[{"id":"accounting","title":"Accounting","category":"accounting","categoryTitle":"Accounting","description":"Full double-entry accounting for your drilling business - receivables, payables, banking, job costing, and financial reports","headings":"The tab bar Reports at a glance Sales Tax Liability Form 1099-NEC Recurring invoices Settings How it connects to the rest of DrillerDB Related topics","content":"Accounting The Accounting module is DrillerDB's built in double entry bookkeeping system. It turns the invoices, bills, payments, and field work already in your account into a real general ledger so you can run a Profit & Loss, reconcile a bank account, track job profitability, and hand a clean package to your CPA without leaving the console. Open Accounting from the console navigation (the calculator icon in the Work group). Inside, a tab bar across the top moves you between every accounting surface. DrillerDB keeps its own set of books. You can run entirely inside the console, or connect QuickBooks (Online or Desktop) so entries sync both directions. QuickBooks is optional nothing here requires it. The tab bar Every area below is a tab at the top of the Accounting page. Tab What it does Dashboard Financial overview month to date revenue, expenses, and net income, plus A/R and A/P totals, cash balance, a books health score, cash commitments, and the QuickBooks sync state. Chart of Accounts Your list of general ledger accounts (assets, liabilities, equity, revenue, expenses). See Chart of Accounts. Journal Entries Manual and system generated double entry transactions, with post/void/reverse controls. Covered on the Chart of Accounts page. Receivables Money customers owe you A/R aging, statements, credit memos, collections, and finance charges. See Receivables. Payables Money you owe vendors bills, vendors, payments, recurring bills, vendor credits, 1099 tracking, and A/P aging. See Payables. Service Contracts A company wide list of recurring service agreements across all customers (interval, cost, billing method, next due date). Banking Bank and credit card accounts, transaction register, bank feeds, reconciliation, rules, CSV import, and undeposited funds. See Banking. Reports Financial statements and controls Profit & Loss, Balance Sheet, Trial Balance, Cash Flow, General Ledger, plus construction reports and tax filings (see below). Job Costing Budget vs. actual vs. billed for every project, WIP, retainage, and AIA workflows. See Job Costing. AIA Billing G702/G703 progress billing for construction contracts. See AIA Billing. Settings GL configuration, sales tax settings, the QuickBooks integration, user roles, and the migration wizard (see below). Reports at a glance The Reports tab groups every report into cards: Core Statements Profit & Loss, Balance Sheet, Trial Balance, Cash Flow Statement, General Ledger, plus a Health Check. Each supports a date range and a cash vs accrual basis. Construction Controls WIP Summary, Over/Under Billing, and Retainage Rollforward, plus a shortcut into the AIA Billing workspace. Tax and Compliance Sales Tax Liability and 1099 NEC Reporting. Scheduled Reports and Export Jobs queue a report to run on a weekly or monthly cadence, or export any statement to CSV, PDF, or XLSX. CPA Package bundle a period's statements for your accountant. Sales Tax Liability A dedicated report showing tax collected by jurisdiction for a period, with columns for taxable sales, non taxable sales, tax collected, and net due. It reconciles the subledger total against your GL Sales Tax Payable balance and flags whether the two are in balance. Export to CSV or print to PDF. Form 1099 NEC Year end contractor reporting. The tool lists every vendor paid $600 or more in the tax year on a 1099 tracked account, shows whether each has a TIN and W 9 on file, and generates a 1099 NEC PDF per vendor (only the last four digits of the TIN show on screen; the full number appears in the PDF). 1099 tracking is also surfaced on the Payables page. Recurring invoices The Recurring Invoices screen (reachable from Receivables and from the Accounting area) creates repeating invoice schedules. Pick a customer and a cadence Weekly, Every 2 weeks, Monthly, Quarterly, or Yearly set the start date and an optional end date or total number of runs, and choose whether to auto send each generated invoice. Each schedule shows its next run date and can be paused, resumed, or cancelled. Settings The Settings tab holds every accounting configuration option in collapsible sections: General Settings turn internal accounting on, and set your Sales Tax rate and label. Close Books lock a period once it is finalized. Auto Posting Configuration control which documents post to the ledger automatically. Payment Terms default terms (Net 15, Net 30, etc.). Chart of Accounts Template seed a standard chart. Integrations (QuickBooks) connect QuickBooks, manage the webhook, and enable tax by job site location. User Roles and Accountant Access control who can see and post accounting data. Migration Wizard a guided cutover (Chart of Accounts, Opening Balances, Validation, Cutover) for moving your books into DrillerDB. Posting Queue settings for how queued entries are processed. If you use QuickBooks Desktop, the QuickBooks Desktop sync status screen shows the live Web Connector state connection, queue depth (pending, in flight, failed), recent sync jobs, and controls to force a sync or retry failed jobs. Accounting is limited to admin, office, and accountant roles. Posting entries, voiding bills, and writing off invoices affect your financial statements grant access accordingly under Settings. How it connects to the rest of DrillerDB Customer invoices flow into Receivables as open A/R. See Payment Tracking and Creating Invoices. Vendor bills and expenses live in Payables . Approving an AIA draw creates a customer invoice and posts the ledger entry automatically. Project budgets, costs, and billing roll up into Job Costing . Related topics Billing & Invoices invoice creation, sending, and payment collection QuickBooks Integration accounting sync controls"},{"id":"depthmap/navigation","title":"Map Navigation","category":"depthmap","categoryTitle":"DepthMap","description":"Learn how to navigate the DepthMap, search for locations, and view well information","headings":"Quick Start: Find Wells Near an Address Step-by-Step Workflow Basic Navigation Panning the Map Zooming Searching for Locations Address Search Current Location Viewing Well Information Well Markers Opening Well Details Viewing Well Logs Map Controls Stats Badge Fullscreen Mode Export Tips for Efficient Navigation Keyboard Shortcuts Troubleshooting Related Topics","content":"Map Navigation The DepthMap interface provides clear controls for exploring water wells across the country. This guide covers the essential navigation techniques to help you find and view well data efficiently. Quick Start: Find Wells Near an Address 1. Enter address in the search box at top of map 2. Press Enter or click the search icon 3. Map centers on location and zooms in 4. Click well markers to view details 5. Click View Well Log for full construction report Use GPS coordinates (e.g., \"43.0731, 89.4012\") for precise locations. The search box accepts coordinates, addresses, city names, and ZIP codes. Step by Step Workflow 1. Enter address in the search box at top of map 2. Press Enter or click the search icon 3. Map centers on location and zooms in 4. Click well markers to view details 5. Click View Well Log for full construction report Basic Navigation Panning the Map Click and drag anywhere on the map to pan in any direction. On touch devices, use one finger to drag the map. The map smoothly follows your movements, allowing you to explore any area. Zooming Multiple options exist for adjusting the map zoom level: Mouse wheel Scroll up to zoom in, scroll down to zoom out Pinch gesture On touch devices, pinch to zoom out and spread to zoom in Zoom buttons Use the +/ buttons in the corner of the map Double click Double click anywhere to zoom in on that location The map supports zoom levels from viewing the entire country down to individual street level. Searching for Locations Address Search The search box at the top of the map accepts: Full addresses \"123 Main Street, Madison, WI\" City and state \"Milwaukee, Wisconsin\" ZIP codes \"53703\" Coordinates \"43.0731, 89.4012\" Type your search and press Enter or click the search icon. The map centers on the found location and zooms to an appropriate level. Current Location Click the GPS icon to center the map on your current location. Your browser will request permission to access location data. Once granted, a marker shows your position and the map zooms to show wells in your immediate area. This feature requires location permissions in your browser settings. Viewing Well Information Well Markers Wells appear as markers on the map. As you zoom in, individual well markers become visible. At wider zoom levels, wells are grouped into clusters showing the count of wells in that area. Opening Well Details Click any well marker to open an information panel showing: Well ID The unique identifier for this well Total Depth How deep the well was drilled Construction Date When the well was installed Owner Property owner at time of construction Address Location of the well Well Type Domestic, commercial, irrigation, etc. Viewing Well Logs From the well detail panel, click \"View Well Log\" to see the original construction report. Well logs include detailed information about: Formation layers encountered during drilling Casing depths and specifications Static water level Pump information Driller notes and observations Map Controls Stats Badge The badge in the corner shows the count of wells currently visible on the map at the current zoom level and location. Fullscreen Mode Click the fullscreen button to expand the map to fill your entire browser window. Press Escape or click the button again to exit fullscreen mode. Export The export button downloads a CSV file containing data for all wells currently visible on the map. Use this to analyze well data in spreadsheet applications. Tips for Efficient Navigation Start zoomed out to get an overview of well density in a region Use address search to jump directly to specific properties Click clusters to drill down into areas with many wells Combine with layers to see wells in context with parcel boundaries Keyboard Shortcuts Key Action Arrow keys Pan map in corresponding direction + / Zoom in / out Escape Close panels or exit fullscreen Double click Zoom in on location Troubleshooting Search not finding address? Try a more specific address with city and state Use ZIP code instead Enter GPS coordinates directly Current location not working? Allow location permission when browser prompts Check browser privacy settings Ensure location services are enabled on device Wells not appearing? Zoom in closer to see individual markers Enable Well Logs layer in bottom toolbar Check if area has well data coverage Related Topics Map Layers Toggle wells and parcels Map Tools Measure and estimate geology Understanding Well Data What's in a well log DepthMap Overview Features and pricing"},{"id":"geothermal/running-an-assessment","title":"Running an Assessment","category":"geothermal","categoryTitle":"Geothermal Estimator","description":"Step-by-step guide to running a geothermal site assessment from an address or coordinates","headings":"Step-by-Step: Run your first assessment What you get back Recent assessments Exporting Fair use If something goes wrong Related Topics","content":"Running an Assessment An assessment answers: what is the ground under this spot made of, and how well will it move heat? It takes about a minute. Step by Step: Run your first assessment Step 1: Open Geothermal in the left menu, under DATA . You land on the Estimator tab. Step 2: Fill in Address or coordinates under Site location . There is one box, and it takes either form: Typing an address brings up a suggestion list. You have to pick a suggestion the Run button stays greyed out until you do, because the address has not been resolved to a point yet. Pasting coordinates works immediately. Use latitude, longitude for example 38.8977, 77.0365 . The site echoes the parsed latitude and longitude back under the box so you can confirm it read them the way you meant. Coordinates are the reliable option on rural sites, where address lookup often lands the pin somewhere other than the job. Step 3: Set Bore depth (ft, optional) if you already have a target depth in mind. If you do not, leave it the default is 300 feet, and the assessment will suggest a better depth once it has read the geology. Step 4: Click Run geothermal assessment . Step 5: Wait for the result. If someone has already run this location recently, it comes back immediately. If it is a fresh location, it queues as a job and fills in when it finishes you do not have to sit on the page. Use New assessment in the top bar to start a fresh one, and Recent to reopen one you ran earlier. What you get back Ground properties thermal conductivity, heat capacity, density, specific heat, and undisturbed ground temperature for the site Aquifer flow which matters if you are considering an open loop system A per layer table the formations under the site and what each contributes A suggested bore depth the depth where the design stops getting meaningfully better An assessment narrative a plain language summary of what the numbers mean These values are meant to feed loop field sizing software directly, so you can take them straight into your design tool rather than re deriving them. All the numbers are calculated before the narrative is written, so the wording can never move a value. If the narrative and the table ever disagree, trust the table. Recent assessments Assessments you have run recently are listed so you can jump back to one without re entering the location. That list lives in your browser only it is not shared with your crew, and it will not follow you to another computer. If you want an assessment to persist for the company, save it as a ground loop design or export the PDF. Exporting Use the export button to save the assessment as a PDF . This is the version to send a customer or attach to a bid it carries the numbers, the layers, and the caveats together, so nobody reads a conductivity figure without the confidence that came with it. Fair use The add on allows 300 assessments per period . You will see a warning as you approach the limit, at 250. This is generous for normal bidding if you are hitting it, you are probably running a batch process and should talk to us rather than work around it. If something goes wrong Run button greyed out? You typed an address but did not pick one of the suggestions. Select one, or paste coordinates instead. Assessment will not run? Check the location resolved. A rural address can land the pin in the wrong spot; paste latitude and longitude directly if the map looks wrong. Confirm the add on is active on your account. Results look thin or the confidence is low? That usually means few nearby logs, not a broken estimate. See Reading Your Results. Related Topics Reading Your Results interpret what came back Ground Loop Designs turn this into a borefield Geothermal Estimator what the tool is and is not"},{"id":"getting-started/creating-account","title":"Creating Your Account","category":"getting-started","categoryTitle":"Getting Started","description":"Set up your DrillerDB account and configure your company","headings":"Quick Start: Create Account Step-by-Step Workflow Starting Your Account Free Trial Signup (New Companies) Signing In (Existing Accounts) Company Setup Basic Information Business Settings Initial Configuration User Roles & Permissions Admin Office Field Supervisor Driller User Inviting Team Members Troubleshooting Can't Sign In with Google Didn't Receive Verification Email Account Linking Forgot Password Security Features Next Steps Need Help? Related Topics","content":"Creating Your Account Getting started with DrillerDB is quick and easy. This guide walks you through creating your account, setting up your company, and inviting your team. Quick Start: Create Account 1. Start your free trial at drillerdb.com/sign up 2. Enter your company details and set a password 3. Choose your plan and start your 14 day free trial 4. Invite team members 5. Start creating projects New to DrillerDB? Create your account with the free trial signup at drillerdb.com/sign up. Already have an account? Sign in at console.drillerdb.com. Step by Step Workflow 1. Start your free trial at drillerdb.com/sign up 2. Enter your company details and set a password 3. Choose your plan and start your 14 day free trial 4. Invite team members 5. Start creating projects Starting Your Account Free Trial Signup (New Companies) New companies create their account through the free trial signup: 1. Go to drillerdb.com/sign up 2. Enter your company name and your name 3. Add your email address and phone number, and set a password 4. Choose your plan 5. Enter payment details to start your 14 day free trial A credit card is required to start the trial, but you are not charged until the 14 day free trial ends. You can cancel any time before then. The 14 day free trial covers the core DrillerDB plans only: Starter, Professional, and Enterprise, signed up at drillerdb.com/sign up. DepthMap is a separate $9.99/month subscription with no trial. It signs up at drillerdb.com/well map/sign up, and your card is charged $9.99 as soon as you confirm payment. See Managing Your DepthMap Subscription for the full billing terms. Signing In (Existing Accounts) Once your account exists, sign in at console.drillerdb.com. You can sign in two ways: Continue with Google one click authentication with your Google account. Nothing new to remember, and your account is verified automatically. Email and password sign in with the email address and password you set at signup. Signing in with Google is a fast option for most users there's no separate password to manage. Company Setup After creating your account, you'll configure your company settings: Basic Information Set up your company profile: Company Name Your business name as it appears on invoices Address Physical business address Phone & Email Primary contact information Website Your company website (optional) Business Settings Configure operational preferences: Time Zone Set your local time zone for scheduling Date Format Choose your preferred date display Currency Set billing currency Company Logo Upload your logo for invoices and reports Initial Configuration Choose your plan and features: Select subscription tier (Basic or Enterprise) Enable optional modules (Equipment, Inventory, Lab availability varies by brand) Set up billing information Configure notification preferences User Roles & Permissions You assign roles from Settings, and Accountant is invited from Accounting instead. The two apps offer slightly different pickers, so go by the list in front of you. What each role can open below describes the console. The classic app gates two of these roles differently, and both differences are called out where they apply: see Field Supervisor and User. Admin For owners and the people you trust with the account itself. Admins reach every page, including billing, users, security, integrations, and API keys. Office For coordinators and office staff. Projects, scheduling, invoices, accounting, contacts, communications, compliance, liens, inventory, and reports, plus general settings. An Office user can open Settings Billing and manage the card on file, but cannot change the plan, cancel the subscription, or manage users. Field Supervisor For the people running crews and jobs. Projects, scheduling, work orders, timecards, equipment, invoices, contacts, and reports. In the console Settings Billing is the only settings page they can open, and there they can see the plan and manage the card but not change the plan or cancel. On the classic app a Field Supervisor reaches the same pages an Office user does. Driller For field crews. Projects, work orders, timecards, equipment, maps, geology, and geothermal. No scheduling, no invoices, no contacts, and no settings. The console labels this role Field Tech (Driller) and the classic app labels it Field Tech . User Some accounts are stored under an older role value. The console shows it as User and the classic app shows it as Basic User , and the two apps treat it very differently, so check which one your people use before you rely on it. In the console it is not the limited role its name suggests. It opens what Office opens, with one exception: it cannot open Settings Billing . On the classic app it does not inherit Office's access and is refused by nearly every gated page. That does not make it a safe role: many actions are not role gated at all, so a User can still send a text or an email, add equipment, or start a bulk import. Pick Driller or Field Supervisor when you want a limited role you can describe, rather than one whose meaning depends on which app someone opens. User Roles has the full capability matrix. Choose user roles carefully. Admin users have full access to billing information, company settings, and can delete data. Inviting Team Members Add your team after initial setup: 1. Navigate to Settings in the sidebar 2. Click Users & Permissions 3. Click Invite User 4. Enter their email address 5. Select their role. The classic app lists Admin, Office, Field Supervisor, Field Tech, and Basic User. The console lists the same five, with Field Tech shown as Field Tech (Driller) and Basic User shown as User , plus a sixth entry, Legacy User (0) , for accounts stored under an even older value 6. Click Send Invitation The team member will receive an email with instructions to create their account and join your company. Troubleshooting Can't Sign In with Google If Google Sign In isn't working: Ensure pop ups are enabled for console.drillerdb.com Try clearing your browser cache Make sure you're using a supported browser (Chrome, Firefox, Safari, Edge) Check that cookies are enabled Didn't Receive Verification Email If you don't see the verification email: Check your spam/junk folder Verify you entered the correct email address Wait 5 10 minutes (emails can be delayed) Contact support@drillerdb.com for assistance Account Linking If you previously created an account with email and later try to sign in with Google using the same email address, DrillerDB will send you a verification email to link the accounts. Check your email and click the verification link to complete the linking process. Forgot Password Reset your password anytime: 1. Click \"Forgot password?