Dashboard
BETA TEST BUILD V18 — switch roles above to test Owner, Contractor, and Project Manager access. Test entries save in this browser.
Monthly Profit & Loss
Job Type Count
Monthly Spending
Contractor Totals — Monthly & Yearly
| Contractor / Income Source | This Month | This Year |
|---|
Expense Running Totals — Monthly & Yearly
Profit & Loss Per Job
| Job | Income | Expenses | Profit / Loss |
|---|
Mileage Totals
Add / Edit Schedule Entry
Upcoming
Add / Edit Job
Customers & Jobs
| Job | Homeowner | Contractor | Job Type | Status | Start | Price | Actions |
|---|
Estimates
Choose the job type first. Each estimate uses its own template.
Saved Estimates by Contractor
Approved estimates create/update the Upcoming Job and projected Job P&L. Scheduling remains under company control.
Estimate Reminders & To-Do List
| Done | Due | Task | Estimate | Notes | Actions |
|---|
Preview reminders alert while this Hub is open. The hosted final version can use persistent notifications.
Master Materials & Pricing
Update a material or price here once; the matching job-type worksheets use the updated master values automatically.
| Material | Vendor | Model / Item | Unit | Unit Price | Order |
|---|
Order buttons open the retailer for the selected item. Directly placing items into a logged-in retailer cart requires retailer integration access.
Contractor Estimate Request
Preview contractor-facing request form. Requests are saved here and flagged for Affordable Outdoor Creations.
Estimate Requests Needing Attention
| Date | Contractor | Project Manager | Job | Type | Ready Date | Materials / Dimensions | Actions |
|---|
Contractor Calendar Access — Read Only
Contractors can view scheduled jobs but cannot edit the company calendar. After an estimate is approved they can submit a ready date to Upcoming Jobs.
Contractor Schedule Notifications
When a company calendar entry is saved for a job, a ready-to-send contractor notification is created here.
| Date | Contractor | Job | Scheduled Date | Status | Action |
|---|
Approved Estimates — Add Ready Date to Upcoming Jobs
Project Manager Portal
Project managers can request services, see approved jobs and job stages, submit ready dates to Upcoming Jobs, and view the company calendar. All estimate pricing, invoices, payroll, transactions, materials costs, company profit and P&L are hidden.
Request Service
Uses the same job-detail process as Contractor Estimate Requests, but no money fields are shown. Submitting a request creates an estimate record for the selected contractor and places it in the contractor approval workflow.
Estimate Status
Status updates only. Estimate prices, costs, totals, and other financial details are never shown to project managers.
Approved Jobs & Stages
Upcoming Jobs — Ready Date
Project managers can submit/change a ready date in Upcoming Jobs. They cannot move or edit the company calendar.
Calendar — Read Only
Service Requests
| Date | Job | Type | Ready Date | Stage | Contractor |
|---|
Income & Expense Google Sheet
Dedicated Business Hub backup workbook in Alena's connected Google Drive.
Add / Edit Transaction
Transaction History
| Move | Date | Transaction | Job | Category | Vendor / Payee | Payment | Check # | Invoice # | Hours | Amount | Actions |
|---|
Master Vendor Log
| Vendor | Contact | Phone | Category | Address | Default Miles | Actions |
|---|
Contractors / Income Sources
| Income Source | Address | Default Miles | Actions |
|---|
Create / Edit Invoice
Saved Invoices
| Move | Invoice # | Date | Job | Contractor | Amount | Status | Actions |
|---|
Profit & Loss by Job
| Job | Job Type | Job Price / Income | Projected Materials | Projected Labor | Projected Profit | Projected Time Frame | Actual Time Frame | Actual Materials | Material Difference | Actual Labor | Labor Difference | Other Expenses | Actual Profit | Profit Difference |
|---|
Monthly & Yearly Profit and Loss
Automatically calculated from saved income and expense transactions. Mileage is shown alongside each month.
| Month | Income | Expenses | Profit / Loss | Mileage | Mileage Value |
|---|
Mileage Google Sheet
Open the dedicated backup workbook or move mileage between the Sheet and Hub.
Daily Mileage Route
Every route starts at Home and returns Home. Add up to six stops between them.
