Product
Everything a trade business runs on, in one place.
JobStack isn't a toolbox of disconnected features. Email feeds the board, the board feeds the calendar, the calendar feeds job costs. Here's how each piece works.
Email & AI triage
The inbox that files itself.
Connect a Gmail account or forward mail to your workspace's private address. As email arrives, JobStack reads it and works out what it means for your business: a new enquiry, a change to an existing job, an attachment that belongs with the plans.
Each conclusion becomes a suggestion in your inbox queue. Approve it and the job, task or link is created; dismiss it and it's gone. Emails that can't be matched wait in an “unmatched” tab so nothing quietly disappears.
- Gmail sync
- Read-only OAuth connection, polled every five minutes. Your mail stays in Gmail.
- Forwarding address
- Every workspace gets its own address. Forward anything to it — from any mail system.
- Many-to-many linking
- One email about three sites links to all three jobs. The thread stays whole.
- Sender matching
- Client contacts are matched by sender, so a builder's fifth email lands on the right job.
Jobs board
A pipeline you can read from across the room.
Jobs move across a Kanban board through stages you define — the default pipeline runs from New Enquiry to Complete, but rename, reorder and recolour to match how your business actually works. Drag a card, and the whole team sees it move.
Three signals per job
Stage tells you where it is in the pipeline. A status label tells you its health — on track, blocked, waiting on client. Outcome tells you if it was won or lost. Three questions, three answers, one card.
The whole job in one view
Open a job and everything's there in tabs: overview and AI summary, the email thread, tasks, the schedule, quotes, expenses and variations, files and photos, and a full activity timeline.
AI summaries & missing info
Long email threads get a plain-English summary, and the AI flags what a job is missing — no site address, no confirmed date — before it bites you on the day.
Scheduling
Plan the month, run the week.
The calendar has two speeds. Month view for planning ahead — installs, measures, deliveries, each with its own colour. Then the weekly crew grid for the sharp end: one row per crew member, one column per day, so a double-booking is obvious before it happens.
- Event types you define — install, measure, delivery, defect fix
- Multi-day events with start and end dates, filtered by type or staff
- Assigning crew sends a push notification to their phone
- Each staff member's hourly cost turns scheduled time into estimated labour cost on the job
AI quoting
Your pricing brain, written down once.
Quoting rules live at the workspace level: your rates, your minimum charges, the things you always exclude, written in plain English. When it's time to quote, choose which emails, files and notes the AI should read, and it drafts the whole thing — priced your way.
Pick the sources
Tick the emails, plans and notes that describe the work. The AI reads only what you select.
Get a draft
Line items, inclusions, exclusions and assumptions — plus open questions where the info ran out.
Make it yours
Edit every line in the builder. Nothing goes to a client that you haven't looked at.
Send the PDF
A clean, branded quote with GST handled. When it's accepted, the job's value updates itself.
Money
Every dollar on the job, while the job is live.
Most tradies find out a job lost money when the accountant tells them. JobStack keeps a running P&L on every job so you can steer while it still matters.
Variations with a paper trail
“Can you also just…” becomes a variation: proposed, approved or rejected, each with its cost impact. Approved variations roll into the job's effective value automatically — so scope creep gets paid for instead of absorbed.
Expenses where they belong
Materials, subbies, skip bins — log expenses against the job from the office or the site. Costs sit next to the value they were spent earning, not in a shoebox of receipts.
Labour from the schedule
Each crew member has an hourly cost. Scheduled hours multiply out to an estimated labour cost per job — no timesheet ceremony required to get a usable number.
Margin at a glance
Gross profit and margin percentage are computed live from value, variations, expenses and labour. The dashboard adds it up across the pipeline so you know what the month looks like.
Clients
A CRM that fills itself in.
Clients, their contacts, and their whole job history in one place. Because contacts carry email addresses, inbound mail matches to the right client automatically — the CRM gets more useful every week without anyone doing data entry.
- Multiple contacts per client — the PM, the site super, accounts
- Every job you've done for them, with values and outcomes
- Billing email on file for quotes and paperwork
Mobile app
Built for a ute dashboard, not a desk.
The iOS and Android app mirrors the day-to-day: today's schedule, jobs, tasks, calendar and clients. It's deliberately simple for the crew, with the day's data cached on the phone so poor reception on site doesn't stop anyone working.
Today screen
Schedule, next tasks and stats the moment the app opens. The 6am question — “where am I going?” — answered before it's asked.
Photos from site
Shoot and upload straight to the job, tagged before, during, completed or defect. They feed the completion pack PDF automatically.
Tasks & comments
Crew tick off tasks, leave comments and see updates. The office sees progress without a single phone call.
Push notifications
Assigned to a job or task? The phone buzzes. Schedule changed? Same. No group-chat archaeology.
Money on the go
Owners and office staff can log expenses and variations from site, and check a job's numbers between meetings.
Offline-friendly
The day's schedule and jobs are cached for 24 hours, so basements and black spots aren't a problem.
Control & roles
The right people see the right things.
Four roles map to how a real trade business is structured — and every AI action sits behind your approval, logged on the job it touched.
| Role | Who it's for | What they see |
|---|---|---|
| Owner / Admin | You, and whoever runs the office with you | Everything — plus settings, users, mailboxes, quoting rules, AI settings and billing |
| Manager | Whoever runs the work day to day | Jobs, clients, inbox, quoting and money, and schedules the crew — no workspace settings |
| Sales | Estimators and anyone chasing new work | Enquiries, clients, inbox, quotes and pricing, plus every job and the full calendar — but doesn't move the schedule |
| Supervisor | Leading hands and factory supervisors | Every job, the whole schedule and company priorities; assigns tasks and updates production status — never enquiries or pricing |
| Team Member | Installers and site crew | Only jobs they're crewed on, their tasks and schedule — never clients, pricing or the inbox |
| Multi-workspace | People across more than one business | Separate workspaces with separate data, one login, switch in two clicks |
And the rest, because details matter
Completion packs
One-click PDF of the job's photos by tag — proof of work for builders and clients.
Daily digest
A morning email with today's schedule, overdue tasks and what needs quoting.
Activity timeline
Every change on every job, by human or AI, in one scrollable history.
Google sign-in
One-tap login with the Google account your business already runs on.
Custom stages
Rename, reorder and recolour pipeline stages to match your workflow.
Status labels
On track, blocked, waiting on client — health flags you define.
File tagging
Plans, docs, before/after photos — organised the way a job actually unfolds.
Workspace invites
Email invitations with role pre-set. New staff are productive in minutes.