\" on the sign in page 2. Enter your email address 3. Check your email for the reset link 4. Click the link and create a new password 5. Sign in with your new password Security Features DrillerDB uses industry standard security: HTTPS/TLS Encryption All data transmitted securely CSRF Protection Cross site request forgery prevention Session Management Automatic timeout for inactive sessions Secure Password Storage Passwords encrypted with bcrypt Role Based Access Control Granular permission management Next Steps Once your account is created: 1. Complete your company profile in Settings 2. Invite team members to collaborate 3. Explore the dashboard and familiarize yourself with the interface 4. Create your first project to start tracking work 5. Set up integrations like QuickBooks or Stripe (optional) Need Help? Resource How to Access In App Support Click Help icon in sidebar Email support@drillerdb.com Live Chat Available during business hours Documentation Browse this knowledge base Related Topics Dashboard Overview Learn the interface Navigation Basics Moving around the app User Roles Detailed permissions guide Users & Access Team management for detailed guides"},{"id":"getting-started","title":"Getting Started","category":"getting-started","categoryTitle":"Getting Started","description":"Learn the basics of DrillerDB and get up and running quickly","headings":"Quick Start Checklist What is DrillerDB? First Steps Step-by-Step: Get Started Navigation Overview Need Help? Related Topics","content":"Getting Started with DrillerDB Welcome to DrillerDB! This guide will help you get started with the platform and understand its core features. Quick Start Checklist Complete these steps to get up and running: Step Task Time 1 Create account or sign in 2 minutes 2 Complete company profile 5 minutes 3 Set up your team 5 minutes 4 Create first project 5 minutes 5 Explore dashboard features 10 minutes Most companies are fully operational within 30 minutes of signing up. No complex setup or IT support required. What is DrillerDB? DrillerDB is a complete web based application designed specifically for well drilling companies. It helps you manage: Feature Description Projects & Proposals Track jobs from quote to completion Customers Maintain your contact database Scheduling Plan and coordinate your team Equipment Track your fleet and maintenance Billing Create and send invoices Field Operations Log daily activities and reports First Steps Step by Step: Get Started 1. Log in to your account at console.drillerdb.com 2. Complete your company profile in Settings 3. Set up your team with appropriate roles 4. Explore the dashboard Get familiar with the navigation 5. Create your first project Start tracking a new drilling job Navigation Overview The left sidebar groups everything into sections. The most common ones: Section Purpose Dashboard Your at a glance overview and key numbers Projects Proposals and drilling jobs your main list Pump/Service Pump installation and service work orders Open Work Everything that still needs action Scheduling Plan and dispatch your crews Timecards Crew hours and time tracking Equipment Fleet and maintenance tracking Products & Services Your materials and service catalog Invoices Billing and payment tracking Accounting Financial reporting Contacts Customer and contact database Communications Email, text, and call history Maps View every job on a map Compliance State forms and permit paperwork Reports Business reports and exports Settings Company setup, users, and preferences Help Documentation and support Additional sections such as Geology, Lab, Liens, Rentals, Image Gallery, DVIR Inspections, and Shared Water Tests appear based on your plan and which features your company has enabled. Need Help? Resource How to Access Help Section Sidebar Help Email Support support@drillerdb.com Live Chat Available during business hours Documentation Browse this knowledge base Press ⌘K (Mac) or Ctrl+K (Windows) anywhere in the app to quickly search for projects, customers, and more. Related Topics Creating Your Account Sign up and company setup Set Up Your Team Review team access and prepare new users safely Create Your First Project Start a drilling project in the rebuilt console Dashboard Overview Interface orientation Navigation Basics Moving around the app Global Search Find anything quickly"},{"id":"integrations/mcp-server","title":"DrillerDB MCP Server","category":"integrations","categoryTitle":"Integrations & AI Assistants","description":"Connect DrillerDB to Claude, Microsoft Copilot, Cursor, and other AI assistants using the Model Context Protocol.","headings":"Server URL Registry name Requirements What it can do Security Full setup guide Related","content":"DrillerDB MCP Server The DrillerDB MCP server lets an AI assistant work with your DrillerDB account directly. Ask about jobs, customers, invoices, and well logs in plain English, and take approval gated actions like scheduling a job or sending an invoice. It is a hosted remote server. There is nothing to install or run yourself. Server URL Add that as a custom connector in your MCP client. The client discovers the sign in flow automatically from the server's OAuth metadata, so no API key is involved. Registry name Clients that read the official MCP Registry can find and install DrillerDB by this name instead of a pasted URL. Requirements An active DrillerDB account. Access is scoped to your own company, and you can revoke it at any time from your account. What it can do The server exposes 45 tools: 37 read tools and 8 write tools. Read covers drilling projects, customers, contacts, invoices, proposals, quotes, work orders, crews, schedules, field reports, project files, communications, equipment, inventory, timecards, compliance forms, geology, and well logs. Write covers attaching notes, submitting field reports, planning crew routes, updating job status, scheduling and dispatching jobs, importing vendor bills, and sending an invoice. Actions that contact a customer, move a crew, or affect billing are approval gated: the assistant pauses and waits for your confirmation before anything happens. Security Every request is scoped to your company by an ID bound to your sign in, never taken from the assistant's input Every tool call is audit logged with who, what, when, and the outcome Revoking the connector immediately invalidates its access Full setup guide Setup steps for each client, the permission scopes, the complete tool list, and troubleshooting live on the connector pages: DrillerDB MCP Server for AI Assistants Microsoft Copilot, ChatGPT, Cursor, Codex, and any MCP client DrillerDB Connector for Claude Claude specific setup notes Related AI Assistant overview Privacy Policy"},{"id":"timecards/hours-review","title":"Hours Review","category":"timecards","categoryTitle":"Timecards","description":"How to review employee hours and export timecard data","headings":"Quick Start: Review Employee Hours What You Can Review Step-by-Step: Audit One Employee Step-by-Step: Export for Payroll Troubleshooting Related Topics","content":"Hours Review Use the Hours tab to audit employee time records before payroll and investigate anomalies. Quick Start: Review Employee Hours 1. Open Timecards 2. Keep the Hours tab selected 3. Review employee totals and status indicators 4. Open employee detail for deeper inspection 5. Export CSV if needed What You Can Review Area Details Employee summary Recent hours and trend indicators Employee detail Daily entries, clock in/out, descriptions Export CSV output for payroll or audit workflows Step by Step: Audit One Employee 1. In Hours , click the target employee 2. Verify date range and total hours 3. Check each day's clock in/clock out values 4. Confirm notes/descriptions match expected work 5. Return to overview or export detail data Step by Step: Export for Payroll 1. Open Timecards Hours 2. Confirm the current list reflects the intended period 3. Click Download CSV or detail level export 4. Validate file columns before payroll import 5. Store export with payroll period records Troubleshooting Hours look wrong? Refresh the timecards panel Reopen employee detail view Confirm timezone assumptions for clock entries Export missing data? Re run export after refreshing Confirm user/period filters before exporting Related Topics Timecards Timecards overview Time Off Approvals Review pending requests Troubleshooting General issue recovery"},{"id":"accounting/receivables","title":"Receivables","category":"accounting","categoryTitle":"Accounting","description":"Track what customers owe you - A/R aging, statements, credit memos, collections, and finance charges","headings":"AR Aging Statements Credit Memos Collections Finance Charges Related topics","content":"Accounts Receivable The Receivables tab is where you manage everything customers owe you. Open invoices from your billing workflow land here automatically, and this is where you age that balance, send statements, issue credits, work overdue accounts, and assess finance charges. Open Accounting Receivables . The page header reads \"Accounts Receivable Aging, statements, credits & collections,\" and a Set up recurring link in the top right jumps to recurring invoice schedules. Individual invoice payments are recorded on the invoice itself (see Payment Tracking). Receivables is the account level view it rolls those open balances up into aging, statements, and collections. The page has five tabs: AR Aging , Statements , Credit Memos , Collections , and Finance Charges . AR Aging The default tab. It buckets every customer's open balance by how overdue it is. 1. Set the As of date. 2. Click Run . 3. Read the six summary cards: Current , 1 30 Days , 31 60 Days , 61 90 Days , 90+ Days , and Total . 4. Below the cards, the aging table lists each customer with columns Customer , Current , 1 30 , 31 60 , 61 90 , 90+ , and Total , with a Totals row at the bottom. 5. Click any customer row to drill in. The Open Invoices panel shows that customer's open invoices with Invoice # , Date , Due Date , Amount , Balance , and Days Past Due . Bucket Meaning Current Not yet past due 1 30 1 to 30 days past due 31 60 31 to 60 days past due 61 90 61 to 90 days past due 90+ 90 or more days past due Statements Generate a customer account statement covering a date range. 1. Go to Statements . 2. Pick a Customer . (With a long customer list, the picker switches to type ahead search type two or more characters.) 3. Optionally set a From and To date. 4. Click Preview to render the statement inline, PDF to download it, or Email to queue it to the customer. Statements are built from the customer's open invoices and payments. Credit Memos A credit memo reduces what a customer owes for a return, an adjustment, or an overpayment and can be applied against their open invoices. Create a credit memo: 1. Go to Credit Memos , click New Credit Memo . 2. Fill in Credit Memo Customer , Credit Memo Date , Credit Memo Amount , and a Credit Memo Memo (the reason for the credit). 3. Click Save Credit Memo . Apply it to open invoices: 1. In the credit list, click a credit number to open its detail. The list shows Credit # , Customer , Date , Amount , Applied , Remaining , and Status . 2. In the Apply to Open Invoices table, enter an Apply Amount against one or more invoices. 3. Click Apply Credit . The system checks the amount against the remaining credit and each invoice's balance. A credit's status shows as applied (green), partial (yellow), or open, and the Amount / Applied / Remaining columns track how much of it is used. Collections The collections queue surfaces accounts that are at least 30 days past due so you can chase them. 1. Go to Collections , set the As of date, and click Run . 2. The queue lists each overdue customer with Customer , Overdue , Oldest Due , Days , Last Contact , and Actions . (\"Last Contact\" reads \"Never\" if you have not reached out.) 3. For any row, click Remind to queue a collection reminder email to the customer. 4. Or click Write Off to write the balance off as uncollectable. Writing off an invoice: 1. Click Write Off on the customer's row. 2. Choose the Invoice , set the Write Off Date and Amount (it pre fills to the invoice balance). 3. Pick a Write Off Account (an expense account) and the A/R Account , and enter a Reason . 4. Click Post Write Off . This posts a journal entry that clears the receivable. Posting a write off is a permanent accounting entry it debits your write off expense account and credits A/R. Confirm the amount and accounts before posting. Finance Charges Assess interest on overdue balances and post the charges as journal entries. 1. Go to Finance Charges and set: As of date Annual Rate (%) defaults to 18.00 Grace Days defaults to 30 Min Balance defaults to 1.00 the A/R Account and the Finance Charge Income account 2. Click Preview to calculate charges. Eligible overdue invoices are listed and pre selected, with columns for Due , Invoice , Customer , Days , Overdue , and Charge . 3. Uncheck any you want to skip (or use the header checkbox to select/deselect all). 4. Click Post Charges . Each charge posts as a journal entry debit A/R, credit Finance Charge Income. Related topics Payment Tracking record and monitor payments on individual invoices Creating Invoices where the open invoices in aging come from Invoice Reminders automated overdue follow ups Payables the accounts payable side"},{"id":"customer-portal/proposal-approval","title":"Proposal Approval","category":"customer-portal","categoryTitle":"Customer Portal","description":"Enable customers to review and approve proposals online","headings":"Quick Start: Customer Approval Process Customer Actions in Portal Step-by-Step Workflow Customer Experience Approval Workflow Proposal Revisions Email Tracking Security and Access Control Integration with Sales Process Troubleshooting Related Topics","content":"Proposal Approval DrillerDB's customer portal streamlines the proposal approval process by allowing customers to review, approve, and request changes to proposals entirely online. This self service approach reduces friction in the sales process and accelerates project timelines. Quick Start: Customer Approval Process 1. Customer receives email with proposal link 2. Clicks link to view proposal details 3. Reviews line items, pricing, and terms 4. Clicks Approve or adds comments for changes 5. Your team receives instant notification Track proposal engagement using email open and portal view tracking. This helps you time follow up calls when customers are actively reviewing your proposal. Customer Actions in Portal Action Result Your Notification View proposal Access logged Optional alert Approve Project status updates Instant notification Request changes Comment added Instant notification Download PDF Copy saved None Step by Step Workflow 1. Customer receives email with proposal link 2. Clicks link to view proposal details 3. Reviews line items, pricing, and terms 4. Clicks Approve or adds comments for changes 5. Your team receives instant notification Customer Experience When you send a proposal, customers receive an email containing a secure link to view their proposal details. The link provides token based authentication, ensuring only authorized recipients can access proposal information. No customer account creation is required, reducing barriers to engagement. The proposal view presents all project details in a clean, easy to read format. Customers can review line items, pricing, project scope, and terms at their convenience. The interface works seamlessly on desktop computers, tablets, and mobile devices, allowing customers to review proposals wherever they are. Approval Workflow Customers can approve proposals with a single click. When approved, the system immediately notifies your team, allowing rapid transition from proposal to project execution. This instant notification eliminates delays from missed emails or lost paperwork. If customers have questions or want to request changes, they can add comments directly in the portal. These comments are delivered to your team in real time, enabling quick responses and proposal revisions. The entire conversation history remains visible, preventing miscommunication and maintaining context. Proposal Revisions When customers request changes, you can update the proposal in DrillerDB and the customer automatically sees the revised version through their existing secure link. No need to send new emails or generate new access links. Customers can compare versions and approve the updated proposal when satisfied. The system tracks all proposal versions and approval attempts, creating a complete audit trail of the negotiation process. This documentation proves valuable for understanding customer requirements and resolving any future disputes about agreed terms. Email Tracking DrillerDB tracks when proposal emails are opened and when customers view proposal details in the portal. This visibility helps you understand customer engagement and time follow up communications effectively. Know when to send a reminder versus when a customer is actively reviewing your proposal. Email tracking provides insights into the sales process, showing average time from proposal delivery to approval. Use this data to improve proposal templates, pricing strategies, and follow up timing. Security and Access Control Proposal access uses cryptographically secure tokens that expire after a configurable period. This security approach protects sensitive pricing information while maintaining convenience for legitimate customers. Tokens can be regenerated if a customer loses access or needs to share the proposal with additional stakeholders. The system logs all proposal access attempts, providing visibility into who viewed proposals and when. This audit trail supports security requirements and helps track engagement from customer teams with multiple decision makers. Integration with Sales Process Approved proposals automatically trigger workflow transitions in DrillerDB. Project status updates, team notifications, and scheduling processes can begin immediately upon customer approval. This automation eliminates manual status updates and reduces the time from sale to project start. Proposal data flows seamlessly into project records, ensuring information consistency throughout the project lifecycle. Customer requirements, special instructions, and pricing details documented during the proposal phase remain accessible to field crews and project managers. Troubleshooting Customer can't find approval email? Check customer's spam/junk folder Verify email address is correct Resend proposal from DrillerDB Approval link expired? Generate new portal link from proposal Links expire after configurable period Customer must use new link to access Customer approved but status didn't update? Check for network/sync issues Verify approval was fully completed Manually update status if needed Customer comments not appearing? Check notification settings Review proposal activity log Refresh proposal view Related Topics Invoice Payments Accept payments Document Access Share documents Proposals Create proposals DrillPath Milestones Track approval status"},{"id":"customers/contacts-overview","title":"Contacts Overview","category":"customers","categoryTitle":"Customer Management","description":"Learn how to navigate and search your contact database","headings":"Quick Start: Find a Contact Opening Contacts Searching How to Search What You Can Search Sorting Card and Table Views Filtering by Role Opening a Contact Pagination Troubleshooting Related Topics","content":"Contacts Overview Contacts is DrillerDB's central contact database a single place for everyone you work with: property owners, builders, pump installers, vendors, and subcontractors. Use it to find, add, and manage contact records across your whole operation. Quick Start: Find a Contact 1. Click Contacts in the sidebar 2. Type a name, phone, email, or address in the search bar 3. Click a row to open the contact Opening Contacts 1. Click Contacts in the sidebar (under the People group) 2. Your contact list loads, 100 records per page 3. Use the pagination controls at the bottom to move between pages The header also has three quick actions: Add Contact , Import (CSV), and Export CSV . Searching How to Search 1. Click the search bar at the top of the list 2. Type at least two characters 3. Results filter automatically as you type (after a short delay) What You Can Search Field Examples Name \"Smith\", \"John\" Company \"ABC Construction\" Address \"123 Main\", \"Elm Street\" City \"Madison\", \"Milwaukee\" Phone \"555 1234\", \"5551234\" Email \"john@email.com\" One search box covers all of the fields above at once. Typing a phone number matches whether it lives in the primary or cell field. Sorting Use the Sort dropdown above the list: Sort Option Best For Name A Z Finding someone by name (default) Recently updated Seeing contacts changed most recently Your choice is remembered the next time you open Contacts. Card and Table Views Toggle between two layouts with the view switch next to the sort dropdown: View Best For Cards Scanning contacts on a phone or tablet Table Comparing many contacts by column on desktop The table view shows these columns: Column Description # Row number on the current page Type Owner, Builder, Pump Installer, Customer, Vendor, or Sub Name Person or company name Updated How recently the record changed City City and state Address Street address Phone Primary or cell phone Email Primary email address Your view choice is remembered between visits. Filtering by Role Use the filter chips below the search bar to narrow the list by role: Filter Shows All Every contact Owners Contacts flagged as project owners Builders Contacts flagged as builders or contractors Pump Installers Contacts flagged as pump installers See Contact Types for how these roles are set. Opening a Contact 1. Find the contact in the list 2. Click anywhere on the row (or the name) 3. The contact detail page opens with projects, invoices, communications, and more Pagination The list loads 100 contacts per page. Use Previous and Next at the bottom to page through larger databases; the footer shows the current page and total page count. Searching or filtering resets you to the first page of matching results. Troubleshooting Search not finding results? Enter at least two characters Try partial matches (e.g., \"smith\" instead of \"John Smith\") Try the phone number without dashes Check spelling Wrong contacts appearing? Set the role filter back to \"All\" Clear the search bar Can't see a contact you just added? Clear any active search or filter New contacts open on their own detail page right after you save them Related Topics Adding Contacts Create new contacts Contact Types Types and roles Customer History Projects, invoices, and communications Consolidating Duplicates Merge duplicate records"},{"id":"depthmap/layers","title":"Map Layers","category":"depthmap","categoryTitle":"DepthMap","description":"Learn