit
- Moving and deleting pricebook items in bulk
Payments
13 articles- Payments overview
- Tap to Pay overview — in-person card payments
- Refunds and credits
- Enabling online payments with Stripe
- Setting up Tap to Pay
- Stripe payouts and settlements
- Charging credit cards
- Taking a payment with Tap to Pay
- Collecting cash and other offline payments
- Tap to Pay troubleshooting
- Sending payment links
- Custom payment methods (financing partners, card processors, money order…)
- Keeping a customer's card on file
AI Receptionist
9 articles- AI Receptionist overview
- Customizing the AI Receptionist (voice, name, tone, greeting)
- Messages by default, transfers when you say so
- Setting up the AI Receptionist
- Reviewing AI call transcripts
- Spam filtering and blocked numbers
- Auto follow-ups after a missed call
- How the AI Receptionist is billed
- Adding business facts to the AI prompt (FAQ editor)
Phone (VoIP)
12 articles- Run a Call Phone overview
- Call flows: decide who answers, and when
- Making and answering calls in Run a Call
- Getting a new phone number
- Missed calls and voicemails
- Call scripts and call intake
- Setting up call outcomes
- Bringing your existing number to Run a Call
- Listening to call recordings
- Recording calls
- Booking new jobs directly from a call
- Setting up your E911 address
Messages
9 articlesReviews
1 articleMobile app
25 articles- Installing the Run a Call app on iPhone & iPad
- Managing jobs on mobile
- Building and presenting estimates on mobile
- Texting customers from the app
- Installing the Run a Call app on Android
- Using the time clock on mobile
- Creating and sending invoices on mobile
- Calling customers from the app
- Working offline in the mobile app
- Closing jobs from the mobile app
- Taking payments on mobile
- Team chat in the mobile app
- Taking photos and video on mobile
- Tagging a job from the field
- Adding parts and labor on mobile
- Requesting time off from the app
- Requesting parts from the field
- The team leaderboard
- Flagging an opportunity for the estimator
- Logging refrigerant on mobile
- Booking a job for yourself from the app
- Parts run and On hold
- Quote required or Need to return
- Logging expenses from the app
- Auto-arrive: marked arrived from your phone's location
Online booking
10 articles- Enabling online booking
- Adding the booking form to your website
- What customers see on your booking page
- Customizing the confirmation message
- Urgency on booking requests
- Add a Text us button to your website
- Website number pool: know which ad or search brought each call
- Adding services to your booking page
- Turning off online booking
- Handling online booking requests
Memberships
15 articles- Memberships overview
- Applying member discounts
- Creating a membership plan
- Membership renewal settings and overdue reminders
- Maintenance visit reminders and the reschedule link
- Scheduling maintenance visits automatically
- Enrolling customers in a membership
- Memberships on mobile
- Renewals and autopay
- Extending a membership's term
- Scheduling membership tune-ups
- More than one membership for the same customer
- Managing a membership
- Applying the member discount automatically
- Billing the first membership period
Purchase Orders
6 articlesInventory
8 articlesReports
20 articles- Reports overview
- Refrigerant report (EPA Section 608)
- Cash Collected report
- Equipment Replacement report
- Invoiced Revenue report
- Unpaid Invoices report (AR aging)
- Job profitability report
- Expenses report
- Estimates report
- Lead Analytics report
- Marketing Attribution report
- Technician Scoreboard
- Commissions report
- Job Volume report
- Timesheets report
- Hours Sold report
- Call Tracking report
- CSR performance report
- Memberships report
- Payments report
Automations
15 articles- Automations overview
- System templates catalog
- Building a custom automation
- Viewing automation runs and step timelines
- Enabling SMS-based automations
- Automation triggers catalog
- Organizing automations into folders
- Membership renewal and dunning emails
- Automation actions catalog
- Overdue invoice reminders
- Filters, paths, and delays
- Triggering automations from an inbound webhook
- Changing the wording of a built-in message
- Variables and step outputs in messages
- Creating install tasks when a deposit is paid
Team management
9 articlesQuickBooks
19 articles- Connecting your QuickBooks Online account
- How customers sync to QuickBooks Online
- Setting up QuickBooks Payroll for your team
- Configuring the QuickBooks Online integration
- How invoice details sync to QuickBooks Online
- Syncing timesheet hours to QuickBooks Payroll
- How payments sync to QuickBooks Online
- Posting wages to QuickBooks classes
- Connecting QuickBooks Desktop
- Disconnecting QuickBooks
- How pricebook items sync to QuickBooks products & services
- Job-costed labor: splitting a tech's day by job
- Mapping tax rates to QuickBooks Online
- Tracking revenue by QuickBooks class
- Syncing purchase orders to QuickBooks as Bills
- Syncing expenses to QuickBooks
- Resolving common QuickBooks errors
- Card fees and refunds in QuickBooks Online
- QuickBooks change alerts