Keep AI design uploads separate from regular job photos so the workflow is easier to understand.

Start with Menu → Company Information to add your company details and logo. Then open Estimate Defaults to set normal pricing, asphalt terminology, specifications, job-costing rates, scope mode, payment terms and contract terms.

AsphaltHQ stores company data in your cloud workspace. Use the same company account on supported devices so active company data stays synchronized.

The normal workflow is Measure → Job → Estimate → Preview Estimate. Customer information can be added or changed from the Job or Estimate page.

Enter measured sections and AsphaltHQ totals the area. A manual area override can be used without changing the field measurements. Review Job Specifications, Scope of Work, pricing and customer-facing options before saving or previewing.

New estimates use a recovery draft while you work, but they are not added to Saved Estimates until you press Save Estimate. Existing saved estimates use Save Changes when edits are made.

The Save button in the top Estimate Status & Save box and the Save button at the bottom perform the same save action. Preview Estimate does not save changes.

Use New in the top bar to start another estimate. AsphaltHQ will provide the appropriate save/discard choice when needed.

Job Specifications shows the total asphalt thickness used for pricing and material calculations. Expand the asphalt lift area when you want to describe separate lifts or mixes, such as a base/binder layer and a top/wearing layer.

Each layer can have its own mix name and thickness. The layer total and the overall asphalt thickness remain independent, so AsphaltHQ can warn about a mismatch without rewriting either value automatically.

Use Menu → Estimate Defaults for values that should automatically start on new estimates. Individual estimate values can still be overridden when a particular job is different.

Job Costing Defaults stores private asphalt cost, gravel cost, daily labor cost and daily overhead. AsphaltHQ uses these values for projected job cost, projected profit and projected margin. Private costing is never shown on the customer estimate.

Material quantities are calculated from Job Specifications. Selected line items and Job Type Templates can also contribute to the contractor Material Summary; zero-quantity materials are hidden.

Job Type selects the saved Job Type Template wording. Choose Custom / Other when no saved Job Type fits, then build the scope from individual line items.

Manage reusable scope items under Menu → Line Items and Job Type wording under Menu → Job Type Templates. Estimate-specific wording and pricing can be changed without changing the saved library item.

Expand Estimate Display Options to control customer-facing presentation choices. The Customer Signature and Contractor Signature boxes can be turned on or off independently for each estimate.

Signature boxes support Draw Signature and Type Signature on phones, tablets and computers. Draw mode works with finger, stylus or mouse; Type mode uses the device keyboard.

The signature window includes Back/× to close without signing, Clear to start over and Use Signature to apply the signature. Customer and contractor signature dates are stored separately.

Use Preview Estimate to check the customer-facing document. Use Send Customer Estimate to create or refresh a secure customer link for review, acceptance or decline.

When accepting, the customer can draw or type a signature. A completed acceptance updates the estimate status and signature information in the contractor workspace.

If an accepted estimate is intentionally changed back to Draft, it is no longer treated as accepted and the acceptance signatures are cleared so a new acceptance can be collected.

Create reusable payment wording under Menu → Payment Terms and reusable contract wording under Menu → Terms & Conditions. Choose company defaults under Estimate Defaults.

On an individual estimate, expand Payment Terms or Terms & Conditions to change them for that estimate only.

Use Saved Estimates to find work and filter by status. Estimate Follow-Up can automatically mark old unanswered Sent estimates No Response. An existing customer link remains usable, and a later approval changes the estimate to Approved. Accepted jobs provide access to job details, change orders, payments, invoices and work orders.

Change orders remain separate from the original estimate and can be created before or after an invoice exists.

When supported records are deleted, use Recently Deleted to restore them during the retention period before they are permanently removed.

Use Change Orders on an accepted job when scope or price changes after acceptance. Change orders can use manual entries or saved line items, include private projected cost, and affect invoice totals and projected job profit when accepted.

Change orders are not added back onto the original estimate document.

Crew Work Order shows customer/job information, specifications, scope, materials and crew instructions without customer pricing or private profit information. Contractor Work Order adds contract price, projected costs, projected profit/margin and private contractor notes.