about the map layers available in DepthMap including well logs and parcel boundaries","headings":"Quick Start: Toggle Map Layers Available Layers Step-by-Step Workflow Bottom Toolbar Well Logs Layer What You See Well Data Data Sources Parcel Boundaries Layer What You See Use Cases Coverage Layer Combinations Performance Considerations Layer Visibility at Different Zoom Levels Troubleshooting Related Topics","content":"Map Layers DepthMap provides several data layers that can be toggled on and off to customize your view. These layers add context to well locations and help you understand the geographic landscape. Quick Start: Toggle Map Layers 1. Look for the bottom toolbar on the map 2. Click a layer button to toggle it on/off 3. Active layers show a highlighted button state 4. Combine layers to see wells with parcel context Enable both Well Logs and Parcel Boundaries together to see which property each well belongs to. This combination is ideal for site assessments. Available Layers Layer Shows Best For Well Logs Water well markers and data Finding well information Parcel Boundaries Property lines Understanding land ownership Step by Step Workflow 1. Look for the bottom toolbar on the map 2. Click a layer button to toggle it on/off 3. Active layers show a highlighted button state 4. Combine layers to see wells with parcel context Bottom Toolbar The bottom toolbar contains toggle buttons for each available layer. Active layers show a highlighted button state. Click a button to toggle the layer on or off. Well Logs Layer The Well Logs layer displays registered water wells from public records. This is the primary data layer in DepthMap. What You See When enabled, wells appear as markers on the map. At wider zoom levels, nearby wells are grouped into clusters showing the count of wells in that area. Zoom in to see individual well markers. Well Data Click any well marker to view: Well identification number Total depth drilled Construction date Property owner (at time of construction) Well type (domestic, commercial, irrigation) Static water level Link to original well log Data Sources Well data comes from state geological surveys, environmental agencies, and public records. Coverage varies by state and by country. The database includes about 23 million well records worldwide and is updated regularly. Parcel Boundaries Layer The Parcel Boundaries layer displays property lines overlaid on the map. This helps identify which property a well belongs to and understand land ownership patterns. What You See Property boundaries appear as lines on the map. Some areas show more detailed boundary data than others based on available county records. Use Cases Identify property lines when locating wells Understand setback distances from property boundaries Verify well locations on specific parcels Plan new well locations relative to property lines Coverage Parcel data availability varies by county. Most areas have boundary data, though some rural regions may have limited coverage. Layer Combinations You can enable multiple layers simultaneously to see wells in context with property boundaries. Common combinations include: Wells + Parcels See which property each well belongs to Wells only Focus on well density and distribution Parcels only Examine property boundaries without well markers Performance Considerations Each active layer adds rendering load to the map. If you experience slowness: Disable layers you're not actively using Zoom in to reduce the number of visible features Allow the map to fully load before adding more layers Layer Visibility at Different Zoom Levels Some layers adjust their display based on zoom level: Zoom Level Wells Display Parcels Display Zoomed out Clustered markers Hidden Medium zoom Individual markers Boundaries appear Zoomed in Full detail with labels Full property lines Enabling multiple layers increases map rendering load. If performance slows, disable layers you're not actively using and zoom in to reduce visible features. Troubleshooting Parcels not showing? Zoom in closer—parcels appear at medium/close zoom levels Some rural areas have limited parcel data coverage Allow time for layer to load after toggling Wells appearing as clusters? Zoom in to see individual well markers Clusters indicate many wells in the area Click a cluster to zoom into that area Map loading slowly? Disable layers you're not using Zoom in to reduce visible features Check internet connection speed Related Topics Map Navigation Search and navigate Map Tools Measure distances Understanding Well Data What's in well logs DepthMap Overview Features and subscription"},{"id":"drillpath/milestone-tracking","title":"Milestone Tracking","category":"drillpath","categoryTitle":"DrillPath Milestones","description":"Visual progress tracking for drilling projects","headings":"Quick Start: Track Project Progress Milestone Status Indicators Step-by-Step Workflow Visual Timeline Interface Milestone Progress Indicators Automatic Milestone Advancement Milestone Dependencies Customizable Milestones Team Collaboration Historical Milestone Data Troubleshooting Related Topics","content":"Milestone Tracking DrillPath provides visual milestone tracking that transforms project management from status updates and spreadsheets into an clear timeline view. Each project progresses through clearly defined milestones from initial proposal through final payment, giving your entire team instant visibility into project status. Quick Start: Track Project Progress 1. Open a project from the Projects list 2. View the horizontal timeline at the top 3. Filled circles = completed milestones 4. Highlighted circle = current milestone 5. Unfilled circles = upcoming milestones Hover over any milestone to see when it was completed, who completed it, and any associated notes. This audit trail helps track project history. Milestone Status Indicators Indicator Meaning Action Needed ● Filled Completed None ◉ Highlighted In progress Current focus ○ Unfilled Upcoming Future task ⚠ Warning Blocked Resolve dependency Step by Step Workflow 1. Open a project from the Projects list 2. View the horizontal timeline at the top 3. Filled circles = completed milestones 4. Highlighted circle = current milestone 5. Unfilled circles = upcoming milestones Visual Timeline Interface Projects display as horizontal timelines with milestones represented as circles along the path. Completed milestones appear filled, while upcoming milestones remain unfilled. This visual representation makes project status immediately apparent without reading detailed status reports. The timeline automatically highlights the current milestone in progress, focusing attention on the next required action. Team members can see at a glance what needs to happen next to move each project forward, eliminating confusion about priorities and responsibilities. Milestone Progress Indicators Each milestone shows completion status with clear visual indicators. Completed milestones display with timestamps showing when they were accomplished and by whom. Upcoming milestones show estimated completion dates based on project schedules and historical data. When milestones are blocked by dependencies or missing information, the system highlights these blockers. Understanding what prevents progress enables rapid problem resolution and keeps projects moving toward completion. Automatic Milestone Advancement Many milestones update automatically based on actions in DrillerDB. When field crews submit tower up reports, the tower up milestone automatically completes. When invoices are sent, the invoicing milestone updates. This automation eliminates manual status tracking and ensures milestones remain accurate. Automatic advancement reduces administrative overhead while improving data accuracy. Team members focus on completing work rather than updating status systems, yet project tracking remains current and reliable. Milestone Dependencies DrillPath understands milestone dependencies and enforces logical project sequences. You cannot mark a well complete before tower down is reported. You cannot invoice before work is completed. These dependency rules prevent data entry errors and maintain process integrity. Dependency enforcement guides users through proper workflows, especially valuable for new team members learning project management processes. The system prevents skipping required steps, ensuring compliance with company procedures and regulatory requirements. Customizable Milestones The milestone list is fixed at twelve steps, and you choose which of them your drill path shows. Turn off the ones your company does not track under Settings Drill Path , and the strip drops them on every project. You cannot define a new milestone of your own. The one milestone that moves is Permits. It sits in the Proposal stage by default, and companies that pull permits shortly before drilling can move it to the front of the Open Job stage. Both controls are covered in Drill Path Settings. Team Collaboration Milestones provide a shared language for discussing project status across teams. Field crews, office staff, and management all reference the same milestone framework, eliminating miscommunication about project progress. When discussing projects, team members can reference specific milestones rather than ambiguous status descriptions. This precision improves coordination and reduces errors from unclear communication about project state. Historical Milestone Data Completed projects maintain full milestone history, showing exactly when each phase was accomplished. This historical data supports process improvement efforts by revealing average time between milestones, common bottlenecks, and seasonal patterns in project duration. Analyzing milestone timing across many projects helps optimize scheduling, staffing, and resource allocation. Understanding typical project timelines enables more accurate customer communications about expected completion dates and improved capacity planning. Troubleshooting Milestone appears blocked? Check dependency requirements (previous milestones must be completed) Review blocker details shown in milestone popup Complete missing prerequisites before advancing Automatic updates not working? Verify the triggering action completed successfully Check that the action was performed by an authorized user Some milestones may require manual completion Historical data not showing? Older projects migrated from legacy systems may have limited history Timestamps are recorded from the date milestone tracking was enabled Check project notes for pre tracking history Related Topics Proposal Milestones Sales stage tracking Open Job Milestones Field operations tracking Projects Overview Project management Reports Analyze milestone metrics"},{"id":"equipment/equipment-list","title":"Equipment List","category":"equipment","categoryTitle":"Equipment Management","description":"View and manage your equipment inventory with filtering and sorting options","headings":"Quick Start: View Equipment Viewing Your Equipment Information Displayed Filtering Equipment Filter Options Step-by-Step: Filter Equipment Sorting Options Sortable Columns Quick Actions Available Actions Step-by-Step: Use Quick Actions Search Functionality Searchable Fields Exporting Data Export Options Step-by-Step: Export Equipment List Troubleshooting Related Topics","content":"Equipment List The equipment list provides a complete view of your entire fleet, from drilling rigs to support vehicles and tools. This central inventory helps you track availability, maintenance status, and equipment assignments across all your operations. Quick Start: View Equipment 1. Click Equipment from the sidebar 2. View complete equipment inventory 3. Use filters to narrow list 4. Click any item for details 5. Use quick actions for common tasks Viewing Your Equipment Navigate to Equipment from the sidebar to see your complete equipment inventory. Information Displayed Column Shows Equipment name Identifier you assigned Type Category (rig, truck, etc.) Make/Model/Year Manufacturer details Status Available, In Use, Maintenance Assignment Current location or project Last maintenance Most recent service date Next due Upcoming maintenance dates Filtering Equipment Use the filter options at the top of the list to narrow down your view. Filter Options Filter Purpose Use Case By Type Equipment categories Focus on drilling rigs, trucks, or tools By Status Availability status Find available equipment for planning By Location Yard or project site See what's at each location By Maintenance Service status View overdue or upcoming maintenance Step by Step: Filter Equipment 1. Click filter dropdown 2. Select filter type (Type, Status, Location, or Maintenance) 3. Choose values to filter by 4. List updates immediately 5. Click Clear Filters to reset Combine multiple filters to find exactly what you need. For example, filter by \"Available\" status AND \"Drilling Rig\" type to find available rigs. Sorting Options Click column headers to sort your equipment list by different criteria. Sortable Columns Column Sort By Name Alphabetical (A Z or Z A) Type Grouped by category Status Grouped by availability Last service Most or least recent Next due Soonest first Quick Actions Each equipment entry includes quick action buttons for common tasks. Available Actions Action Description View details Open full equipment record Add service log Record maintenance or repair Update schedule Modify maintenance intervals Change status Update availability Assign Link to project or employee QR code Generate tracking code Step by Step: Use Quick Actions 1. Find equipment in list 2. Click action button on the row 3. Complete the action form 4. Save changes 5. List updates automatically Search Functionality The search bar at the top allows you to quickly locate specific equipment. Searchable Fields Field Example Equipment name \"Drilling Rig 1\" Make/Model \"Schramm\", \"T685\" Serial number \"SN12345678\" VIN Vehicle ID License plate Registration number For large fleets with dozens or hundreds of pieces of equipment, search is the fastest way to find a specific item. Exporting Data Export your equipment list for external use. Export Options Format Use Case CSV Spreadsheet analysis, data import PDF Reports, insurance documentation Step by Step: Export Equipment List 1. Apply desired filters (optional) 2. Click Export button 3. Choose format (CSV or PDF) 4. File downloads with visible columns 5. Use for reporting or sharing Troubleshooting Equipment not appearing in list? Check filter settings Verify equipment status isn't set to \"Retired\" Use search to locate by name or serial Can't find specific equipment? Use search bar with any identifying info Clear all filters first Check for spelling variations Quick actions not working? Ensure you have proper permissions Try refreshing the page Check if equipment is locked by another user Export missing equipment? Export only includes filtered results Clear filters to export entire list Check column visibility settings Related Topics Adding Equipment Create new records Service Logs Record maintenance Equipment Assignment Assign to employees Maintenance Schedules Set up schedules"},{"id":"field-operations/daily-logs","title":"Daily Logs","category":"field-operations","categoryTitle":"Field Operations","description":"How to create and manage daily log entries for field operations","headings":"Quick Start: Create Daily Log Creating Daily Logs Daily Log Fields Step-by-Step: Create from Mobile Equipment and Personnel Tracking Equipment Tracking Personnel Tracking Notes and Documentation What to Document Review and Approval Review Workflow Historical Reference Uses for Historical Logs Troubleshooting Related Topics","content":"Daily logs are a critical component of field operations in DrillerDB, providing a chronological record of work performed, equipment used, and conditions encountered at each project site. These logs serve as both operational documentation and historical reference for completed projects. Quick Start: Create Daily Log 1. Open project from mobile app or web 2. Click Add Daily Log 3. Enter date and personnel on site 4. Record equipment and hours used 5. Add notes about work performed 6. Click Save Creating Daily Logs Field personnel can create daily logs from the project view or mobile interface. Daily Log Fields Field Purpose Required Date Day of work Yes Personnel Who worked on site Yes Equipment Equipment used No Hours Time worked per person Yes Notes Description of activities No Step by Step: Create from Mobile 1. Open DrillerDB mobile app 2. Select active project 3. Tap Daily Log 4. Fill in required fields 5. Add photos if needed 6. Tap Submit 7. Office receives notification Daily logs support rich text formatting for detailed descriptions of work performed, challenges encountered, and solutions implemented. Equipment and Personnel Tracking Each daily log can track multiple equipment pieces and personnel hours. Equipment Tracking Tracks Feeds Into Equipment used Utilization reports Hours of operation Maintenance scheduling Assignment validation Conflict prevention Personnel Tracking Tracks Feeds Into Hours worked Payroll processing Personnel on site Labor cost analysis Roles/tasks Project costing If equipment is marked as out of service or assigned to another project, the system alerts you before allowing the assignment. Notes and Documentation The notes section supports complete field activity documentation. What to Document Information Purpose Drilling progress Track advancement Geological observations Technical records Weather conditions Context for delays Customer interactions Communication log Issues encountered Problem resolution Review and Approval Office personnel can review daily logs in real time. Review Workflow Step Action Log submitted Office receives notification Review Office personnel reviews content Questions Flag for clarification if needed Approval Mark as reviewed Real time visibility enables better coordination and allows office staff to address issues while the crew is still on site. Historical Reference All daily logs are preserved as part of the project record. Uses for Historical Logs Use Benefit Future estimates Improve accuracy Customer questions Answer inquiries Compliance Meet record keeping requirements Project analysis Identify patterns Troubleshooting Can't create daily log? Verify you're assigned to the project Check date is valid Ensure required fields completed Log not appearing in project? Refresh the page Check date filter Verify log was saved Can't add equipment? Equipment may be out of service Check for conflicting assignments Related Topics Tower Up/Down Tracking Record drilling times Field Reports Standardized reports GPS Check ins Location verification Real Time Updates Instant notifications"},{"id":"geothermal/reading-your-results","title":"Reading Your Results","category":"geothermal","categoryTitle":"Geothermal Estimator","description":"What the confidence badge, the conductivity band, and the estimate basis card actually tell you","headings":"The confidence badge The property tiles, and the units The conductivity band On-site TRT recommended The estimate basis card Where coverage ends is not where the logs stop The per-layer table Depth sensitivity When you have logged a test nearby Aquifer flow Related Topics","content":"Reading Your Results The assessment gives you numbers and it tells you how much to trust them. The second part matters as much as the first. The confidence badge Every assessment carries a badge beside the site coordinates: High confidence , Medium confidence , or Low confidence . This is the trust signal, and it is the thing to read first. On a low confidence result the page also shows a red banner, Low confidence estimate verify before design use , with the percentage of your bore depth the estimate actually covers. Treat that banner as a stop sign, not a footnote. The property tiles, and the units The headline properties are shown in IP units with the SI value directly beneath them. Thermal conductivity, for example, reads 1.431 Btu/hr·ft·°F with 2.48 W/m·K underneath. That matters when you move to a ground loop design, because the design wizard asks for conductivity in W/m·K . Read the W/m·K number off the tile and type that. Do not convert by hand: the number you need is already on the screen, and the per layer table and the PDF export carry both units as well. The conductivity band The estimate is a range, not a single figure, and the range is shown with the tile. Each interval carries a band of its own, in the k range (W/m·K) column of the per layer table below. It is not the tile's range repeated: the tile reports the band for the site, and the column reports what each formation contributes to it. Read the column when you want to know which layers made the site band as wide as it is. What makes the band wide is the rock, not the number of logs. It starts from the published conductivity spread for each formation in the hole, then widens for three things: logs that disagree with each other, dry (unsaturated) intervals, and depth extrapolated below where log coverage runs out. Well count does not enter it that feeds the confidence badge instead. So a well logged site in a formation with a naturally wide literature spread can carry a wide band, and a site with only a couple of logs through uniform limestone can carry a narrow one. Read the band and the badge together; they answer different questions. Design against the low conductivity end of the band , not the middle. Low conductivity means the ground carries heat away more slowly, and that is the case that sizes the loop field. On site TRT recommended This callout appears above the results when the estimate is not solid enough to design against on its own. Its wording is direct: these are literature based estimates, not a measured thermal response test, and an on site TRT would narrow the conductivity range and firm up loop field sizing. It fires on any one of several conditions, not only a wide band: no usable log coverage at the site a wide band relative to the estimate a large share of the bore depth extrapolated below where log coverage runs out nearby logs that disagree with each other signs of moving groundwater , meaning a high median yield in nearby wells through a saturated column That last one is worth knowing, because it can fire on an otherwise tidy looking estimate. Flowing groundwater carries heat away in a way a static conduction model does not capture, and no amount of good log coverage tells you about it. The estimate basis card Estimate basis is not a trust rating. It is the provenance breakdown what the estimate was actually built from, so you can judge it yourself: Nearby wells analyzed Control wells (lithology) how many carried real formation detail Extrapolated below control the share of your bore