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.
0/300
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.
What this document is called — in the apps, on the PDF, and on the link your customer signs. Pick "Estimate" if you bill time and materials and don't want a customer reading it as a firm price. Documents already sent keep the wording they were sent with.
What to call a vehicle's fleet identifier on quotes, work orders and invoices. Fleet customers usually say "Fleet #"; shops often say "Unit #" or "Truck #". The number itself is set on each vehicle. Leave blank to use "Unit #".
What leads the top of your quotes, work orders and invoices. "Business name and logo" is the standard layout: name on the left, logo on the right. "Logo only" puts the logo in the lead position instead of the big name. Your business name still appears above the contact details either way, so the document always identifies you. Upload a logo above.
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.
Florida requires these on every written estimate and invoice (F.S. 559.905, 559.911). Answer once, press Add to my default terms, then Save: the statements are added to your quote, work order and invoice terms, and every new document carries them on the web and in the apps.
Add your FDACS motor vehicle repair registration number in Business Profile (License / Registration #). Florida requires it on every invoice.
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.)
Number work orders when created
Saves a draft with its work order number the moment you tap New, so you can give the number to a warranty company before the work is written up. Off: the number is assigned when the work order is first saved.
Jobs
Create a job automatically for new appointments
In the iPhone and Android apps, a new appointment with a customer, or a confirmed online booking, also creates a matching job so quotes, work orders and invoices can attach to it. Turn off if you'd rather create jobs yourself.
Reuse the open job for the same vehicle
Instead of starting a new job every time, new appointments, confirmed bookings and scheduled quotes or work orders attach to the customer's open job for that vehicle. A new job is only created when there isn't one.
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.
Add-ons: when a customer approves
Vehicle history reports and Trackara Link added to a quote, work order or invoice are bought and sent to your customer when they approve.
Nothing is ever charged before the customer approves. Your choice is saved as soon as you pick it.
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
Your customers follow their vehicle and their jobs in the free Trackara app: milestones, photos, documents and status you push from any project. Each customer gets a code that unlocks the app for a year.
$20 per customer, per year
On a quote, work order or invoice: add the Trackara Link line and set your own price. The code is bought and sent to your customer when they approve, never before. From a client or project page: Invite to follow makes a code right away. A free code credit is used first, otherwise your card on file is charged. Never used? A code nobody enters within 60 days ends and a free code credit comes back to you. Revoking a code that was never used also gives the credit back.
1. Your customer gets their code by text or email, or printed on the document. They enter it in the Trackara app; no account needed.
2. Push update to Trackara on a project sends milestones, photos and status to their phone. You choose what they see, every time.
3. Codes, followers and expiry dates are on each client's page. You get a notice 30 and 7 days before a code expires, so you can extend it.
4. Need to cut someone off? Revoke the code from the client page. One code works on one phone at a time, and a customer follows one shop at a time.
5. Managers, service advisors and operators can send, push and revoke. Only the owner buys or extends codes.
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.
0 of 0
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.
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.
Custom Fields
Add your own fields to a record when Trackara has no box for something you track. Values are saved on the record itself and can be shown on the PDF.
No custom fields here yet.
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.
Default taxable by line type
Sets whether a NEW line of each type starts taxable. Turn off Labor and Diagnostic if your state doesn't tax them. Existing documents keep the tax setting they were saved with.
Labor
Diagnostic
Parts
Other
Additional Tax Rates
For Canadian provinces or multi-rate jurisdictions (GST, PST, HST, etc.)
Mileage Reimbursement
Used by the Mileage tracker, Analytics and Tax Reports.
Uses the IRS standard business rate for each trip's date: 70¢ in 2025, 72.5¢ from Jan 1 to Jun 30 2026, and 76¢ from Jul 1 2026. IRS rates can change, so check irs.gov before filing. Enter a different rate to use your own.2026 CRA rate: C$0.73/km for the first 5,000 km and C$0.67/km after. Trackara Pro applies the one rate you enter here. Check canada.ca before filing.
Trackara Pro is a record-keeping tool. It does not provide tax, legal, or accounting advice. Mileage rates, deduction estimates, and reports are provided for convenience only, may not reflect current IRS or CRA rules or your situation, and may contain errors. You are responsible for the accuracy of your records, the rate you use, and confirming any deduction with a qualified tax professional before filing.
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.
Auto-confirm bookings
New requests are confirmed right away instead of waiting for you to accept them in Bookings & Leads.
Page Identity
Lowercase letters, numbers and hyphens only. Final URL: booking.trackara.app/<slug>
Shown on your public booking page to build trust with new customers.
Technician job offers
Offer each booking to the technician first
The technician whose service area covers the address gets the job by push and email, and accepts or passes. If they pass or don't answer in time, it goes to the next technician who covers it, then back to you. Good for owner-operators who choose their own jobs.
With auto-confirm on, an accepted job is confirmed and lands on that technician's schedule.
