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Technician StatusRefreshes automatically
Upcoming Appointments
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AI Insights
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Recent Activity
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Revenue
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Inventory Summary
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Automation run log
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Calendar and AI Insights/Revenue widgets reuse the same data as the Scheduling and Reporting modules — nothing here is computed twice. Revenue and AI Insights require an owner/org admin role and a Pro plan, same as the Reporting tab.

Operations

Live Map
Technicians

Customer Portal

Your customer portal link

Share this link with customers (on your website, in emails). Invoice, receipt and estimate emails already include it.

Open portal
How customers sign in
  1. The customer enters their email address on the portal.
  2. If it matches a customer record with that email, Mextix emails them a sign-in link (valid for 30 minutes). No password.
  3. The link opens their own portal for your business.

A customer needs an email address on their customer record to sign in: add it in Customers. For privacy the portal always shows the same message, whether or not the email matches.

What customers can do there
  • See their jobs and appointments.
  • Review estimates and approve or decline them (you see the result in Estimates).
  • See invoices, download PDFs and receipts, and pay by card once Stripe is connected.
  • Send you a message: it arrives in Messaging, marked as a portal message.
  • See their referral link, if your referral program is on.
Settings that change the portal

If your organization is suspended, the portal and its sign-in links stop working for your customers until it's restored.

Customers

Name Email Phone Status
Your actual paying customers — contact info, properties/addresses, notes, and message history. Archiving hides one from the active list without deleting it (reversible via "Restore").

Leads

Name Email Phone Source Status
A lead is a prospect who hasn't become a customer yet — captured from your website's contact form or added here manually. Work it through New → Contacted → Qualified, then convert it into a real Customer once it's ready.

Bookings

ReceivedCustomerServicePreferredStatus
Online booking settings
Services customers can book
ServiceTypical durationShown online
Questions on the booking form
Ask customers for what you need before you schedule, such as property size, number of bedrooms, equipment type or urgency. Changing or removing a question never changes answers already submitted.
QuestionTypeAsked forRequiredShown
Availability and automatic assignment
Turn on online times to let customers pick an open time instead of a preferred date. Times are worked out from your business hours, closures, each service's duration, your technicians' jobs, time off and weekly availability, and the service's required skills. A chosen time is held for one technician until you confirm or decline it.
Business hours
In the business time zone. Add a second window for a lunch break or split day.
DayOpenHoursSecond window (optional)
Closures and holidays
DatesReason
Technician time off
TechnicianFromToReason
Technician weekly availability
Optional. A technician with no windows here is available during all business hours; add windows to limit the days and hours they take online bookings.
DayHours
Customers request a service from your public booking page; each request lands here. A request is not an appointment until you confirm it — confirming creates (or reuses) the customer and their address and creates the job, checked against the technician's other jobs. Customers get an email when they submit and when you confirm or decline. Turn online booking on and choose your link name below; share the link on your website or social pages.

Jobs

Number Title Customer Scheduled Assigned to Status Work Linked records
Scheduled work for a technician — title, time window, checklist, and status from Unscheduled through Completed. This drives what shows up in the technician app.

Routes

Current order
Use the arrows to change the visiting order; saving never changes appointment times. Tick Flexible on stops whose time isn't promised to the customer to get a suggested order below.
    Suggested order

      Timesheets

      Totals
      ExpandTechnicianJobDateSessionsBreaksWorkedStatus
      One row per technician, job and day (general shifts: per technician and day). Click a row to see each session, its breaks and its history. Worked = start to finish minus breaks; hours are decimal (0.50 h = 30 minutes).
      Every clock-in on a job (and general shift) with its breaks. Approve entries, return them to the technician with a note, or correct them yourself: each correction keeps the original values and the reason in the entry's history. Paused time never counts as worked time. This is a timesheet, not payroll: pay rates and overtime aren't calculated here.

      Estimates

      Number Title Customer Status Total Work Linked records Created
      A quote sent to a customer before work happens. Sending one includes a public approval link the customer can click without logging in; "Approve" here records a verbal/in-person yes instead.

      Invoices

      Invoice Number Title Customer Status Due Work Linked records
      The bill after (or during) work. "Record Payment" is for cash/check/ACH; a customer can also pay by card themselves from the customer portal, which updates this automatically via Stripe.

      Automations

      Rules that act on their own: when something happens (a job is completed, an invoice becomes overdue …), and the conditions you set are true, Mextix sends the message you wrote. Each rule runs once per job, invoice or customer for that event. Messages to customers respect “No automated reminders”.

      Invoice reminders Built in
      Reminders before the due date and while an invoice is overdue go out every day at 06:15 UTC, on every plan. Set them up and see what the next run will send under Invoices → Invoice reminders.
      RuleWhenThenLast runOnActions

      Recent activity

      WhenRuleEventResult

      Expenses

      What the business spends — fuel, parts bought for a job, permits, subcontractors. Add an expense to a job and it counts toward that job's costs and profit below and in the job itself.