depth the estimate had to infer instead of reading from logs Static water level Est. residential depth Typical drilling method Extrapolated below control is the row worth checking. At 0% every foot of the modeled bore was voted from real logs; at 40% you are designing against inferred rock for nearly half the depth. Log coverage is a separate figure the Lithology coverage stat, and the number the low confidence banner quotes. Some rows appear only when the data supports them. Where coverage ends is not where the logs stop This is the one number on the page that is easy to read as something it is not, so it is worth a paragraph on its own. The estimate walks your bore a foot at a time and, at each depth, counts how many nearby logs still reach that far. While enough of them do, it votes the rock from those logs. The moment too few reach, it stops voting and fills the rest of the hole with one conservative rock assumption. That handover depth is what the percentage is measured from, and it is not the depth of your deepest nearby log. Those two depths can be far apart, and the deeper one is usually the more comforting of the two. A site can have one log reaching 457 ft while coverage thins out at 279 ft. The estimate stops being evidence at 279, not at 457, and the 221 ft in between is inferred even though a log technically reaches through it. One log is not coverage. Where a report names both, it says so plainly: the coverage depth first, then the deepest log as the separate fact it is. Read the coverage depth as the point this report runs out of evidence, not as anything your rig would hit. Water matters here too. Saturated formations move heat considerably better than dry ones, so a site drier than typical for the area reads high and a wetter one reads low. The per layer table Underneath the tiles is the formation by formation breakdown. It has eight columns, in this order: Column What it holds Depth (ft) the interval, top to bottom Lithology the formation name, plus the Estimated marker on rows below log coverage Detail grain size and any modifier the log recorded, plus the reason a repeated lithology was not merged State whether the interval is saturated k (Btu/hr·ft·°F) conductivity in IP units k (W/m·K) the same conductivity in SI units k range (W/m·K) the conductivity band for that interval Control agreement how closely nearby control wells agree, as a percentage Control agreement reads one percentage for a single interval and a span, such as 52 94%, for a row that merges several intervals the table cannot otherwise tell apart. A dash in Control agreement has two causes, and the row itself tells you which. Where the row is marked Estimated beside the lithology on screen, or carries a on its depth in the PDF, the interval sits below the depth nearby logs reach. No log covers it, so there is no agreement to measure. On an unmarked row the dash means the estimate carried no agreement figure for that interval. Either way the dash records the absence of a measurement rather than a measurement of zero. Reports generated before this release printed 0% on the marked rows, so an older report and a new one can disagree on the same interval. Five of the columns print when they have nothing to show : Detail, both k columns, k range, and Control agreement. It means the estimate has no measurement for that interval, not that the value is zero. For k range a whole column of dashes has two causes, and one test tells them apart. A dashed k range column on an older report means the report was saved before the column existed; running a new assessment fills it in. If a fresh run is still dashed, the site has no coded lithology on file, which is information about the site rather than about the report. On a site with no coded lithology the tile still shows a conductivity band, and a deliberately wide one, because the estimate widens the band around its fallback value and always advises a TRT. A wide band with low confidence and a TRT callout above a dashed table is that path working as intended rather than a fault. Detail also carries the one difference no other column shows. Consecutive intervals that match are drawn as a single row, so a lithology appearing twice means something changed. When that something is not visible anywhere else on the row, Detail names it in words, for example k range differs . The PDF export prints the same table. In the export the per layer breakdown moves to its own full width page, with all eight columns in the order the screen uses. The depth profile keeps the formation strip and carries a line pointing to it. Where the rows carry conductivity bounds that line reads \"Per layer thermal properties, with conductivity ranges, follow on the next page.\" Where they do not, it reads \"Per layer thermal properties follow on the next page.\" One label differs too. The export abbreviates Control agreement to AGREEMENT so the column fits. A legend under the table explains the dash, and it prints on both surfaces. It appears wherever some row carries an agreement figure. It opens by defining the column and the merged row span, then ends with the part that explains a dash. The wording is the same on both surfaces; only the marker changes, because the two mark an extrapolated row differently. The legend ends: In the export: An interval marked shows because no nearby log reaches it, not because the logs conflict. On screen: An interval marked \"Estimated\" shows because no nearby log reaches it, not because the logs conflict. Under the table the export also lists every conductivity range the estimate allows, with the formations sharing each one. That line and the pointer answer the same question, so the export either promises ranges and prints them or does neither. A report whose rows carry no bounds gets the shorter pointer and no ranges line. The dash legend above follows the same shape on its own question, which is why it appears on a report with agreement figures and not on one without. The rows themselves are the rows you saw. The screen and the export merge consecutive matching intervals through the same function, so the exported report shows exactly the rows on screen. The two new columns match the same way: k range and Control agreement are built on both surfaces by the same code, so a report cannot show one conductivity range or one agreement figure on screen and a different one on paper. Sanity check the table against what you know locally. If it shows thick saturated sand where you have only ever drilled clay, trust your own experience and treat the estimate as suspect. It also shows where the drilling changes. A shift from unconsolidated clay to consolidated limestone at a given depth is the point your rig changes method, and the narrative calls that out. Rows below the coverage depth are marked Estimated , and their lithology reads Assumed rock rather than a formation name. That is the estimate telling you it has no logs down there and is assuming rock, not telling you it found rock. In particular, an Assumed rock row is not a second bedrock contact. Bedrock is wherever the geology estimate above puts it, and that is the only place on the page claiming to know. Depth sensitivity This card answers the question you are actually asking: how deep is worth drilling here. At the top is a green recommendation callout naming the depth it suggests, and a Re run at N ft button that re runs the assessment at that depth in one click, so you do not have to retype the location. Below it is a table comparing candidate depths, each with its effective conductivity, its range, and the ground temperature at that depth. A Best badge marks the one being recommended. Read down the conductivity column: the point where it stops climbing meaningfully is the point where extra footage stops paying for itself. Going deeper is not wrong; it is a decreasing return, and the table lets you price that tradeoff instead of guessing at it. The card also carries a note when the drilling method changes with depth, which is where a deeper option stops being simply more of the same hole. The narrative explains the same choice in prose if you would rather read it than read the table. When you have logged a test nearby If a thermal conductivity test of yours sits near the site, a green card appears above the results reading On site TC test nearby , listing the test, its distance, its date, and its conductivity. With more than one in range the heading becomes N on site TC tests nearby and it lists up to three. A test logged without a date shows No date , which is normal the date is optional. Read the second line, because the card has two states: Already calibrating this estimate means the test is anchoring the numbers. You will also see an Anchored by on site TC test chip with the distance. Without that line, the test is merely nearby: close enough to tell you about, not close enough to be pulling the estimate toward it. Anchoring does not automatically clear the TRT recommended callout. An anchored estimate can still be flagged, and when both appear together the flag is telling you something the anchor does not answer. Aquifer flow The aquifer section is separate from the ground property estimate, and it is the part that matters for open loop work. Its yield figures are reported in gpm , with 25th and 75th percentile values. Those percentiles describe expected water yield. They are not the conductivity band, and the two should not be read together. Related Topics Running an Assessment produce the results Thermal Conductivity Tests anchor an estimate to a real measurement Ground Loop Designs size the loop field"},{"id":"getting-started/dashboard-overview","title":"Dashboard Overview","category":"getting-started","categoryTitle":"Getting Started","description":"Learn about the DrillerDB dashboard, navigation, and key interface elements","headings":"Quick Start: Get Your Bearings The Left Menu The Top Bar Your Main List: the Projects List Step-by-Step: Your First 10 Minutes Troubleshooting Related Topics","content":"Dashboard Overview When you log in to DrillerDB, you land in your workspace. This guide shows you what is on the screen and where to find the things you will use every day. Quick Start: Get Your Bearings 1. Log in at console.drillerdb.com. 2. The left menu runs down the left side. It is always there, so you can jump to any part of DrillerDB from any screen. 3. The top bar across the top has search, alerts, and your account menu. 4. The main area in the middle shows whatever section you are in. When you log in, that is your Dashboard an overview of your business. Click Projects in the left menu to reach your job list. No matter which screen you are on, the left menu is always there. If you are not where you expected to be, click Projects to see your jobs, or click any other section to go straight to it. The Left Menu The menu down the left side is how you move around DrillerDB. Here is what each section is for, top to bottom: Section What's there Dashboard Your at a glance overview and key numbers Projects All your drilling projects and proposals your main list Pump/Service Pump and service work orders Open Work Everything that still needs action Scheduling Your crews' calendars and the job schedule Timecards Crew hours and time tracking Equipment Your rigs and other equipment Products & Services Your materials and service catalog Invoices Billing and payment tracking Contacts Your customer and contact list Communications Email, text, and call history Maps Every job on a map (the Job Map) Compliance State forms and permit paperwork Reports Business reports and exports Settings Company setup, users, and preferences Help Guides and support Your menu may show a few more or fewer sections than the list above, depending on which DrillerDB features your company uses. Click the arrow at the top of the menu to collapse it and free up screen space. The Top Bar The bar across the top is available from any screen: Element What it does Menu button (top left) Collapse or open the left menu Search (\"Search anything...\") Find any project, customer, or record. Press Cmd+K (Mac) or Ctrl+K (Windows) to jump straight to it Feedback Send us a note or report a problem Notifications (bell) Alerts and updates; the number is how many are new Account menu (your name, top right) Manage your company, change account settings, and Logout Your Main List: the Projects List Click Projects in the left menu to see every job you have. The New Project , Import , and Export CSV buttons sit at the top right. The All / Proposals / Open Jobs / Complete / Closed / Starred pills filter the list by status. A single search box finds projects by well key, address, or contact name. The Filters button opens an advanced panel to narrow by employee, well type, drill type, state, county, priority, and contact. Each row shows the job's status , next step , priority , ID , date , client , address , county , and type . Click a row to open that project. Step by Step: Your First 10 Minutes New to DrillerDB? Start here. 1. See your jobs. Click Projects in the left menu. This is your main list. Use the Open Jobs pill to see just your active jobs. 2. Open a job. Click any row to open the full project. The proposal, invoice, site info, well log, and more all live in one place. 3. Check the schedule. Click Scheduling to see your crews' calendar and the order of upcoming work. 4. See the map. Click Maps to view every job on the Job Map and spot what is near you. 5. Find anything fast. Click the search box at the top, or press Cmd+K (Mac) or Ctrl+K (Windows), then type a customer name, address, or ID. 6. Set up your company. Click Settings to add your team, set preferences, and connect billing. Start your first project from the New Project button at the top of the Projects list. See Create Your First Project for a full walkthrough. Troubleshooting The page will not load? Check your internet connection Refresh the page Try a different browser Landed on a screen you did not expect? The left menu is always there. Click Dashboard for your overview, or Projects to get back to your job list. Related Topics Navigation Basics Detailed navigation guide Global Search Search features Create Your First Project Start a new project Projects Project management"},{"id":"integrations/partner-api","title":"Partner API","category":"integrations","categoryTitle":"Integrations & AI Assistants","description":"Read-only REST API for Enterprise accounts. Pull projects, invoices, work orders, contacts, equipment, and inventory into your own systems.","headings":"What you can read Authentication Getting a key Base URLs: two surfaces, one key Pagination and change tracking","content":"Partner API The Partner API is a read only REST API for pulling your DrillerDB data into something else: a data warehouse, a BI dashboard, a nightly ETL job, or another system that needs your job and billing records. It is available on Enterprise accounts. Developer reference: console.drillerdb.com/developers Interactive docs (classic app): app.drillerdb.com/api/docs OpenAPI spec (classic app): app.drillerdb.com/api/v1/openapi.json Both specs are OpenAPI 3.1, so most client generators and API tools can read them directly. Check the servers entry in whichever spec you generate from, and set your client's base URL to the surface you actually mean to call. What you can read Six resources, and every endpoint is a GET: Projects , and the invoices on a project Work orders Contacts Equipment Inventory items There are no write endpoints in v1. The API cannot create, change, or delete anything in your account. Authentication Send an API key in the X API Key header on every request. The same call against the classic app swaps the base URL for https://app.drillerdb.com/api/v1 and is otherwise identical. Keys are scoped to one company and can be revoked at any time. Getting a key Create a key in DrillerDB under Settings API Access in the classic app, or Automation API Keys in the console. The section appears on Enterprise accounts. You can list and revoke your keys from the same place. Base URLs: two surfaces, one key There are two places to call the Partner API. They return the same resources and accept the same keys, and they are different APIs at different addresses. Pick one and point your integration at it. Console (recommended for new integrations) Classic app The same key works on both, because both read the same key store. Scopes, rate limits, and the Enterprise requirement behave the same way on each. Requests are not forwarded between them, so a path that works on one address will not answer on the other unless you change the base URL to match. Pagination and change tracking List endpoints use cursor pagination. Each response carries the next cursor at meta.next cursor , and every response carries a meta.request id you can quote if you need to ask us about a specific call. Projects, contacts, equipment, and inventory accept updated since , so a recurring sync can ask for only what changed. Work orders use cursor pagination only in v1."},{"id":"inventory/inventory-items","title":"Managing Items","category":"inventory","categoryTitle":"Products & Services","description":"Search, filter, edit, and organize your Products & Services catalog","headings":"Quick Start: Manage Items Summary Cards Searching and Filtering Categories and Groups Filtering by a category includes everything under it Starting from the categories you already have Groups from the item list The Item Table Stock Status Adjusting Stock from the List Item Detail and Actions Bulk Actions and Export Troubleshooting Related Topics","content":"Managing Items The Items tab in Products & Services is the catalog for every material, service, and product your company tracks. It is a sortable, filterable table with inline stock controls, value summaries, and bulk actions. Quick Start: Manage Items 1. Select Products & Services in the sidebar 2. Search or filter to find an item 3. Click an item's name to open its detail page 4. Edit fields, adjust stock, or review transaction history Summary Cards Three cards at the top of the list summarize the whole catalog. Card Shows Total Value Quantity times unit cost across all stocked items Categories Number of active categories Low Stock Count of materials below their reorder point A usage chart and a Low Stock Alerts panel appear below the cards when there is data to show. Searching and Filtering The list supports fast search and stacked filters. Control What it does Search box Matches item name or SKU Category filter Show one category, including everything filed under it Type filter All, Material, Service, or Non inventory Show Low Stock Only Materials below their reorder point Reset Filters Clear search, filters, and sort in one click Multi entity companies also get an Entity filter that scopes the list to one entity's items plus shared items. Keyboard shortcuts speed up the list: press / (or Ctrl+F) to jump to search, n to open the Add Item form, and Escape to clear the search and selection. Categories and Groups Two different ways to organize the catalog, meant to be used together. A category says what an item is, and categories form a tree. Fittings can hold Brass Fittings, Steel Fittings, and Banjo Fittings, and an item sits at one place in that tree. A group is a label that cuts across the tree, for the things a category cannot express: a supplier, a storage container, an expense bucket, winter truck stock. An item belongs to one category and to as many groups as you like. To build either one, open Manage categories and groups from the category filter. The panel has a Categories tab and a Groups tab, with New top level category and New group to start. Filtering by a category includes everything under it Choosing a parent category shows the items filed directly under it and the items in every category beneath it. Filtering on Fittings returns the Brass, Steel, and Banjo fittings too, so you do not have to know which child an item landed in. The count beside a category follows the same rule and counts its whole branch. Starting from the categories you already have If you have been typing categories into the item form, Set up categories turns those into top level categories and files your existing items under them. It only touches items you have not already filed into the tree, so running it does not disturb work you have already organized. You can run it again later after adding more items. Two kinds of name are left out and reported back to you rather than converted: names containing a colon, and names that are too long. Items with those names keep the category text they already had and go on working as before. Groups from the item list Select items in the list and use Add selected items to a group to label them all at once. That is usually faster than opening each item. Categories and groups are optional. Until you create one, the catalog behaves exactly as it does now, and the category you typed on an item stays the value that reports, exports, the mobile apps, and QuickBooks read. The Item Table Columns are sortable by clicking the header. Column Shows Item Name and description; click to open the detail page Type Material, Service, or Non inv SKU Your internal code Category Grouping badge Qty On hand quantity (materials only) Unit Unit of measure Unit Cost Cost per unit Value Quantity times unit cost Supplier Primary supplier, when mapped Status OK, Low, or N/A for stockless items Long lists are paged on the server; choose 10, 25, 50, or 100 rows per page. Stock Status For material items, status reflects the on hand quantity against the reorder point. Status Meaning Action OK At or above the reorder point None needed Low Below the reorder point Reorder soon N/A Stockless (service or non inventory) Not tracked Material quantities update automatically as crews record usage on projects and work orders. Keep reorder points current so the Low Stock alerts stay meaningful. Adjusting Stock from the List Each material row has inline plus and minus controls. Click one, enter the amount, and apply it to add or remove stock without leaving the list. For a full adjustment with a reason note, open the item and use Adjust Stock . Item Detail and Actions Click an item's name to open its detail page, where you can: Action What it does Edit Update name, SKU, category, unit, cost, tax, and accounting fields Adjust Stock Add, Remove, or Set the exact quantity, with a reason note Transaction History Review every recorded change for the item Retail Calculator Work out a retail price from a markup, or a markup from a target price Copy Item ID Copy the item's identifier to the clipboard Bulk Actions and Export Select rows with the checkboxes to delete several items at once; the delete asks for confirmation first. Use Export CSV to download the current filtered list, or Import CSV to add items in bulk. Troubleshooting Can't find an item? Reset filters, then search again Try the SKU instead of the name (or the reverse) Stock levels look wrong? Review the item's transaction history for duplicate usage Run a physical count and record a Set adjustment A category is missing from the filter? Categories only appear once an item uses them; add an item with that category first Related Topics Adding Items Create new items Stock Level Tracking Reorder points and status Transactions Log usage and adjustments Reporting & Exports Value and usage analysis"},{"id":"maps/job-map","title":"Job Map","category":"maps","categoryTitle":"Maps & Geospatial","description":"View projects on an interactive map and open records quickly","headings":"Quick Start: Open Job Map Step-by-Step: Find and Open a Job Open a Well That Sits Near a Job Pin The Job Panel Several Jobs at One Spot Marker Colors and Labels Map Controls Filtering Troubleshooting Related Topics","content":"Job Map Job Map shows your projects and pump/service work on a shared map, so your team can see coverage, spot nearby jobs, and open a record without digging through lists. Quick Start: Open Job Map 1. Click Maps in the left menu. 2. The Job Map opens with a pin for each job. 3. Click a pin to see that job, or use the filters in the top toolbar to narrow what shows. 