Dashboard
Secure private company workspace.
Job Type Count
Monthly Spending
Contractor Totals — Monthly & Yearly
| Contractor / Income Source | This Month | This Year |
|---|
Expense Running Totals — Monthly & Yearly
Employee Payroll — Year to Date
| Employee | Gross Pay | Social Security Withheld | Medicare Withheld | Federal Withholding | Net Pay |
|---|
Profit & Loss Per Job
| Job | Income | Expenses | Profit / Loss |
|---|
Mileage Totals
Add / Edit Schedule Entry
Upcoming
Add / Edit Master Job
Type the job name once here. Saving it makes the job available in Estimates, Transactions, Mileage, Calendar, Invoices, Timesheets, Profit & Loss, and Reports.
Customers & Jobs
| Job | Homeowner | Contractor | Job Type | Status | Start | Price | Projected Materials | Projected Labor | Projected Profit | Actions |
|---|
General Job Sheet
Search a job, customer, address, or contractor to see its complete master-job record at a glance.
Estimates
Every checked job type opens its worksheet below as part of the same estimate.
Incoming Estimate Requests
Open a request to load its details into the estimate form above.
All Estimates
All saved estimates with their current status.
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.
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
Calendar — Read Only
Service Requests
| Date | Job | Type | Ready Date | Stage | Contractor |
|---|
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
Invoice numbers are assigned automatically, but administrators may change one when needed. Duplicate invoice numbers are not allowed. Record payments below instead of manually marking an invoice Paid.
Invoice Tracking & Completion
All invoices remain in the ledger. Financial totals exclude void invoices; overdue status is calculated from the unpaid balance and due date.
| Invoice # | Date | Due | Job | Contractor | Invoice | Paid | Balance | Status | Actions |
|---|
Invoice Totals by Contractor
Running invoice counts, totals, payments, remaining balances, and overdue balances for each contractor.
| Contractor | Invoices | Total Invoiced | Paid Invoices | Paid | Unpaid Invoices | Unpaid | Overdue |
|---|
Record an Invoice Payment
Choose the job name first. Its invoice, assigned contractor, invoice total, recorded payments, and remaining balance fill automatically.
Overdue Invoice Tracker & Reminders
Every unpaid invoice past its due date stays here until paid or voided. Choose a reminder date and time to add it to the admin reminder list.
| Invoice # | Due Date | Days Overdue | Job | Contractor | Balance | Reminder |
|---|
Invoice Payment History
Permanent payment entries are kept with their invoice, job, and contractor.
| Date | Job | Invoice # | Contractor | Method / Reference | Amount | Notes |
|---|
Profit & Loss by Job
| Job | Job Type | Master Job Price / Income Received | Projected Materials | Projected Labor | Projected Profit | Projected Time Frame | Actual Time Frame | Actual Materials | Material Difference | Actual Labor | Labor Difference | Other Expenses | Allocated Mileage Cost | Actual Profit | Profit Difference | Records | Actions |
|---|
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 |
|---|
Daily Mileage Route
Stop 1 is always Home. Transaction stops follow in order, and the final stop is always Home.
Saved Daily Routes
| Date | Stops | Total Miles | Mileage Value | Actions |
|---|
Saved Stops — Home, Vendors / Payees
| Saved Stop | Address | Default Mileage |
|---|
Employee Payroll — Year to Date
Totals come from payroll entries saved in the Income & Expense ledger.
| Employee | Gross Pay | Social Security Withheld | Medicare Withheld | Federal Withholding | Net Pay |
|---|
Weekly Employee Timesheet
| Day | Date | Start | End | Hours | Job 1 | Job 2 | Job 3 | Notes |
|---|---|---|---|---|---|---|---|---|
| Weekly Total | 0.00 | |||||||
Saved Weekly Timesheets
| Week | Employee | Total Hours | Payroll Cost | Actions |
|---|
Master Materials & Pricing
All estimate and job materials are kept here with their vendors, item numbers, units, prices, and ordering links. Updating a price here updates the matching estimate worksheets.
| Material | Vendor | Vendor Email | Model / Item | Unit | Unit Price | Order |
|---|
Order buttons open the retailer or prepare an email order for the selected material.
Master Business Supply List
General supplies and estimate materials are together in this one master tab. Order Now opens the saved vendor or product 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.
Email Signatures
Open the image you need, then copy it into Gmail Signature settings.
Address Book — Add or Edit Contact
Contractor addresses are pulled in automatically from the contractor contact list. Mark a contact as Invoices to add that email to outgoing invoices for the listed company.
Address Book
| Name | Company | Address | Phone | Type | Notes | Actions |
|---|
Copy & Paste Information
Use these boxes for information you need to paste, keep, or copy again later. Select Save Information to keep all boxes in the secure admin Hub.
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 |
|---|
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 Administrators
Phillip Vaughn — Phillip@AocJax.com — Company Admin
Alena Wright — Alena@AocJax.com — Company Admin
Approved Sign-In Roster
Admin-only approved accounts. Add a new person, edit their name, role, or assigned company, deactivate access, or delete the roster entry.
| Company | Name | Role | Setup Status | Account Actions | |
|---|---|---|---|---|---|
| Loading the approved roster… | |||||
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, phone/tablet, and troubleshooting instructions.
Downloadable Training Videos
Captioned step-by-step training for account setup, complete estimate requests, office review, and approval.
Email Role Instructions
Choose anyone already on the contractor or project-manager roster, or enter a new-hire email address, then open the correct instructions in Gmail.
Home Screen Notifications & Badge
Install the Hub on the Home Screen, then enable alerts. The app icon badge follows unread Hub notifications.
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 | Status and assigned job details only; no totals or prices | Status only: Requested, Complete, Approved, or Declined |
| Invoices | Not shown; admin-only financial record | Not shown; admin-only financial record |
| Notifications | Estimate requests, completed estimates, approvals, and schedule updates without financial amounts | 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 estimate status: The portal shows status and assigned job details only. Estimate totals, prices, invoices, payments, costs, payroll, income, expenses, mileage, and profit remain admin-only.
- Jobs and schedule: Upcoming Jobs contains work waiting for final scheduling. Once an administrator schedules a job, it moves out of Upcoming Jobs and remains on the read-only calendar. You may change only the ready date for a job assigned to your company.
- Notifications: The bell shows assigned estimate requests, completed estimates, approvals, and relevant upcoming-job/calendar updates without financial amounts. Project-manager service requests remain with the office until the estimate is complete.
- 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: Upcoming Jobs contains work waiting for final scheduling. Once an administrator schedules a job, it moves out of this list and remains on the calendar.
- 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.
Reports
Saved Bank Statement Reports
Every statement ending saved from Transactions appears here automatically.
| Statement End Date | Transactions | Income | Expenses | Net | Actions |
|---|