      DateDescriptionCategoryJobVendorAmountActions

      Job costing

      For jobs completed (or scheduled) in the dates above: what was invoiced, and what the job cost — labor (time on the job × each person's hourly rate in Employees), materials (stock used on the job × unit cost) and expenses.

      JobDateInvoicedLaborMaterialsExpensesProfitMargin

      Inventory

      Low-stock alerts
      An alert opens when a product's stock drops to its reorder threshold or below, and closes by itself once it's restocked above it. Owners and admins get one push notification per alert.
      Suppliers
      Name Email Phone
      Products
      Name SKU On Hand Reorder At Unit Price
      Purchase Orders
      Supplier Status Created
      Track stock levels, suppliers, and reordering. Receiving a purchase order automatically adds its quantities to on-hand stock — no separate manual adjustment needed.

      Messaging

      Select a conversation
      Select a conversation on the left to view its messages.
      One conversation thread per customer, SMS or email. Inbound SMS replies land here automatically — this isn't just an outbox. "Keep history" only controls how far back messages load by default — nothing is ever deleted automatically.

      Employees

      Skills
      Name
      Team pay & skills
      Employee Role Hourly Rate Skills
      Time history
      Job Clock In Clock Out Breaks
      Skills are a simple tag system (e.g. "HVAC Certified") you can assign to technicians. Hourly rate feeds the Reporting tab's payroll estimate; time history is every clock-in/out, job-tied or general shift.

      AI Copilot

      Answers come from your own Mextix records (read-only). Figures are calculated by Mextix; the AI only puts them into words, and suggestions are marked as suggestions. Drafts are never sent: copy them into an email or message yourself.

      Reporting

      Report builder

      Pick a report, a period and any filters, then generate it. Every total, chart and download covers all matching records, not just the page you're looking at. Save a setup to run it again later with fresh data.

      Saved reports
      Name Report Last run Saved by
      AI Insights
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      Technician productivity
      Technician Completed In Progress
      Outstanding invoices
      Number Customer Status Amount Due
      Payroll (estimated)
      Technician Hours Rate Estimated Pay
      Real numbers computed from actual data — revenue is from payments received, not invoice totals, and payroll is estimated from clocked hours × hourly rate.

      Team

      Pending approval
      Name Email Phone Requested Role
      Members
      Name Email Phone Role Status
      Crews
      Group technicians into crews and assign a whole crew to a job from the job's Assignment section. Each job keeps the people it was given: changing a crew later doesn't rewrite past or already-assigned jobs.
      CrewLeaderMembersOpen jobsStatus
      Who has an account and what role they hold — separate from Employees, which is about pay and skills. A new signup sits in Pending until an owner/admin approves it.

      Team Chat

      Select a technician
      Select a technician on the left to view your conversation.
      Direct messages between you and your technicians — not visible to customers, separate from customer SMS/email. Free on every plan.

      Integrations

      Outbound webhooks
      Event Target URL Active
      Pick a suggestion for an event Mextix already fires, or type your own name to reserve a custom one — it'll start receiving deliveries the moment anything in your account dispatches that exact event.
      Zapier-style outbound webhooks — Mextix POSTs a signed payload to your URL whenever the chosen event happens. QuickBooks and Calendar sync connect from this same module.

      Billing

      My Subscription
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      Change My Plan
      Team size
      Billing
      Payment & Billing
      Update your card, view past invoices, and download receipts — all handled securely by Stripe.

      Referrals

      Your referral link
      Referral code:
      Share this link with other businesses. You earn a reward once they sign up and become a paying Mextix customer — not just for signing up.
      Referral stats
      Referral history
      Organization Name Signup Date Subscription Status Reward Status

      Discounts & Rewards

      Everything here starts turned off. Mextix never chooses discount amounts, who qualifies or how rewards work — you set each policy, and nothing applies until you turn it on.
      Discount report
      KindDiscountsAmount
      Counts issued invoices (not drafts or void invoices). Your organization only.
      Discount rules
      By default an invoice or estimate can have one discount. Tick the kinds that may be combined.
      Military discount
      Only the method, who verified, when and a short reference are kept — never ID images or documents.
      Customer referral program
      Your customers refer new customers. A reward is earned only after the new customer pays — never just for signing up — and is used as a discount on a later invoice.
      Customer referrals
      Referred by New customer How StatusRewards Date

      Help Center

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      Support

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      Business profile

      How your business appears to customers on invoices, receipts, estimates, the payment page and the customer portal.
      Details
      Used as an accent line on documents and the customer pages.
      Logo
      No logo
      PNG, JPEG or WebP, up to 2 MB. A wide logo on a plain background works best.
      What customers see
      Custom fields

      Add your own fields to customers and jobs, such as a gate code, pets on site, unit type or warranty date. They appear in the customer and job forms and can be used in workflow rules (Automations).

      Customers

        Jobs

          Security

          Multi-Factor Authentication
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          Active Sessions
          Devices signed into your account right now, most recent first. Revoke any you don't recognize; sessions that timed out are no longer listed.