4. Open the full project or work order from the job panel. Step by Step: Find and Open a Job 1. Each job shows as a pin at its location. 2. Click the pin to open it. The whole marker is clickable, not just its center, so you do not have to hit the exact point. 3. Clicking an empty part of the map, away from any pin, closes the panel. On a touch screen, tap the pin itself. If a pin sits close to another map feature, zoom in first so the two separate. Open a Well That Sits Near a Job Pin A job pin covers a small area of the map. When a well record sits under that pin or right beside it, the pin takes the click and the job opens instead of the well. To reach the well, take the job pins off the map first. 1. Click the Historical Wells tab. Job pins do not show on this tab. 2. Click Well Logs in the bottom toolbar and choose All Wells . 3. Zoom in to at least street level. Wells do not respond to clicks when you are zoomed out too far. 4. Click the well dot to open its record. To stay on the Job Map instead, open the Layers panel and turn the Projects layer off. A banner confirms that project markers are hidden. Turn the layer back on when you are done. The Well Logs button picks which set of wells to show, so it is not a simple on/off switch. My DrillerDB Wells shows wells you completed in DrillerDB, My Wells shows public state filings matched to your company, and All Wells shows every state well log on file. To see which wells are near a job without leaving the panel, open the job and expand Nearby Wells . The list gives each well's depth, year, and distance. It does not link to the full well record, so use the steps above when you need the well log itself. The Job Panel Clicking a pin opens a panel for that job with quick actions across the top: Action What it does Open Opens the full project (or the pump/service work order) Navigate Opens driving directions to the job in Google Maps Dispatch Opens the dispatch window to send a crew to the job Add to Route Adds the job to your route plan; the button reads On Route once it is added Below the actions, the panel shows the job's details: ID, well type, drill type, status, priority, expeditor, and field tech. Double click a pin to jump straight to the full project record, skipping the panel. Several Jobs at One Spot When more than one job sits at the same location, the map shows a single badge with a number instead of stacked pins. 1. Click the badge. 2. A panel lists every job there, headed \"N projects at this location.\" 3. Click any job in the list to open it. 4. Click Back to N Projects to return to the list. Marker Colors and Labels The pins are color coded so you can read the map at a glance. Pin Meaning Letter marker (for example \"R\" or \"C\") A drilling project the letter is the first letter of the drill type Purple circle with a wrench A pump/service work order Teal marker with a water drop A job waiting on a pump For drilling projects, the marker color reflects the job's priority higher priority jobs stand out in red or orange, and lower priority jobs show in green or gray. Map Controls Control Action Drag Pan the map Scroll / + / Zoom in or out Map / Satellite Switch between the road map and satellite view Status filters (Proposals / Open / Completed) Show or hide jobs by status Current location button Center the map on your own location (needs browser location access) Each pin sits at the job's saved location, taken from the project's address or GPS coordinates. The current location button shows where you are right now, not where a job is use it to see which jobs are closest to you. Filtering Use the filters in the top toolbar to cut down map clutter and focus on the work that matters right now. Filter Typical Use Status Show only proposals, open jobs, or completed jobs Employee / Well Type / Drill Type Narrow to one crew or one kind of work Priority Focus on your highest priority jobs Search / Select by ID Jump to a specific customer or project Troubleshooting No pins visible Confirm the jobs have valid coordinates Clear the filters Zoom out and try again A pin is in the wrong place Open the project Update its address or GPS values Return to the map and refresh Current location button does not work Allow location access when your browser asks Check that location services are turned on for your device Searching an address finds no wells The map search takes an address, a place name, or a latitude, longitude pair. It centers the map and then lists the state reported wells near that point. The search starts at 2 km around the address. If that comes back empty, or with fewer than five wells, it widens to 5 km and then to 10 km and stops at whichever pass found enough. The panel names the radius the list actually came from, so a list headed 10 km is telling you the two closer passes were thin. Wells are listed whether or not the state published a scanned log for them. A filing that carries a depth but no log document still appears. So does a filing that records only a casing depth and no drilled depth, which is common in some state datasets. Those wells are marked as casing depth and are left out of footage estimates, because a casing depth is not how deep the well was drilled. If the search comes back empty, click Well Logs in the bottom toolbar, choose All Wells , and look at the map around the address. Related Topics Project Map Single project location view GPS Coordinates Manage location data Map Filtering Advanced filtering Directions Navigation workflows"},{"id":"projects","title":"Projects & Proposals","category":"projects","categoryTitle":"Projects & Proposals","description":"Manage drilling projects from proposal to completion","headings":"Quick Start: Create and Launch a Project Project Lifecycle Core Features Getting Started Advanced Topics Quick Tips Common Workflows Step-by-Step: Proposal-to-Invoice Workflow Need Help? Related Topics","content":"Projects & Proposals Projects are the core of DrillerDB. From initial customer quotes to closed jobs, this guide covers the core workflows for managing drilling projects. Quick Start: Create and Launch a Project 1. Create a new project record 2. Add customer, location, and project details 3. Build proposal line items and pricing 4. Send proposal and track approval 5. Convert to Open Job when work starts Project Lifecycle Every project in DrillerDB follows a standard workflow designed to match your real world drilling operations: 1. Proposal Initial quote with line items and pricing for the customer 2. Open Job Approved project with active drilling in progress 3. Complete Drilling finished, ready for final invoicing 4. Closed Project archived with all documentation Projects can move forward and backward through these stages as your business needs change. Core Features DrillerDB provides complete project management tools: Smart Project Creation Create projects manually or import from PDFs and spreadsheets Flexible Proposals Build detailed quotes with line items, materials, and labor Status Tracking Monitor project progress from quote to completion Customer Communication Send professional proposals and get electronic approvals Invoicing Integration Generate invoices and sync with QuickBooks or Foundation Document Management Attach photos, well logs, permits, and completion reports Scheduling Assign crews, equipment, and track drilling timelines Reporting Export project data and generate custom reports Getting Started New to DrillerDB projects? Start here: 1. Projects & Wells Console verified orientation to the project list, detail page, and tab structure 2. Creating Projects Learn how to create your first project 3. Project Statuses Understand the project lifecycle 4. Project Details Explore all project information fields Advanced Topics Once you're comfortable with the basics: Managing Proposals Create detailed quotes with line items and pricing Well Information Track well specifications and geology data Attachments & Documents Organize project files and photos Project Scheduling Plan and track drilling timelines Search & Filters Find projects quickly with search tools Importing Projects Bulk import from PDFs and spreadsheets Well Log (WCR) Fill out, import, and manage Well Completion Reports Quick Tips Projects are multi tenant each company only sees their own projects Use project templates to speed up proposal creation for common job types Tag projects with custom fields for advanced filtering and reporting Set up saved searches for frequently used filters Enable customer portal access so customers can approve proposals online Use the mobile web interface to update project status from the field Common Workflows Creating a Proposal: Create project Add line items Set pricing Send to customer Track approval Managing an Active Job: Convert proposal to open job Schedule crew and equipment Track daily progress Upload photos and reports Mark complete Closing Out a Project: Complete drilling Generate final invoice Sync to accounting system Attach completion documents Close project Step by Step: Proposal to Invoice Workflow 1. Create the project and complete required location/customer fields 2. Build proposal line items and send to customer 3. Convert approved proposal to open job and schedule crews 4. Capture field completion details, logs, and well data 5. Generate invoice, track payment, and close the project Need Help? Can't find what you're looking for? Check out: Customers Managing customer information Scheduling Crew and equipment scheduling Invoicing Billing and payments Reports Project analytics and reporting Related Topics Customers Customer records and communication history Field Operations Daily logs and site reporting Timecards Hours and payroll context for active jobs"},{"id":"real-time/notifications","title":"Live Notifications","category":"real-time","categoryTitle":"Real-Time Features","description":"How notification delivery works with real-time company context","headings":"Quick Start: Configure Notifications Step-by-Step Workflow Delivery Methods What to Expect Troubleshooting Related Topics","content":"Live Notifications DrillerDB supports in app notifications, with live WebSocket delivery available when the signed in session has a valid company context. Live notification delivery requires an active connection and a valid positive company id from the signed in session. Refresh remains the fallback if a session misses an event. Quick Start: Configure Notifications 1. Open Settings Notifications 2. Enable the notification types you want 3. Allow browser notifications if prompted 4. Watch the in app notification badge for new items 5. Open notifications to review details Step by Step Workflow 1. Open Settings Notifications 2. Enable the notification types you want 3. Allow browser notifications if prompted 4. Watch the in app notification badge for new items 5. Open notifications to review details Delivery Methods Method Availability In app notification list Available for all users Live WebSocket push Available with a valid company context and active connection Browser/system notifications Browser permission dependent What to Expect Notification badges update as unread items change. Clicking a notification opens related context when available. If live delivery is interrupted, notification data still appears through normal app refresh/load flows. Troubleshooting Not seeing notifications Confirm notification preferences are enabled Check browser notification permissions Refresh the app and retry Delays in delivery Check network connectivity Confirm you are signed in with a valid company context Reload the page Related Topics Real Time Features Real time overview Real Time Schedule Updates Scheduling sync behavior Notification Settings Preference management"},{"id":"scheduling/calendar-view","title":"Calendar View","category":"scheduling","categoryTitle":"Scheduling","description":"Month and week calendar with drag-and-drop scheduling","headings":"Quick Start: Use the Calendar View Switching to the Calendar View Step-by-Step: Access the Calendar View Calendar Display Modes Step-by-Step: Change Display Mode Navigating the Calendar Navigation Controls Calendar Event Information Step-by-Step: Navigate to Date Viewing Day Details From Month View to Week View Viewing Project Details Drag-and-Drop Scheduling In Month View In Week View Step-by-Step: Reschedule a Project Cascade Scheduling All-Day vs Timed Events Working Hours Calendar Settings Settings That Save Automatically Work Week Configuration Troubleshooting Related Topics","content":"Calendar View Calendar is one of the views in the Scheduling workspace. It provides a familiar calendar interface month, week, day, or agenda for visualizing and managing your scheduled work. This view makes it easy to see project timelines at a glance and quickly reschedule jobs by dragging events to new dates. Quick Start: Use the Calendar View 1. Open Scheduling from the sidebar 2. Click Calendar in the toolbar view switcher 3. Select a display mode (Month, Week, Day, or Agenda) 4. Drag events to reschedule 5. Click an event to view project details Switching to the Calendar View Step by Step: Access the Calendar View 1. Open Scheduling from the sidebar 2. Click Calendar in the toolbar view switcher 3. The view loads with your schedule 4. The system remembers this preference Calendar Display Modes Mode Best For Shows Month Long term planning, identifying busy periods Full month with colored event blocks Week Detailed daily scheduling Seven days with hourly time slots Day Focusing on a single day One day with hourly time slots Agenda Reviewing work in sequence Chronological sorted list Step by Step: Change Display Mode 1. Locate the mode buttons in the toolbar 2. Click the desired mode button: Month for overview Week or Day for hourly detail Agenda for a sequential list 3. Calendar updates immediately Navigating the Calendar Navigation Controls Control Action ← Previous Move back in time → Next Move forward in time Today Return to current date Calendar Event Information Display Element What It Shows Event color Team assignment Event text Customer, well type Event position Scheduled date/time Tooltip (hover) Additional details Step by Step: Navigate to Date 1. Use ← / → arrows to move through months/weeks 2. Click Today to return to current date 3. Or click a specific date cell in Month View Events are color coded by team. Learn your team colors to quickly identify assignments at a glance. Viewing Day Details From Month View to Week View 1. Find date in Month View 2. Click the date cell 3. Week View opens for that day 4. See hourly schedule details Viewing Project Details 1. Click any event block 2. Project details modal opens: Customer information Project location Estimated hours Current status 3. Click Edit to modify project 4. Click View Full to open project record Drag and Drop Scheduling In Month View Action How Move to new date Drag event to different day cell Copy event Not supported (use List View) In Week View Action How Change date Drag event to different day Change time Drag event to different hour slot Adjust duration Drag event edge to resize Step by Step: Reschedule a Project 1. Click and hold the event block 2. Drag to new date/time 3. Release mouse button 4. System validates the change: If valid: saves automatically If conflict: reverts with warning 5. Cascade scheduling updates following projects When you move a project, all subsequent projects for that team automatically shift to maintain proper sequencing. Cascade Scheduling What Happens Result Move project earlier Following projects shift earlier Move project later Following projects shift later Resize to longer Following projects shift later Resize to shorter Following projects shift earlier All Day vs Timed Events Event Type Appearance When Used All Day Spans full day(s) No specific start time set Timed Shows at specific hour Start time is configured Working Hours Setting Default Effect Start time 8:00 AM Cannot schedule before End time 5:00 PM Cannot schedule after Work days Mon Fri Weekends skipped Calendar Settings Settings That Save Automatically Setting What's Saved Display mode Month/Week/Day/Agenda preference Last viewed date Returns to same timeframe View zoom level Week view time scale Work Week Configuration Option Effect 5 day week Weekends hidden 6 day week Saturdays shown 7 day week All days shown Configure work week in Settings General Settings . Troubleshooting Events not appearing? Check date range is correct Verify team filter isn't excluding projects Refresh the page Can't drag events? Ensure you're clicking on the event block Check for browser compatibility Try disabling browser extensions Changes not saving? Check internet connection Look for error messages Wait for processing indicator to complete Wrong times displayed? Check timezone settings Verify working hours configuration Ensure project has correct estimated hours Events overlapping incorrectly? Review conflict detection warnings Check if cascade scheduling is disabled Manually adjust overlapping events Related Topics Gantt View Timeline visualization Board View Team based card view Drag and Drop Detailed drag drop guide Conflict Detection Handling conflicts"},{"id":"settings/general-settings","title":"General Settings","category":"settings","categoryTitle":"Settings & Admin","description":"Configure your company information, logo, timezone, and basic preferences","headings":"Quick Start: Configure General Settings Company Information Basic Details Default State Company Logo Step-by-Step: Upload Logo Regional Settings Timezone Date Format Display Preferences Currency Symbol Language Show the Needs a Date chip on Projects Subscription Information Saving Changes Troubleshooting Related Topics","content":"General Settings The General Settings section allows you to configure your company's basic information and appearance throughout DrillerDB. These settings affect how your company is displayed to customers and team members. Quick Start: Configure General Settings 1. Go to Settings Company Info 2. Enter company name, contact email, address, and phone 3. Set Default State so compliance forms and reports have a state to fall back on 4. Upload your company logo 5. Select timezone and date format 6. Click Save Company Information Basic Details Set up your core company information: Field Purpose Appears On Company Name Business name Proposals, invoices, emails Contact Email Primary email Notifications, communications Address Physical location Proposals, invoices Default State The state you work in by default Compliance forms, see below License # Your drilling license number Compliance forms EIN Employer identification number Invoices Phone Main contact number Proposals, customer portal This information is automatically included in proposals, invoices, and customer facing documents. Keep your company information up to date. Changes here automatically update all future proposals and invoices. Default State Default State is the state your company works in. Pick it from the list in the Company Information card. Each option shows the two letter code and the full name, such as VA Virginia . This field does more than fill in paperwork. A project's compliance forms are matched against the project's state, and when a project has no state of its own, DrillerDB falls back to your Default State. Without it, such a project shows no compliance forms at all. If your project Compliance tabs are coming up empty, this is usually why. See No Compliance Forms Are Showing. The fallback changes only what a project displays. It does not write a state onto the project record, so a project in a different state keeps showing your default until you set the state on the project itself. If you work in more than one state, set the state per project. Your change takes effect the next time a page loads. You do not need to sign out and back in. When Country is set to Canada, this field is labeled Default Province and lists provinces. It behaves the same way. Company Logo Upload your company logo to personalize your DrillerDB experience: Requirement Specification File formats PNG, JPG, SVG Recommended size 300x100 pixels Maximum file size 2 MB Background Transparent preferred Step by Step: Upload Logo 1. Click Upload Logo 2. Select image file from computer 3. Preview appears automatically 4. Click Save to apply Your logo appears in the navigation sidebar, on printed proposals, invoices, and in customer portal emails. Regional Settings Timezone Select your local timezone for accurate scheduling and timestamps: Choose from standard US timezones Affects schedule displays and notification times Automatically adjusts for daylight saving time Timestamps in reports reflect your selected timezone Date Format Choose how dates are displayed throughout the application: MM/DD/YYYY Standard US format (12/31/2025) DD/MM/YYYY International format (31/12/2025) YYYY MM DD ISO format (2025 12 31) This preference applies to all date displays in projects, invoices, and reports. Display Preferences Currency Symbol Set the currency symbol for financial displays: Default: USD ($) Appears on invoices, proposals, and reports Supports international currency symbols Language The interface language is English only. Show the Needs a Date chip on Projects The Display & Features card has a switch called Show the Needs a Date chip on Projects . Turn it on to add a Needs a Date pill to the Projects list. The pill filters to accepted jobs that are not on the calendar yet, and it shows the same jobs as the Needs a date queue on the Scheduling page. The switch