Saved Daily Routes
| Date | Stops | Total Miles | Mileage Value @ $0.78 | Actions |
|---|
Saved Stops — Vendors / Payees
| Vendor / Payee | Address | Default Mileage |
|---|
Weekly Employee Timesheet
| Day | Date | Start | End | Hours | Job | Notes |
|---|---|---|---|---|---|---|
| Weekly Total | 0.00 | |||||
Saved Weekly Timesheets
| Week | Employee | Total Hours | Payroll Cost | Actions |
|---|
Master Business Supply List
General supplies are separate from estimate/job materials. Add vendors and links later; Order Now opens the saved vendor/search.
| Supply | Vendor | Unit / Notes | Price | Order | Actions |
|---|
Important Documents
Secure internal document storage. Organize files with labels and folders such as Insurance/2026 or Jobs/Customer Name.
Document Folders
Only authorized internal Affordable Outdoor Creations accounts can open or manage these files.
Add a New Contact or Edit a Saved Contact
Company-only contact list. Fill in the boxes below and select Add / Save Contact. Contacts with email addresses appear automatically in worksheet and timesheet email menus.
Saved Contacts
| Name | Company | Type | Phone | Notes | Actions |
|---|
To-Do List & Reminder Alerts
Create company tasks, follow-ups, material orders, estimate reminders, invoice reminders, and yearly renewals.
Alerts appear while the Hub is open. Browser notifications can also appear when permission is enabled.
Reminder Calendar
Switch between a detailed month and a full-year overview.
All Tasks
| Done | Due | Task | Category | Repeat | Notes | Actions |
|---|
Supabase Storage & Automatic Google Sheet Backup
Every admin Hub entry is saved to Supabase first, then securely copied to the connected Google workbook.
Export or Import Business Data
The Excel backup includes transactions, income, expenses, jobs, mileage, spending summaries, job P&L, monthly/yearly P&L, and contractor income by month/year in the Hub’s navy, teal, and white palette.
Saved Google Sheets Links
Current status: automatic synchronization is active. The connected workbook receives the Hub's Dashboard, Transactions, Income, Expenses, Jobs, Mileage, Estimates, Invoices, and Timesheets after each admin save.
Open Automatic Backup Workbook
| Year | Label | Google Sheet | Actions |
|---|
Preview External Hub Views
Admin/Office preview only. These buttons show the same tabs and screen layout assigned to each external role without changing your account or their security permissions.
Company Administrator
Phillip Vaughn — phillip@aocjax.com — Company Admin — Ready to create account.
Approved Sign-In Roster
These email addresses are ready to create accounts. Each person selects Create Account, enters the exact assigned email, chooses a private password, confirms the email, and signs in. Their company and role are assigned automatically.
| Company | Name | Role | Setup Status | |
|---|---|---|---|---|
| Sunny Side Luxury | Mike Matos | mike@sunnysideluxurypools.com | Contractor | Ready to create |
| Sunny Side Luxury | Brandon Smith | brandon@sunnysideluxurypools.com | Contractor | Ready to create |
| Sunny Side Luxury | Nikki Smith | sunnysideluxurypools@gmail.com | Contractor | Ready to create |
| Sunny Side Luxury | Mike Molina | molina@sunnysideluxurypools.com | Project Manager | Ready to create |
| Sunny Side Luxury | James | james@sunnysideluxurypools.com | Project Manager | Ready to create |
| Premier Outdoors | Brandon Shindler | admin@premieroutdoorinc.net | Contractor | Ready to create |
| Premier Outdoors | Mariana Lefaivre | marianalefaivredesigns@gmail.com | Contractor | Ready to create |
| Premier Outdoors | Amy Shindler | amy@premieroutdoorinc.net | Contractor | Ready to create |
| Premier Outdoors | Chip Roundtree | chip@premieroutdoorinc.net | Project Manager | Ready to create |
| Coastal Luxury | Sam Ford | sam.ford@coastalluxurypv.com | Contractor | Ready to create |
| Coastal Luxury | Chris Meyers | chris@coastalluxurypv.com | Contractor | Ready to create |
| Coastal Luxury | Zoey Carter | zoey.carter@coastalluxurypv.com | Contractor | Ready to create |
| Coastal Luxury | Sam Ballinger | sam@coastalluxurypv.com | Contractor | Ready to create |
| Coastal Luxury | John Waugh | coastalluxury@jobnimbusmail.com | Contractor | Ready to create |
| NLC | Andrew Simpson | asimpson.nlc@gmail.com | Contractor | Ready to create |
| NLC | Alysha Simpson | alyshasimpson.nlc@gmail.com | Contractor | Ready to create |
Add the Hub to an iPhone or iPad Home Screen
- Open the Business Hub in Safari.
