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Search practical Maxx guides for setup, jobs, scheduling, payments, client portal links, AI answering, and technician workflows.
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Set up your company workspace
Create the contractor account, add business details, and use the launch checklist to see what still needs attention.
Add a customer and property
Customers can have multiple properties, and jobs, equipment, invoices, and portal links are tied to a property.
Schedule and dispatch a job
Use the schedule board or job form to put work on the calendar and assign it to a technician.
Complete a job and request release confirmation
Mark a job complete, record the final notes, and start the release workflow if a held payment exists.
How completion-based payment holds work
Customers can pay before completion, but release waits for the configured confirmation workflow.
Share a client portal link
Send a private property workspace where customers can view job updates, invoices, receipts, equipment, and release confirmations.
Use the mobile technician portal
Technicians can see assigned work, call or text the customer, route to the address, add notes, start work, and mark jobs complete.
Set up AI phone answering
AI answering captures missed and after-hours calls, detects urgency, creates leads, and alerts the contractor.
Convert an AI call lead
Turn an AI-captured phone call into a customer, property, job, or estimate.
Create estimates and invoices
Build estimates with line items, convert accepted work into invoices, and track payment status.
Add HVAC equipment records
Track equipment by property and use HVAC-specific fields without hardcoding them into core CRM records.
Manage team access and roles
Invite owners, admins, technicians, and support users with the right level of access.
Fix a client portal link that is not working
Use this when a customer says their private portal link is inactive, expired, missing records, or showing the wrong information.
Prepare for production launch
Finish external setup before accepting real customers, payments, calls, or production support requests.
Getting started
Set up your company workspace
Launch setup, workspace basics, and production readiness.
Create the contractor account, add business details, and use the launch checklist to see what still needs attention.
Steps
- 1Open Onboarding and enter the company name, trade, phone number, website, and service area.
- 2Go to Settings and review the launch readiness checklist.
- 3Add team members before inviting technicians or office staff.
- 4Use Launch to walk through the demo flow before giving the platform to real customers.
Tip
If the app says mock mode is active, production auth or required environment variables still need attention.
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