is off until you turn it on, so the Projects list shows six status pills by default. If you open a link that already has the Needs a Date filter applied, the pill appears anyway so you can see what is filtering the list and clear it. Subscription Information View your current subscription details: Plan Type Your active subscription tier Billing Cycle Monthly or annual billing Next Billing Date When your next payment is due Users Number of active user licenses To upgrade or modify your subscription, contact support or use the billing portal link. Saving Changes Changes to General Settings take effect immediately after clicking Save . Some changes may require a page refresh to fully display. Logo and company name changes may take a few minutes to appear in all locations due to caching. Refresh your browser if changes don't appear immediately. Troubleshooting Logo not displaying? Check file size (must be under 2 MB) Verify file format (PNG, JPG, SVG only) Try clearing browser cache Timezone incorrect? Verify correct timezone selected Check device system time Refresh page after changing Changes not saving? Check internet connection Verify you have Admin permissions Try refreshing and re entering Related Topics Billing Settings Invoice configuration Project Settings Project defaults Users & Access Team management Integrations Third party connections"},{"id":"timecards/time-off-approvals","title":"Time-Off Approvals","category":"timecards","categoryTitle":"Timecards","description":"How to process pending time-off requests","headings":"Quick Start: Approve Time Off Time-Off Views Step-by-Step: Process Pending Requests Step-by-Step: Monthly Capacity Review Troubleshooting Related Topics","content":"Time Off Approvals Use the Time Off tab to review upcoming requests and process manager approvals. Quick Start: Approve Time Off 1. Open Timecards Time Off 2. Filter to pending requests 3. Open request details (employee, dates, notes) 4. Click Approve or Deny 5. Confirm the updated request status Time Off Views View Purpose Calendar See approved/pending days at a glance Request table Review request metadata and current status Action buttons Approve/deny pending requests Step by Step: Process Pending Requests 1. Open Time Off tab 2. Set filters to pending requests 3. Review schedule impact for requested dates 4. Approve or deny each request 5. Verify status badge updates correctly Step by Step: Monthly Capacity Review 1. Open the Time Off calendar 2. Navigate to target month 3. Check clusters of approved/pending absences 4. Coordinate with scheduling leads on high impact days 5. Adjust crew planning before dispatch windows Troubleshooting No requests shown? Clear filters Move calendar to active request period Approval buttons missing? Confirm your role has manager/admin review rights Refresh the page and retry Related Topics Timecards Timecards overview Scheduling Adjust staffing and assignments User Roles Access and permission context"},{"id":"troubleshooting/common-issues","title":"Common Issues","category":"troubleshooting","categoryTitle":"Troubleshooting","description":"Frequent problems and their solutions","headings":"Quick Start: Resolve Common Issues Issue Categories at a Glance Login and Authentication Issues Data Display Issues Form and Data Entry Issues Performance Issues Step-by-Step: Escalate an Unresolved Issue Related Topics","content":"Common Issues This guide addresses the most frequently encountered issues in DrillerDB and provides step by step solutions to resolve them quickly. Quick Start: Resolve Common Issues 1. Refresh the page with Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) 2. Clear browser cache in browser settings 3. Check internet connection status 4. Try incognito mode to rule out extensions 5. Contact support if issue persists 90% of issues are resolved by clearing your browser cache and cookies. This should always be your first step before advanced troubleshooting. Issue Categories at a Glance Category Common Causes Quick Fix Login Wrong password, cookies blocked Reset password, enable cookies Data display Cache, filters, permissions Hard refresh, check filters Form submission Required fields, validation Complete all required fields Performance Too many tabs, slow internet Close tabs, check connection Login and Authentication Issues Problems accessing your account or staying logged in: Cannot Log In If you're unable to log in with your credentials, first verify you're using the correct email address and password. Remember that passwords are case sensitive. If you've forgotten your password, click the \"Forgot password?\" link on the login page to receive a password reset email. Check your spam folder if you don't see the email within a few minutes. Session Expired Messages If you frequently see session expired messages, your browser may be blocking cookies or session storage. Verify that cookies are enabled for DrillerDB and that you've added the site to your browser's allowed list. If you're using private browsing mode, switch to a regular browser window, as private mode prevents session persistence. Google Sign In Not Working If Google authentication fails, clear your browser cache and cookies for both DrillerDB and Google accounts. Ensure third party cookies are enabled, as these are required for OAuth authentication. Try disabling browser extensions temporarily, as some privacy extensions can interfere with OAuth flows. Data Display Issues Problems viewing or loading data correctly: Data Not Appearing If expected data isn't displaying, first refresh the page to ensure you're viewing the latest information. If specific projects or records are missing, verify your filter settings and search criteria haven't excluded the items you're looking for. Check that you have appropriate permissions to view the data. Incorrect or Outdated Information If you're seeing outdated information, hard refresh your browser with Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) to clear cached resources. If information still appears incorrect, log out and log back in to refresh your session and permissions. Missing Images or Files If images or files aren't loading, check your internet connection speed and stability. Large files may time out on slow connections. Try accessing the files from a desktop computer if you're on a mobile device with limited connectivity. Formatting Problems If the page layout appears broken or elements overlap, clear your browser cache completely. Ensure you're using a supported browser version DrillerDB works best with current versions of Chrome, Firefox, Safari, or Edge. Form and Data Entry Issues Problems submitting or saving information: Form Not Submitting If a form won't submit, check for required fields highlighted in red that need completion. Ensure all field formats are correct, especially for phone numbers, email addresses, and dates. If you see a CSRF token error, refresh the page and try submitting again. Changes Not Saving If your changes aren't being saved, verify you have edit permissions for the record. Check your internet connection status changes can't save without connectivity. Look for error messages at the top of the form that may indicate validation problems. Upload Failures If a file upload fails, the size limit and the accepted formats depend on which upload box you are using, so check the one you are in rather than assuming a single rule. Photo boxes on a project or a work order take images only JPG, JPEG, PNG, GIF, HEIC, HEIF, or WebP up to 25 MB each, and they refuse a PDF. The Files tab takes documents and video as well as images, and allows a larger file. Equipment files under Files & Documents take the same 25 MB cap as photos, and that box additionally accepts BMP and PDF. Compressing a large image before uploading usually clears a size refusal. Special Characters Causing Errors If you're entering data with special characters and encountering errors, avoid using symbols like quotes, brackets, or backslashes in free text fields. Stick to standard alphanumeric characters when possible. Performance Issues Problems with slow loading or response times: Slow Page Loading If pages load slowly, check your internet connection speed. Close unnecessary browser tabs that may be consuming resources. Clear your browser cache to remove outdated resources that may conflict with current versions. Timeout Errors If operations time out before completing, try performing the action during off peak hours when server load is lower. Break large operations into smaller chunks when possible, such as uploading files individually rather than in batches. Browser Freezing If your browser becomes unresponsive, you may have too many tabs open or insufficient system memory. Close other applications and browser tabs, then refresh DrillerDB. Consider using a computer with more RAM for better performance with large datasets. If you consistently experience performance issues with large datasets, contact support about optimizing your data views or upgrading your account for better performance. Step by Step: Escalate an Unresolved Issue 1. Capture screenshots and exact error text 2. Note user, browser, and approximate failure time 3. Reproduce the issue with a clear action sequence 4. Check if issue impacts multiple users or one account 5. Send details to support for faster triage Related Topics Connection Issues Network problems Contact Support Get help Real Time Features Sync and notifications Settings Account settings"},{"id":"weather/weather-dashboard","title":"Weather Dashboard","category":"weather","categoryTitle":"Weather Integration","description":"Current conditions and forecasts for job planning","headings":"Quick Start: Use Weather Dashboard Dashboard Information Step-by-Step Workflow Current Conditions Multi-Day Forecasts Location-Based Weather Weather Widgets Historical Weather Data Precipitation Risk Information Mobile Weather Access Weather Data for Planning System Capabilities Available Features Current Limitations Related Topics","content":"Weather Dashboard DrillerDB's weather dashboard provides current conditions and multi day forecasts to support job planning and field operations. Integration with weather data services ensures your team has access to accurate, location specific weather information without leaving the application. Quick Start: Use Weather Dashboard 1. Click Weather in main navigation 2. Select location (job site or service area) 3. View current conditions at top 4. Scroll down for multi day forecast 5. Check precipitation risk for planning Weather data refreshes automatically throughout the day. Hover over weather widgets for expanded detail including hourly forecasts. Dashboard Information Data Type What It Shows Updates Current Conditions Temperature, wind, precipitation Real time Multi Day Forecast 7 day outlook Daily Precipitation Risk Ground saturation levels Hourly Historical Data Past conditions On demand Step by Step Workflow 1. Click Weather in main navigation 2. Select location (job site or service area) 3. View current conditions at top 4. Scroll down for multi day forecast 5. Check precipitation risk for planning Current Conditions View current weather conditions for any job site or service area. The dashboard displays temperature, precipitation, wind speed and direction, humidity, and current weather conditions. This real time data helps field supervisors make immediate decisions about continuing or suspending operations. Current conditions refresh automatically, ensuring the displayed information remains accurate throughout the day. Teams can check weather before dispatching crews, monitor conditions during operations, and verify when weather improves enough to resume suspended activities. Multi Day Forecasts Access extended weather forecasts showing expected conditions for upcoming days. Multi day forecasts support scheduling decisions, helping you plan work during favorable weather windows and avoid scheduling outdoor operations during predicted storms or extreme temperatures. Forecast data includes high and low temperatures, precipitation probability, wind forecasts, and general weather conditions. This information enables proactive schedule adjustments, moving weather sensitive work to days with better forecast conditions. Location Based Weather Weather information is specific to job site locations. View weather for any project location or use weather data for your service area headquarters. Location specific weather ensures relevance, especially important in regions where weather varies significantly across relatively short distances. The system can display weather for multiple locations simultaneously, which is helpful when coordinating crews across different service areas. Compare weather conditions across locations to optimize crew assignments and equipment deployment. Weather Widgets Weather information appears as compact widgets throughout DrillerDB where relevant. Project views show current weather at the job site location. Scheduling screens display weather forecasts for scheduled work dates. These contextual weather displays put information where it is needed without requiring navigation to separate weather screens. Weather widgets update automatically, maintaining accuracy without manual refreshes. Hovering over or clicking weather widgets provides expanded detail including hourly forecasts and additional weather parameters. Historical Weather Data Access historical weather data to understand past conditions during specific projects or time periods. Historical weather helps explain project delays, supports insurance claims related to weather damage, and provides context for analyzing past project performance. Historical data includes recorded temperatures, precipitation amounts, and significant weather events. This information documents weather conditions that impacted operations, supporting accurate project retrospectives and dispute resolution. Precipitation Risk Information The dashboard displays precipitation based risk assessments for job sites. Risk information is based on current and forecast precipitation data, helping you understand ground conditions and site accessibility concerns. Precipitation risk information helps you make informed decisions about dispatching crews, scheduling work, and planning site access. The risk assessment considers both immediate precipitation and longer term ground saturation patterns. Mobile Weather Access Field crews access weather information through mobile devices while at job sites. Mobile weather access helps crews make real time decisions about continuing work, securing equipment, or taking weather related safety precautions. Mobile weather displays are optimized for quick viewing on smaller screens, presenting essential information efficiently. Crews can check current conditions, short term forecasts, and active weather warnings without navigating through multiple screens. Weather Data for Planning Weather forecast information is available for review when making scheduling and operational decisions. By checking the weather dashboard before finalizing schedules or dispatching crews, you can make more informed decisions about work timing. Weather data helps you identify potential conflicts between scheduled work and poor weather conditions. This information allows you to proactively adjust plans, reducing wasted dispatches and improving operational efficiency through manual schedule adjustments based on weather forecasts. System Capabilities The weather dashboard provides complete weather monitoring with both manual and automated features: Available Features Current weather conditions display Real time temperature, wind, precipitation Multi day precipitation forecasts 7 day outlook for planning Precipitation based risk levels Ground saturation and site accessibility Weather warnings Active weather alerts via getWeatherWarnings API Schedule weather integration getScheduledProjectsWeather shows weather for scheduled jobs SMS notifications Twilio based weather alerts for severe conditions (configurable) Historical weather data Past conditions for analysis and documentation Current Limitations Wind speed warnings not separately tracked Temperature extreme alerts not implemented Lightning detection not available Alert thresholds are system defined (not user customizable) Weather data is available both for manual viewing in the dashboard and through automated warning notifications for severe conditions. Related Topics Weather Warnings Precipitation risk assessment Scheduling Impact Weather in planning Scheduling Job scheduling Field Operations Field work management"},{"id":"accounting/payables","title":"Payables","category":"accounting","categoryTitle":"Accounting","description":"Manage what you owe vendors - bills, vendor records, payments, recurring bills, vendor credits, and 1099 tracking","headings":"Bills Vendors Payments Recurring Vendor Credits Form 1099 tracking AP Aging Related topics","content":"Accounts Payable The Payables tab manages money you owe vendors. Enter bills, route them through approval, pay them from a bank account, keep vendor records, set up recurring bills, apply vendor credits, and track 1099 contractors all from one place. Open Accounting Payables . The header reads \"Accounts Payable\" with a running subtitle like \"12 bills $4,500.00 outstanding\" (that count and total reflect the bills currently loaded on the page, not an all time figure). A New Bill button sits in the top right. The page has seven tabs: Bills , Vendors , Payments , Recurring , Vendor Credits , 1099 , and AP Aging . There is no separate \"expenses\" screen here a bill is the way you record a vendor expense, whether or not it will be paid later. Bills The Bills tab lists every vendor bill with columns Vendor , Bill # , Due Date , Amount , Balance , and Status . Filter by status (All Statuses, Draft, Submitted, Approved, Paid, Voided) or search by vendor or bill number. Enter a bill: 1. Click New Bill . 2. Select a Vendor , optionally enter a Bill Number , then set Amount , Bill Date , and Due Date . Add a Memo if needed. 3. Click Save Bill . The bill is created as a Draft . Move a bill through approval: Click a bill row to open its detail, then use the status driven buttons: 1. Submit for Approval (Draft to Submitted) 2. Approve Bill (Submitted to Approved) 3. Schedule Bill (optional, for approved bills) The detail view also shows the bill's line items ( Account , Description , Project , Amount ), the linked journal entry, and a full history/audit trail. You can Edit Bill , Apply Credit , or Void Bill from here. Void marks a bill voided and reverses its journal entries it cannot be undone. A bill that has already been partially paid cannot be voided. Vendors The Vendors tab lists vendors with Name , Email , Phone , Total Paid , a 1099 flag, and Status . Search by name or email, and toggle Show inactive to see deactivated vendors. Add a vendor: 1. Click New Vendor . 2. Enter a Display Name (required). Optionally add Business Name, Email, Phone, Business Type , Default Payment Method , Default Payment Terms , and a Default Expense Account . 3. For contractors, open the Tax Information section, check 1099 Eligible , and enter the Tax ID (TIN/EIN/SSN) . 4. Click Create Vendor . Vendors are never deleted deactivate them instead, and they move under the \"Show inactive\" toggle. Payments The Payments tab lists recorded payments with Vendor , Date , Amount , Method , Ref # , Bills , and Status . Pay a bill: 1. Click Pay Bills . (Only approved or partially paid bills with a remaining balance are payable.) 2. In the Record Bill Payment dialog, choose the Bill and the Bank Account , confirm the Payment Date and Amount , and pick a Payment Method (Check, ACH, Wire, Cash, or Credit Card). 3. For a check, enter the Check Number the console auto suggests the next number for the selected account. For other methods the field is a Reference Number . 4. Add a Memo if needed and click Record Payment . Recurring Set up templates that generate the same bill on a schedule. The list shows Template , Vendor , Frequency , Amount , Next Due , and Status . 1. Click New Template . 2. Select a Vendor , name the template, and pick a Frequency (Weekly, Biweekly, Monthly, Quarterly, or Annually). 3. Set the Start Date , Next Generate date, and Days Before Due , and optionally check Auto Post . 4. Add one or more line items ( Account , Line Description , Amount ) with Add Line . 5. Click Save Template . Use the preview (eye) icon on a row to see the next bill it will generate. Vendor Credits Record a credit from a vendor and apply it against their bills. The list shows Vendor , Date , Credit # , Total , Applied , Remaining , and Status (open, applied, partial, or voided). 1. Click New vendor credit , choose the Vendor , set the Credit date and Amount , optionally add a credit number and memo, then click Create credit . 2. To use it, open an approved, partial, or submitted bill's detail, click Apply Credit , choose the credit and the amount to apply, and click Apply credit . Form 1099 tracking The 1099 tab aggregates vendor payments by tax year for year end contractor reporting. 1. Pick a Tax Year and click Run . 2. Summary cards show Eligible Vendors , Above Threshold , Missing TIN , and Missing W 9 . The Missing TIN card turns red with an \"Action needed\" note when any are missing. 3. The vendor table lists Vendor , Tax ID (or \"Missing\"), Total Paid , Threshold , and 1099 Required . A per vendor detail view breaks down the qualifying payments. 4. Click Export CSV or Export PDF to download the filing data. The full year end 1099 NEC filing tool (with per vendor PDFs) lives under Reports. AP Aging Age what you owe, the same way A/R ages what you're owed. 1. Set the As of date and click Run . 2. A cash forecast row shows Overdue , Due This Week , Due Next Week , and Due Next 90 Days . 3. Aging cards break the total into Current , 1 30 , 31 60 , 61 90 , 90+ , and Total . 