Use Print / Save PDF from either work-order view. Crew Work Orders are a Business-plan feature and are shown only to users with the appropriate permission.

Crew Hours is available on the Business plan. Choose a work date, optional accepted job and optional Job Activity, then select one or more employees and save their hours.

Employees & Time Settings controls whether your company uses Start / End Time or Flat Hours, the optional default start time, paid-time rounding, employee labor cost, overtime settings, activities, and whether crew can select authorized work orders.

For Flat Hours, enter Hours for Day. If Deduct unpaid lunch break is checked, the lunch/break minutes are deducted from the entered hours.

Daily Entries shows the selected date. Week Summary shows that workweek. Tap an employee in Week Summary to open the weekly editor, where individual days can be edited or deleted without leaving the week.

When overtime is enabled, AsphaltHQ automatically splits an employee's hours into regular and overtime hours across the configured workweek. Editing or deleting prior hours recalculates the affected workweek.

Actual Job Cost is a private contractor view for accepted/completed work. It compares final job revenue with actual labor, materials and other job costs.

If Use Crew Hours for actual labor cost is enabled, saved Crew Hours for that job replace the manual labor amount. Crew Hours are not added on top of manual labor.

Editing or deleting Crew Hours changes the labor history used for Actual Job Cost the next time the job-cost data is calculated or refreshed. Crew Hours never rewrite the original estimate.

Record payments against an accepted estimate/job. Invoices use the contract amount, approved change orders and recorded payments to show the remaining balance.

Open invoices from Menu → Invoices. Customer-facing invoices do not display private job-cost or profit information.

Use Menu → Reports for estimate, acceptance, payment and Crew Hours reporting. Available date ranges include This Week, This Month, This Year, Last Year, All Time and Custom where supported.

Crew Hours reports can be filtered by employee, job and activity. Report Options control supported columns such as labor cost, regular hours, overtime, job, activity, times, lunch, notes and employee totals.

Crew Hours reports can be printed/saved as PDF or exported to CSV. Deleted Crew Hours entries are no longer included in report totals after the report refreshes.

Win Rate is Accepted ÷ (Accepted + Declined + No Response), so Draft and open Sent estimates do not lower the percentage.

The AI Job Assistant is available on Pro and Business. Measure does not include the AI Job Assistant.

Pro includes 20 AI Assists per month and Business includes 250 AI Assists per month. An AI Assist is one AI-assisted estimate/job session, not every individual prompt within that session.

Use the AI Assistant to talk through a job, enter job information conversationally or analyze a worksheet photo. Always review the extracted customer information, measurements, specifications, scope, Additional Work and notes before applying them to the job.

Estimates and invoices can be sent by email with a secure customer link. Native text messaging opens the device's messaging app with the customer link.

Email status indicators can show states such as Sent, Delivered, Opened, Bounced, Failed, Delayed and Clicked when that information is available. Use the delivery-status key on the Estimates or Invoices page for a quick explanation of the icons.

A text-message icon means the text action was started from AsphaltHQ; native texting does not provide the same delivery tracking as email.

Use Menu → Team & Permissions to manage access to the company workspace. Available pages and actions depend on the signed-in user's role and the company's plan.

Measure is focused on measurements and quick estimating. Pro adds full estimating/job features and the AI Job Assistant. Business adds team/operations features such as Crew Hours, Crew Work Orders and Actual Job Cost workflows.

Use Menu → Billing & Subscription to view the company's current subscription and available plan options.

AsphaltHQ saves supported company data to the cloud workspace while you are signed in. A Cloud Saved message means the current supported change has synchronized successfully.

If you see a cloud connection, refresh-pending or load error, the app may be waiting for the cloud service or internet connection to recover. Do not assume a cloud warning means the data is permanently lost. Wait for a successful save/sync confirmation before relying on another device to have the newest change.

Estimate recovery drafts help protect unfinished estimate work on the current device. Backup/restore tools in Settings can also be used when available as an additional copy; they are not a replacement for the active cloud workspace.