- Tap the Share button (the square with an upward arrow).
- Scroll through the share options and tap Add to Home Screen.
- Keep or edit the Hub name, then tap Add. An app-style Affordable Outdoor Creations icon will appear on the Home Screen.
- Open the Hub from that icon and sign in with the email and password assigned to your account. The Hub remains private and requires an internet connection.
Printable Contractor & Project Manager Guide
Four-page sign-in, role, notification, privacy, phone/tablet, and troubleshooting instructions.
Email Signatures
Copy the correct signature into Gmail Settings → See all settings → General → Signature. Hub-generated email text automatically adds the matching Alena or Phillip sign-off based on the signed-in account.
What Each Role Sees After Sign-In
| Area | Contractor | Project Manager |
|---|---|---|
| Assigned company | Automatically filled and locked | Automatically filled and locked |
| Other contractors | Cannot see or select them | Cannot see or select them |
| Requests | Estimate Request form with required Project Manager Name | Service Request form with required Project Manager Name |
| Estimate information | Assigned company’s safe estimate status | Status only: Requested, Complete, Approved, or Declined |
| Money | No company financial information | No prices, costs, totals, invoices, payroll, profit, or other dollar information |
| Notifications | Assigned estimate/service requests, approvals, and schedule updates | Service requests, approvals without finances, and schedule updates; no estimate-request alerts |
| Jobs | View upcoming jobs; edit only assigned ready dates | View upcoming jobs; edit only assigned ready dates |
| Calendar | Read-only | Read-only |
| Help | Contractor instructions only | Project Manager instructions only |
Contractor Business Hub Instructions
Affordable Outdoor Creations Inc. — secure contractor access
- Sign in: Open the Business Hub, enter the email address assigned to your company and your password, then select Sign In. If your account is waiting for approval, contact Affordable Outdoor Creations.
- Your company: The Contractor box fills automatically from your assigned email. It is locked, and you cannot view or choose another contractor.
- Request an estimate: Open Contractor Portal. Enter the required Project Manager Name, job/customer name, job type, job address, and dimensions. Add the ready date, materials, notes, and photos or PDFs when available, then select Submit Estimate Request.
- Review status: Use the portal to see safe estimate status information for your assigned company. No company financial pages or amounts are available.
- Jobs and schedule: View Upcoming Jobs and the read-only calendar. You may change only the ready date for a job assigned to your company. Affordable Outdoor Creations controls the final schedule.
- Notifications: The bell shows assigned estimate requests, service requests, approved estimates, and relevant upcoming-job/calendar updates.
- Help and security: Never share your password. Select Sign Out when finished, especially on a shared device. Contact Phillip@AocJax.com, Alena@AocJax.com, or 904-729-1973 for help.
Project Manager Business Hub Instructions
Affordable Outdoor Creations Inc. — secure project-manager access
- Sign in: Open the Business Hub, enter your assigned email and password, then select Sign In. If your account is waiting for approval, contact Affordable Outdoor Creations.
- Your company and name: Your assigned contractor company fills automatically and is locked. Confirm that Project Manager Name is filled in; it is required on every request.
- Request service: Open Project Manager Portal. Choose the job type and enter the job/customer name, address, dimensions, and requested information. Add photos or PDFs when available, then select Submit Service Request.
- Estimate status: You may see only Estimate Requested, Estimate Complete, Estimate Approved, or Estimate Declined. Approved alerts never include dollar amounts, prices, costs, invoices, payroll, profit, or any other money information.
- Notifications: The bell shows service requests, approved estimates without finances, and relevant upcoming-job/calendar updates. Project managers do not receive contractor estimate-request alerts.
- Jobs and ready dates: View Upcoming Jobs and update only a ready date assigned to your company.
- Calendar: View the company calendar as read-only. Affordable Outdoor Creations controls scheduling and calendar changes.
- Help and security: Never share your password. Select Sign Out when finished, especially on a shared device. Contact Phillip@AocJax.com, Alena@AocJax.com, or 904-729-1973 for help.