4. The table lists each vendor across those buckets; click a vendor to drill into their Open Bills ( Bill Date , Due Date , Bill # , Balance , Days Past Due ). Related topics Receivables the accounts receivable side Banking the bank accounts you pay bills from Job Costing how bills roll into project costs"},{"id":"customer-portal/invoice-payments","title":"Invoice Payments","category":"customer-portal","categoryTitle":"Customer Portal","description":"Accept customer payments online through the portal","headings":"Quick Start: Collect Online Payments Payment Method Comparison Step-by-Step Workflow Payment Processing Invoice Viewing Payment Options Automatic Receipts Payment Notifications Security and Compliance Failed Payment Handling Troubleshooting Related Topics","content":"Invoice Payments The customer portal includes integrated payment processing, allowing customers to pay invoices online using credit cards, debit cards, or ACH transfers. This payment functionality accelerates cash collection while providing customers with convenient payment options. Quick Start: Collect Online Payments 1. Create and send invoice with Pay Online link 2. Customer receives email with payment link 3. Customer clicks link and views invoice 4. Enters payment details (card or bank account) 5. Payment processes through Stripe 6. You receive instant notification ACH bank transfers have lower fees than credit cards (0.8% vs 2.9%). For large invoices, ACH can significantly reduce payment processing costs. Payment Method Comparison Method Processing Fee Settlement Time Best For Credit Card 2.9% + $0.30 2 business days Quick payments Debit Card 2.9% + $0.30 2 business days Consumer payments ACH Transfer 0.8% (max $5) 3 5 business days Large invoices Step by Step Workflow 1. Create and send invoice with Pay Online link 2. Customer receives email with payment link 3. Customer clicks link and views invoice 4. Enters payment details (card or bank account) 5. Payment processes through Stripe 6. You receive instant notification Payment Processing DrillerDB integrates with Stripe Connect to provide secure, PCI compliant payment processing. Customers can pay invoices directly from the portal without leaving the DrillerDB interface. Payment information is processed securely through Stripe's infrastructure, ensuring your business never handles sensitive payment data directly. The payment interface supports all major credit cards, debit cards, and bank account transfers. Customers can save payment methods for future use, streamlining repeat payments and encouraging prompt payment of invoices. Invoice Viewing Customers access invoices through secure links sent via email. The invoice view displays all line items, subtotals, taxes, and the total amount due. Customers can review project details, verify completed work, and download PDF copies for their records. The invoice interface clearly shows payment status, due dates, and any applied discounts or credits. This transparency reduces payment disputes and questions, minimizing time spent on accounts receivable management. Payment Options Customers can pay invoices in full using credit cards, debit cards, or ACH transfers. The system tracks all payments against invoices, maintaining accurate balance information and payment history. Automatic Receipts When customers complete payments, they immediately receive email receipts with transaction details. These receipts include payment amount, transaction ID, date, payment method used, and remaining balance if applicable. Automatic receipts reduce support requests and provide customers with instant payment confirmation. Payment receipts are also stored in the customer portal, allowing customers to access historical payment records at any time. This self service access reduces requests for duplicate receipts and payment verification. Payment Notifications Your team receives real time notifications when customers make payments. These notifications include payment amount, invoice number, and customer information. Instant notification enables rapid order fulfillment, service restoration, or project continuation when payment was a blocking factor. Payment notifications integrate with DrillerDB's accounting features, automatically updating accounts receivable balances and financial reports. This automation eliminates manual payment entry and reduces accounting errors. Security and Compliance All payment processing meets PCI DSS compliance requirements through Stripe's certified infrastructure. Customer payment information is encrypted during transmission and storage. DrillerDB never stores complete credit card numbers, maintaining security while enabling payment processing. The system maintains detailed payment audit trails, tracking all payment attempts, successful transactions, and refunds. This documentation supports financial audits, dispute resolution, and regulatory compliance requirements. Failed Payment Handling If a payment fails due to insufficient funds, expired cards, or other issues, the customer will see an error message and can retry with a different payment method. Your team is notified of successful payments through the system. DrillerDB never stores complete credit card numbers. All payment data is securely processed through Stripe's PCI compliant infrastructure, protecting both you and your customers. Troubleshooting Payment link not working? Verify Stripe Connect is properly connected Check invoice was sent with payment enabled Generate new payment link if needed Customer payment declined? Customer should verify card details Check if card is expired Try different payment method Contact card issuer for blocks Payment received but invoice not marked paid? Allow time for sync (usually instant) Check Stripe dashboard for payment status Manually mark paid if sync failed No payment notification received? Check notification settings Verify email delivery Check Stripe webhook configuration Related Topics Proposal Approval Proposal process Document Access Share documents Invoicing Create invoices Stripe Connect Payment setup"},{"id":"customers/adding-contacts","title":"Adding Contacts","category":"customers","categoryTitle":"Customer Management","description":"Create new contact records in your contact database","headings":"Quick Start: Add a New Contact Step-by-Step: Create a Contact Step 1: Open the New Contact Form Step 2: Enter Name Information Step 3: Choose the Type Step 4: Add Contact Information Step 5: Enter the Address Step 6: Add a Website and Notes (Optional) Step 7: Save the Contact After Creating a Contact Adding Additional Contacts Validation Errors What You Can Do Next Best Practices Troubleshooting Related Topics","content":"Adding Contacts Creating a contact keeps accurate records for everyone you work with. The New Contact form captures the essentials quickly, and you can add roles, extra contacts, and billing details afterward. Quick Start: Add a New Contact 1. Open Contacts from the sidebar 2. Click Add Contact 3. Enter a name and/or company 4. Choose the Type (Customer, Vendor, or Subcontractor) 5. Add phone and email 6. Click Save Contact Step by Step: Create a Contact Step 1: Open the New Contact Form 1. Click Contacts in the sidebar 2. Click Add Contact 3. The New Contact form opens with empty fields Step 2: Enter Name Information Field When to Use Company Companies, contractors, builders First Name Individual contacts Last Name Individual contacts You must enter at least a first name, last name, or company before the contact will save. Step 3: Choose the Type Pick the contact Type from the dropdown: Type Use For Customer Property owners and the people you bill Vendor Suppliers and companies you buy from Subcontractor Trades and partners you hire Owner, Builder, and Pump Installer roles are set later on the Edit screen see Contact Types. Step 4: Add Contact Information Field Description Example Phone Primary phone number (555) 123 4567 Cell Phone Mobile phone (555) 987 6543 Email Primary email john@example.com Fax Fax number (optional) (555) 111 2222 Add an email so you can send proposals and invoices to this contact later. Step 5: Enter the Address Field Description Address Street address City City name State State Zip Postal code Why the address matters: Links to project locations Helps with route planning for field crews Step 6: Add a Website and Notes (Optional) Add a website URL if the contact has one, and use the Notes field for anything worth remembering preferred contact method, site access details, or historical context. Step 7: Save the Contact 1. Review what you entered 2. Click Save Contact 3. The contact's detail page opens automatically After Creating a Contact Open the contact and click Edit to add details the New Contact form does not cover: Add Where Owner / Builder / Pump Installer role Contact Role checkboxes Billing Email Separate from the primary email, for invoices Second phone (Phone 2) and extension Phone fields Additional contacts The Additional Contacts section Tax group or tax exempt status Tax Settings Adding Additional Contacts For companies with more than one person to reach: 1. Open the contact and click Edit 2. Under Additional Contacts , click Add Contact 3. Enter the person's name/title, email, cell, phone, and fax 4. Repeat for each person, then click Save Changes Role Example Person Project contact Project manager Billing contact Accounts payable Technical contact Site supervisor Validation Errors Error Solution \"At least a name or company is required\" Enter a first name, last name, or company \"Invalid email address\" Check the email has an @ and a domain What You Can Do Next Once saved, the contact is immediately available to: Action How to Use Start a project Open the contact and click New Drilling Project Start a work order Open the contact and click New Pump/Service Bill the contact Select it as the billing recipient on an invoice Find it again Search Contacts by any field you entered Best Practices For consistency: Use consistent company naming (e.g., \"ABC Construction, Inc.\") Enter phone numbers the same way each time Before creating: Search Contacts first to avoid duplicates Add a billing email if invoices go to a different person Troubleshooting Can't save the contact? Make sure at least one of first name, last name, or company has text Fix any email flagged as invalid Contact not appearing in search? Enter at least two characters Try a different field Clear any active role filter Need to edit after saving? Open the contact and click Edit Make changes and click Save Changes Created a duplicate? See Consolidating Duplicates Related Topics Contacts Overview Search and navigate contacts Contact Types Types and roles Customer History Projects, invoices, and communications Consolidating Duplicates Merge duplicate records"},{"id":"depthmap/tools","title":"Map Tools","category":"depthmap","categoryTitle":"DepthMap","description":"Use DepthMap's right-click tools for geology estimation, coordinate display, and distance measurement","headings":"Quick Start: Estimate Geology at a Location Tool Quick Reference Step-by-Step Workflow Accessing Tools Display Coordinates Coordinate Format Use Cases Estimate Geology How It Works What You Get Accuracy Considerations Measure Distance Using the Tool Distance Display Use Cases Tips for Accurate Measurement Context Menu on Mobile Combining Tools Troubleshooting Related Topics","content":"Map Tools DepthMap includes several tools accessible through the right click context menu. These tools help you analyze locations, measure distances, and gather geological insights. Quick Start: Estimate Geology at a Location 1. Navigate to your area of interest 2. Right click on the map (or long press on mobile) 3. Select Estimate Geology 4. View predicted formations and depths 5. Note confidence level based on nearby wells Right click coordinates are displayed at the top of the context menu. Click them to copy to your clipboard for use in other applications. Tool Quick Reference Tool Purpose How to Use Display Coordinates Get lat/long for any point Right click, view at top of menu Estimate Geology Predict formations at location Right click Estimate Geology Measure Distance Calculate distance between points Right click Measure Distance Step by Step Workflow 1. Navigate to your area of interest 2. Right click on the map (or long press on mobile) 3. Select Estimate Geology 4. View predicted formations and depths 5. Note confidence level based on nearby wells Accessing Tools Right click (or long press on touch devices) anywhere on the map to open the context menu. The menu shows the coordinates of the clicked location and available tools. Display Coordinates Every right click shows the latitude and longitude of the clicked point at the top of the context menu. Click the coordinates to copy them to your clipboard. Coordinate Format Coordinates display in decimal degrees format (e.g., 43.0731, 89.4012). This format is compatible with most mapping applications and GPS devices. Use Cases Record precise locations for future reference Share coordinates with colleagues Input coordinates into other mapping tools Document well locations for reports Estimate Geology The Estimate Geology tool uses AI analysis of nearby well logs to predict what formations exist at a specific location. How It Works 1. Right click on the map at your location of interest 2. Select \"Estimate Geology\" 3. The system analyzes well logs within a radius of the selected point 4. AI examines drilling reports to identify formation patterns 5. Results display estimated formations and depths What You Get The geology estimate includes: Predicted formations Rock and soil types likely at each depth Estimated depth to bedrock Where solid rock formations begin Estimated depth to water Typical static water levels in the area Confidence level Based on proximity and consistency of nearby wells Number of wells analyzed How many data points informed the estimate Accuracy Considerations Geology estimates are predictions based on nearby data, not site specific surveys. Accuracy depends on: Proximity to existing well logs Geological consistency in the area Number of wells available for analysis Quality of original well log data Always conduct proper site investigation before drilling. These estimates provide valuable planning information but should not replace professional geological assessment. Measure Distance The Measure Distance tool lets you draw lines on the map to calculate distances between points. Using the Tool 1. Right click and select \"Measure Distance\" 2. Click on the map to set the starting point 3. Click additional points to extend the measurement 4. View distance displayed along the line 5. Click the starting point or press Escape to finish Distance Display Distances show in feet and miles. The tool calculates straight line distance between points and total distance for multi point paths. Use Cases Measure setback distances from wells to property lines Calculate distance between existing wells Plan well spacing for new installations Estimate pipe run lengths Document compliance with spacing regulations Tips for Accurate Measurement Zoom in for precise point placement Use parcel layer to align with property boundaries Click carefully at exact points of interest Remember this measures straight line distance, not terrain or route distance Context Menu on Mobile On mobile devices, long press the map to access the context menu. Touch and hold for about one second until the menu appears. All tools work the same as on desktop. Combining Tools Tools work together effectively: 1. Use Estimate Geology to understand formation depths at a potential well site 2. Use Measure Distance to verify setback requirements 3. Use Display Coordinates to document the exact location 4. Toggle Parcel Boundaries layer for property context This workflow helps evaluate potential well locations efficiently. Geology estimates are predictions based on nearby well data, not site specific surveys. Always conduct proper site investigation before drilling. These estimates provide valuable planning information but should not replace professional geological assessment. Troubleshooting Right click menu not appearing? On mobile, use long press (hold for 1 second) Ensure you're clicking on the map, not a marker Try disabling browser extensions that may intercept right clicks Geology estimate showing low confidence? Area may have few nearby wells with data Try a location with more well coverage Check if wells visible on map in that area Distance measurement not working? Click carefully at exact points Press Escape to cancel and restart Zoom in for more precise point placement Related Topics Map Navigation Search and navigate Map Layers Toggle wells and parcels Understanding Well Data What's in well logs DepthMap Overview Features and subscription"},{"id":"drillpath/proposal-milestones","title":"Proposal Milestones","category":"drillpath","categoryTitle":"DrillPath Milestones","description":"Track milestones during the proposal stage","headings":"Quick Start: Track Proposal Progress Proposal Stage Milestones Step-by-Step Workflow Proposal Created Proposal Sent Approval Received Permits Obtained Milestone Dependencies Blocking Issues Proposal Stage Reporting Integration with Scheduling Troubleshooting Related Topics","content":"Proposal Milestones The proposal stage of DrillPath tracks projects from initial creation through customer approval and permitting. These early milestones ensure nothing falls through the cracks during the critical sales and preparation phases that set up project success. Quick Start: Track Proposal Progress 1. Create a new proposal (milestone auto completes) 2. Send proposal to customer via email or portal 3. Record customer approval when received 4. Track permit applications and approvals 5. Project becomes eligible for scheduling Use the proposal pipeline view to see all proposals at each milestone stage. This helps identify stalled proposals that need follow up. Proposal Stage Milestones Milestone Trigger Auto Complete Created New proposal saved Yes Sent Email/portal delivery Yes (email) / Manual (print) Approved Customer signs/accepts Manual or portal signature Permitted Permits obtained Manual Step by Step Workflow 1. Create a new proposal (milestone auto completes) 2. Send proposal to customer via email or portal 3. Record customer approval when received 4. Track permit applications and approvals 5. Project becomes eligible for scheduling Proposal Created The first milestone marks when a proposal enters the system. This milestone automatically completes when you create a new proposal record in DrillerDB. The timestamp records exactly when the sales process began for reporting and performance analysis. Tracking proposal creation provides visibility into sales pipeline activity. Understanding how many proposals are created each week or month helps with capacity planning and sales forecasting. This data also enables analysis of conversion rates from proposal to approved project. Proposal Sent The proposal sent milestone completes when you deliver the proposal to the customer, whether via email, customer portal, or printed copy. This milestone distinguishes between prepared proposals and proposals actively under customer consideration. Tracking proposal delivery helps measure sales cycle duration. The time between proposal creation and delivery indicates sales team efficiency. Long delays between creation and sending may indicate bottlenecks in proposal preparation, pricing approvals, or resource allocation. Approval Received Customer approval completes this milestone, transitioning the project from potential work to committed work. The approval timestamp records exactly when the customer committed, supporting revenue recognition processes and project scheduling. Time from proposal sent to approval received measures sales closing speed and indicates proposal quality. Short approval times suggest well targeted proposals and effective customer communication. Lengthy approval periods may indicate pricing concerns, competition, or proposal clarity issues. Permits Obtained Many drilling projects require permits before work can begin. The permits obtained milestone tracks regulatory approval processes, ensuring projects do not proceed before proper authorizations are secured. This milestone may have a complex completion process involving multiple permit types and jurisdictions. Tracking permit acquisition provides visibility into regulatory bottlenecks. Understanding typical permit processing times helps with customer communication about project start dates. Historical permit data reveals seasonal patterns in regulatory processing and identifies jurisdictions with particularly fast or slow approval processes. Milestone Dependencies Proposal milestones follow logical dependencies. You cannot receive approval before sending the proposal. You cannot begin permit applications before customer approval. These dependencies enforce proper workflows and prevent data entry errors. The milestone system allows flexibility where appropriate. For example, permit applications might begin in parallel with customer review for time sensitive projects, but work cannot start until both approval and permits are complete. Blocking Issues DrillPath identifies when proposal milestones are blocked. If a proposal has been sent but months have passed without approval, the system highlights this stalled proposal. If permits are taking unusually long to obtain, the delay becomes visible in project tracking. Blocked milestone visibility enables proactive problem solving. Sales teams can follow up on stalled proposals before opportunities are lost. Project managers can escalate permit delays before they impact scheduled start dates. Proposal Stage Reporting Generate reports showing all proposals at each milestone stage. See how many proposals are awaiting customer review, how many are approved pending permits, and how many are fully ready to schedule. This pipeline visibility supports resource planning and revenue forecasting. Analyze conversion rates between proposal milestones. What percentage of sent proposals receive approval? What percentage of approved projects successfully obtain permits? Understanding these conversion rates helps refine sales strategies and improve proposal quality. Integration with Scheduling Once all proposal milestones complete, projects become eligible for scheduling. The scheduling system only considers projects that have cleared customer approval and permit requirements, ensuring crews are dispatched only to fully authorized work. This integration between DrillPath milestones and scheduling prevents wasted dispatches and customer confusion. Field crews receive assignments only for properly approved and permitted projects, avoiding situations where crews arrive at job sites that are not ready for work. Projects cannot be scheduled until both approval and permit milestones are completed. This enforcement ensures crews are only dispatched to fully authorized work. Troubleshooting Proposal sent but milestone not updating? Check if email was sent successfully (view email log) Printed/manual delivery requires manual milestone completion Verify recipient email address was valid Approval milestone not completing from portal? Customer must complete the digital signature Check customer portal for partial signatures Contact customer to complete approval process Project not appearing in scheduling? Verify all proposal milestones are completed Check that permit milestone is marked complete Review project status (must be \"Open Job\" status) Related Topics Milestone Tracking Visual timeline overview Open Job Milestones Field operations milestones Proposals Creating and sending proposals Customer