Travel fees
Charge a trip fee by service area. Customers see it after they enter their address, and it is added to their total and to the appointment. Leave empty for no fee.
No service areas yet. Draw them on the Client Map and assign technicians.
Booking page look
How your booking page looks, on its own and inside your website. Leave a color empty to use your brand color from Business Profile.
Paste this into your website so customers book without leaving it. Bookings go to the technician whose service area covers the customer's address (set technicians on your territories in Client Map). If your website already knows the technician, use that technician's code instead.
Keeps your website's look: add your site's button class to the link (for example class="btn"), or put data-trackara-booking-popup="…" on a button you already have. Add the script line once per page.
Save a URL slug to get your code.
Scheduling
Earliest a slot can be booked from "now".
Prevents overbooking. 0 = unlimited.
Working Hours
Services
Pick services from your Service Library (the same catalog the iPhone and Android apps use).
Customers see active services on your booking page; a booked service becomes a line item on the quote or invoice.
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
to
Customers won't be offered any booking time inside this window. The rest of the day stays open.
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.
Apply tax to deposit
Adds your tax rate on top of the deposit amount.
Card payments are on. Customers pay the deposit by card on a secure Square checkout page; the options below are the backup.
Turn on every option you accept. Customers choose any of them on the booking page and
confirm they sent it, and you verify before marking the deposit received. Pick
Show first on the one you prefer. These are the same payment options shown on
your invoices (Invoices & Payments), so changes here apply there too.
Deposit is required but no way to collect it is set up — customers will be told the
shop will contact them. Turn on at least one option above, or connect Square in Payment Processing to take cards.
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
Connect a card processor below to let customers pay invoices online. Checkout always happens on the processor's own secure page, and funds go straight to your account. You can also use Payment Links in Invoice & Quote → Defaults to add handle-based pay buttons (Venmo, Cash App, PayPal, Zelle) to every document.
Credit Card Surcharge
Pass card processing costs on to customers as a clearly labelled line on the invoice,
so the charge is visible up front instead of coming up after the job.
The fee is calculated on the document total after discount, tax and shipping, and is not itself taxed.
You can still switch it off on any individual invoice — for customers paying cash or by check.
Offer a card fee on documents
Adds a card fee row to invoices, quotes and work orders
Apply automatically to new documents
Off means the fee is available on the totals panel but you tick it per document
Card surcharging is regulated. Visa caps surcharges at 3% and Mastercard at 4%; the fee
may never exceed what card acceptance actually costs you, and it cannot be applied to
debit or prepaid cards. A few jurisdictions — Connecticut, Massachusetts and Puerto Rico
among them — prohibit surcharging outright, and the card networks require you to notify
them and post notice at your point of sale before you start. Check your processor
agreement and your state's rules before switching this on.
Payment by check
Printed on the cover page of a Bank / lender copy (on any invoice or quote),
so a bank or finance company paying for a repair knows who to make the check out to and
where to mail it. Left blank, your business name and address are used.
Shop supplies / waste disposal
Adds a calculated Shop supplies line to quotes, work orders and
invoices, above the Subtotal. Unlike the card fee this is a real line item, so it is
included in the subtotal and taxed like any other charge.
Charge shop supplies automatically
Calculated from the work on each document, so you never type it in
Taxable
On in most states, since it is a charge for supplies. Check your state's rule.
If you already add shop supplies as your own line item, that line wins and no
calculated line is added. Florida shops: switching this on does not write the
required disclosure — that is the separate
“I charge for shop supplies or waste disposal” box in the Florida
statements section, and you should have both on.
S
Stripe
Coming soon
Let customers pay invoices by card. Checkout happens on Stripe's secure page and funds go straight to your own Stripe account.
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.
Offer Afterpay on invoices
Customers can pay invoices from $1 to $2,000 in 4 interest-free payments. You're paid in full up front, and Square charges 6% + 30¢ per Afterpay sale. Afterpay must also be switched on in your Square account. It isn't offered on invoices that carry a card fee.
Your card fee is on, so Afterpay only appears on invoices where you switch the card fee off. Afterpay's rules don't allow a surcharge on Afterpay payments.
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
PC
Parts Catalog
Coming soon
Search and order parts from your supplier catalog 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
Email
Choose how invoices, estimates and work orders reach your customers, and connect an email account if you want them, or work orders for your technicians, to come from your own address.
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
How customer emails are sent
Email technicians from this account
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 are sent from this address.
Most providers need an “app password,” not your normal login password.
The sender name people 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 email technicians
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
--
—
—
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).
Recent errors captured from your browser. Copy and send to support if you hit a problem we can't reproduce.
Connect parts catalog
Enter your parts catalog API credentials to search the catalog and pull supplier pricing into quotes and work orders.
Choose Default Supplier
Parts pricing will default to this supplier. You can change it any time from parts catalog 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.
Managers and advisors run the office from the web or the app, including online bookings.
Invite created. Share this code or link with the technician — it's locked to their email.
—
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.