Portal Customer approval process"},{"id":"equipment/adding-equipment","title":"Adding Equipment","category":"equipment","categoryTitle":"Equipment Management","description":"Create new equipment records with the details the console tracks","headings":"Quick Start: Add Equipment Creating a New Equipment Record Step-by-Step: Create Equipment Required Information Categories Status Options Optional Details Identification Financial Assignment GPS First Service Date Adding Photos and Documents After Creation Troubleshooting Related Topics","content":"Adding Equipment Adding equipment to your inventory creates a permanent record that tracks the asset throughout its lifecycle. A complete record makes maintenance scheduling, cost tracking, and assignment accurate from day one. Quick Start: Add Equipment 1. Go to Equipment from the sidebar 2. Click the Add Equipment button 3. Enter the equipment Name 4. Pick a Category and Status (both default, so you only change them if needed) 5. Add optional details (make, model, VIN, financials, assignment) 6. Click Save Equipment Creating a New Equipment Record Step by Step: Create Equipment 1. Open the Equipment list from the sidebar 2. Click the Add Equipment button the new equipment form opens 3. Enter the Name (the only required field) 4. Set Category and Status if the defaults do not fit 5. Fill in any optional details you have 6. Click Save Equipment to create the record Required Information Only one field is required. Field Description Example Name Clear, descriptive identifier \"Drilling Rig 1\" Category and Status are dropdowns with sensible defaults they always carry a value, so you are never blocked on them. Categories Category Typical Use Trucks Service and transport vehicles Trailers Transport trailers Drilling Rigs Primary drilling equipment Pump Hoist Pump hoist units Tools Hand and power tools Safety Equipment Safety gear and compliance items General Anything that does not fit another category Status Options Status Meaning Available Ready for use In Use Currently in service Maintenance Under service or repair Retired No longer in the active fleet Disposed Sold, scrapped, or otherwise removed Use consistent naming like \"Drilling Rig 1\" or \"Service Truck 2\" for easy identification across your fleet. Optional Details These fields are optional but make equipment management more complete. Identification Field Purpose Make Manufacturer helps with parts and service manuals Model Specific model for compatibility and specs Year Manufacture year for age and depreciation VIN Vehicle identification / serial number License Plate Registration info for on road vehicles Capture VINs and serial numbers accurately they are critical for warranty claims, recalls, and resale documentation. Financial Field Purpose Purchase Date When the asset was acquired Purchase Price Original price for depreciation tracking Current Value Estimated present value Insurance Expiration When coverage lapses, for renewal reminders Assignment You can set an Assigned Employee and an Assigned Team right on the new equipment form. If the chosen employee is not a member of the chosen team, the form shows a gentle heads up that can be intentional (for example, a fleet manager), but it is worth a second look. See Equipment Assignment for how assignment is managed afterward. GPS If the asset has a tracker, set the GPS Provider and Device ID so location shows up under GPS Tracking. First Service Date The form has a single Next Service Date and a Service Notes field for a starting reminder. Full recurring maintenance schedules are set up later on the record's Maintenance tab see Maintenance Schedules. Adding Photos and Documents The new equipment form does not upload files. After you save the record, open it and use the Files & Documents tab to upload photos and documents (JPG, JPEG, PNG, GIF, BMP, WebP, HEIC, HEIF, or PDF, up to 25 MB each) owner's manuals, warranty docs, purchase invoices, and identification photos. After Creation Once saved, the equipment appears in your inventory list and is ready for: Feature Description Service logs Record completed maintenance work Maintenance schedules Set up recurring service reminders Employee assignment Assign to a responsible person Photos and documents Attach manuals, warranties, and images GPS tracking Track location when a device is paired You can edit any equipment information at any time from the equipment record's Edit page. Troubleshooting Can't save equipment? Make sure the Name field is filled in it is the required field Refresh and retry if the save does not complete Category or Status not what you expected? Both are fixed dropdowns; pick the closest fit (use General for miscellaneous equipment) Need to add a photo or manual? Save the record first, then upload on the Files & Documents tab Related Topics Equipment List View all equipment Maintenance Schedules Configure schedules Service Logs Record maintenance Equipment Assignment Assign to employees"},{"id":"field-operations/tower-up-down","title":"Tower Up/Down Tracking","category":"field-operations","categoryTitle":"Field Operations","description":"Track drilling rig setup and teardown times for accurate project timelines","headings":"Quick Start: Record Tower Up/Down Understanding Tower Up/Down Recording Tower Up Step-by-Step: Record Tower Up What Tower Up Triggers Recording Tower Down Step-by-Step: Record Tower Down What Tower Down Triggers Automated Notifications Notification Recipients Step-by-Step: Configure Customer Notifications Reporting and Analysis Analytics Data Uses for Tower Data Troubleshooting Related Topics","content":"Tower Up/Down tracking is a specialized feature in DrillerDB that records the precise times when drilling operations begin and end at a project site. This data provides crucial visibility into project progress and helps ensure accurate billing for drilling time. Quick Start: Record Tower Up/Down 1. Open project on mobile or web 2. Click Tower Up when drilling starts 3. Add optional notes about conditions 4. Office and customer receive notifications 5. Click Tower Down when drilling ends Understanding Tower Up/Down Tower Up and Tower Down mark the beginning and end of active drilling. Event Meaning When to Record Tower Up Rig set up, drilling begins When drill touches ground Tower Down Drilling complete, rig secured When drilling stops These timestamps create an accurate record of productive drilling time, distinct from total time on site which includes setup, breakdown, and waiting. Recording Tower Up Record Tower Up when the crew is ready to begin drilling operations. Step by Step: Record Tower Up 1. Open project on mobile app 2. Tap Tower Up button 3. Timestamp captured automatically 4. Add notes (optional): Site conditions Equipment status Factors that might impact drilling 5. Tap Submit 6. Office receives instant notification What Tower Up Triggers Action Recipient Real time notification Office personnel Email notification Customer (if configured) Status update Project changes to \"In Progress\" Time logging Drilling time clock starts Recording Tower Down Record Tower Down at the completion of drilling operations. Step by Step: Record Tower Down 1. Open project on mobile app 2. Tap Tower Down button 3. Timestamp captured automatically 4. Add completion notes (optional) 5. Tap Submit 6. Office receives notification What Tower Down Triggers Action Result Office notification Coordinate follow up Customer email Drilling complete notification Drilling duration Calculated from Tower Up Invoicing Actual time documented Automated Notifications The Tower Up/Down system integrates with email and real time notifications. Notification Recipients Recipient Notification Type When Sent Office staff Real time (WebSocket) Immediately Office staff Desktop/mobile push Immediately Customer Email (if configured) Within minutes Step by Step: Configure Customer Notifications 1. Open project settings 2. Enable \"Notify customer on Tower Up\" 3. Enable \"Notify customer on Tower Down\" 4. Verify customer email address 5. Save settings Customer notifications demonstrate transparency and improve communication. Enable them for customers who appreciate proactive updates. Reporting and Analysis Tower Up/Down data feeds into project analytics. Analytics Data Metric Insight Actual vs estimated Estimation accuracy Drilling duration Billing verification Time by condition Identify slow factors Historical patterns Improve future estimates Uses for Tower Data Use Benefit Accurate invoicing Bill for actual time Project estimation Improve future quotes Performance analysis Identify efficiency opportunities Customer transparency Document drilling time Troubleshooting Tower Up button not appearing? Check you're assigned to the project Verify project status allows Tower Up Refresh the page Customer didn't receive notification? Check customer email is correct Verify notifications are enabled Check spam folder Time seems wrong? Verify device time/timezone Review Tower Up timestamp Contact support if discrepancy Related Topics Daily Logs Record daily activities Field Reports Standardized reports Real Time Updates Notification system GPS Check ins Location verification"},{"id":"geothermal/ground-loop-designs","title":"Ground-Loop Designs","category":"geothermal","categoryTitle":"Geothermal Estimator","description":"Size a borefield in a five-step wizard: ground properties, field layout, loads, construction, then run the sizing","headings":"You do not need engineered loads to start Starting a design Step-by-Step: Size a borefield Step 1 - Site & ground Step 2 - Field Step 3 - Loads Step 4 - Construction Step 5 - Review & run Reading the result If the sizing will not converge Related Topics","content":"Ground Loop Designs A design turns ground properties into something you can price and drill: a borefield laid out in rows and columns, sized to hold the building's load inside your temperature limits. It is a web native alternative to GLHEPRO, and the sizing runs on the GHEDesigner engine. You do not need engineered loads to start If the mechanical contractor has not delivered loads yet, you can still size a field. The Loads step has an Estimate loads for me panel that builds a full year from the building type, its square footage, and the site climate. The result is labeled Loads source: ESTIMATED on the review screen, with the reminder \"Planning estimate replace with engineered loads for final design.\" That is exactly the right use: bid the job now, refine when the real numbers arrive. Starting a design Click New design on the Ground loop designs tab. A dialog opens, Start a ground loop design , offering two routes: Pick a site you have already assessed. Each row shows the coordinates, the date, the conductivity, and the confidence badge. The address, coordinates, and ground properties carry straight into the wizard, so nothing has to be retyped or converted. The dialog notes that picking a site does not use a report it does not spend an assessment against your fair use allowance. Start a blank design. You enter the ground properties yourself. A completed assessment also has its own Start ground loop design button, which is the natural path if you have just finished looking at results. Step by Step: Size a borefield The wizard shows a stepper across the top: 1 Site & ground / 2 Field / 3 Loads / 4 Construction / 5 Review . Step 1 Site & ground Site address autofills ground properties when you pick an address, and there is a Use current location button if you are standing on the site. Three properties are required, and are filled for you when you started from an assessment: Field Units Ground conductivity W/m·K Volumetric heat capacity MJ/m³·K Undisturbed ground temp °F Hand entered properties get a MANUAL badge so you can see at a glance which numbers you supplied. Design name is optional: a design saved without one is listed under its site address instead, or as \"Untitled design\" if it has neither. Name it after the job and you will find it again. Note the conductivity units. The assessment headline is in Btu/hr·ft·°F, but it prints the W/m·K value directly beneath it read that one and type it. There is no arithmetic to do, and starting from a saved assessment skips the retyping entirely. Step 2 Field Two modes sit at the top: Saved site borefield , which picks up a layout you drew with the site planner's borefield tool, and Quick rectangle , which is the default. In Quick rectangle you lay the field out with Rows , Columns , and Spacing in feet (default 20). There is no \"number of boreholes\" field the count is rows times columns. Spacing is a floor, not an exact value. The engine optimizes spacing between the value you set and twice it, to fit the available land while meeting your temperature limits. Set it to the closest you are willing to drill, not to what you hope to end up with. Step 3 Loads Two fields on this step are required and easy to miss: Peak heating and Peak cooling, both in MBH. At least one of them must be greater than zero or the wizard will not let you past this step. If you need the conversion, the form gives it to you: 1 ton = 12 MBH. They are easy to miss because Estimate loads for me and Typical test profile fill them in silently. If you type the twelve months by hand, or import a CSV, you have to enter the peaks yourself the CSV template carries only month, heating, and cooling. There is a second gate behind that one: every month needs a value in both columns. Clear the peak error and the step will still hold you with \"Fill in all 12 heating and cooling months (0 is fine).\" A zero is a perfectly good answer for a month with no load. The rest of the step is monthly energy in kBtu , heating and cooling, twelve rows. There are four ways to fill it: 1. Estimate loads for me pick a Building type (Office, School, Warehouse, Retail, or Residential / multifamily), enter the Conditioned area in square feet, and the tool generates a full profile from that and the site climate. Every value stays editable. 2. Typical test profile a sample profile, useful for seeing how the wizard behaves. 3. Import CSV with a Template CSV provided to match the format. 4. Type the twelve months in by hand. Annual heating and cooling totals are not something you enter. Those are computed from the twelve months and shown on the Review step. The peaks are the opposite: you enter them, and Review echoes them back. Step 4 Construction How the borehole is built, and the limits the engine must respect. Field Default Borehole diameter 152.4 mm (6 in) Pipe Single U tube, or Double U tube Grout Standard 0.75 W/m·K, or Enhanced 1.2 W/m·K Circulating fluid 20% propylene glycol, or Water Min EFT 30 °F Max EFT 95 °F Max depth 500 ft Design years 20 Min EFT and Max EFT are your inputs, not an output to check afterwards. Set them to your heat pump's real operating window and the engine sizes the field to stay inside it across the whole design horizon. Design years is that horizon the default of 20 is what \"will this still work in twenty years\" means here. Max depth is a ceiling, not a target. It is the deepest you are willing or able to drill, and the engine solves underneath it. Step 5 Review & run A summary of everything: name, location, ground properties, the field as \"Rectangle 8×8 @ 20 ft\", the computed annual heating and cooling in kBtu, the peaks you entered in MBH, the borehole spec, your EFT limits, and depth and years. Loads source says whether the loads were entered or estimated, and on an estimated set it names the building type, area, and climate it used. Check it, then click Run sizing . There is no separate save step. Sizing can take a few minutes on a large field, and you do not have to sit there: the design keeps running if you leave the page, and the result appears when it is ready. Reading the result Saved designs are listed with the design name as the heading, the status, the borehole count and depth (\"1 boreholes · 79 ft each\"), the date, and whether the design came From assessment . Designs are company wide, so your crew sees them. Open one and the detail page leads with the numbers you will quote: boreholes , depth per borehole , and total drilling , with a borehole layout figure below them. Export PDF and All designs sit in the page header, top right. If the engine raised any warnings while solving the field, an Engine notes section appears as well; on a clean run there is nothing to show and it stays hidden. The entering fluid temperature envelope is the chart to read. It projects how the loop fluid drifts across the design years as the ground around the field warms or cools. Because you set Min and Max EFT as inputs, a successful sizing already respects them the envelope shows you how much margin you ended up with, and where in the design life it gets tightest. Balance drives all of it. Where annual heating and cooling are close, the ground recovers each year and the field is stable. Where one dominates heavily, the ground trends that way and the engine compensates with more boreholes, more depth, or wider spacing. If the sizing will not converge A design that fails shows up in the list with a Failed status and the note \"Sizing failed open to review and re run.\" Open it and use Edit & re run : you go back into the wizard with your inputs intact, change what you need, and run it again. What to change is whichever constraint you actually have room on: raise Max depth , widen Spacing , add rows or columns, or if your equipment genuinely allows it, widen the EFT window. The failure means the field could not meet your limits as constrained, so something in those limits has to give. If a result looks too good, check the confidence badge on the assessment behind it. A low confidence estimate with a wide conductivity band can produce an optimistic design. See Reading Your Results. Related Topics Running an Assessment produce the ground properties Reading Your Results how much to trust them Thermal Conductivity Tests anchor them to a real measurement"},{"id":"getting-started/navigation-basics","title":"Navigation Basics","category":"getting-started","categoryTitle":"Getting Started","description":"Learn how to navigate DrillerDB's interface and find features","headings":"Quick Start: Navigation Step-by-Step Workflow Overview Sidebar Navigation Main Navigation Sections Sidebar Behavior Top Navbar Left Side Right Side Section Switching Mobile vs Desktop Differences Mobile Interface Desktop Interface Quick Tips Navigation Customization Accessibility Features Troubleshooting Related Topics","content":"Quick Start: Navigation 1. Use the sidebar on the left for main sections 2. Click hamburger menu (☰) to show/hide sidebar 3. Press ⌘K or Ctrl+K for quick search 4. Click Dashboard in the sidebar to return to your overview 5. Use notifications bell for alerts Step by Step Workflow 1. Use the sidebar on the left for main sections 2. Click hamburger menu (☰) to show/hide sidebar 3. Press ⌘K or Ctrl+K for quick search 4. Click Dashboard in the sidebar to return to your overview 5. Use notifications bell for alerts Overview DrillerDB features a dual navigation interface designed for desktop and mobile workflows. The application uses a collapsible sidebar navigation system alongside a top navbar, providing quick access to all major sections of the platform. On desktop, you can keep the sidebar visible for quick navigation, or collapse it for more screen space. Your preference is saved automatically. Sidebar Navigation The primary navigation method in DrillerDB is the left sidebar, which provides access to all major sections, organized into groups (Overview, Operations, Assets, Financial, People, Data, System). Use the collapse control at the bottom of the sidebar to shrink it to icons; on mobile the navigation is available from the menu button. Main Navigation Sections Section Icon Description Dashboard Layout At a glance overview and key business numbers Projects Drill Bit Main project and proposal management Pump/Service Wrench Work orders for pump installations and service calls Open Work List Everything across your jobs that still needs action Scheduling Calendar Calendar, Gantt, and list views for job scheduling Timecards Clock Crew hours and time tracking Equipment Truck Equipment, service logs, and maintenance tracking Products & Services Warehouse Your materials and service catalog Maps Map Job locations and well maps Contacts People Customer, vendor, and contact management Compliance Shield State forms and permit paperwork Reports Bar Chart Generate and view business reports Settings Gear Company setup, users, and preferences Help Question Circle Documentation, support, and help resources Your sidebar may show more or fewer sections such as Invoices, Accounting, Communications, Geology, Lab, Liens, or Rentals depending on your plan and which features your company has enabled. Sidebar Behavior The sidebar navigation adapts to your screen size and preferences: Desktop : Toggle the sidebar using the button in the top left or the switch in the settings dropdown. The sidebar can remain persistent or collapse for more screen space. Mobile : Access the sidebar by tapping the hamburger menu. It slides in as an overlay and closes automatically after selecting a section. Tooltips : Hover over icons in the collapsed sidebar to see section names. Active State : The currently selected section is highlighted with a background color. Top Navbar The top navbar provides constant access to global features regardless of which section you're viewing: Left Side Sidebar Toggle : Hamburger menu to show/hide the sidebar Page Title : Shows the section you are currently viewing To return to your overview from anywhere, click Dashboard in the sidebar. Right Side Notifications : Bell icon with badge showing unread notification count User Profile : Dropdown menu with: Settings access User profile information Sidebar toggle switch Logout option Section Switching Navigating between sections in DrillerDB is instantaneous: 1. Click any sidebar item to switch to that section 2. Click Dashboard in the sidebar to return to your overview 3. Use browser back/forward buttons each section has its own page URL 4. Direct links from notifications or search results When you switch sections, the page loads quickly without a full refresh. Your place in a list is preserved where possible, so returning to a section shows the view you were working with. Mobile vs Desktop Differences Mobile Interface Sidebar appears as a slide out panel (offcanvas) Navbar collapses into a hamburger menu Touch optimized spacing for all navigation elements Automatic sidebar close after selection to maximize content area Swipe gestures not required tap based navigation Desktop Interface Sidebar can remain visible alongside content More compact navigation spacing Hover tooltips on collapsed sidebar Persistent toggle button for sidebar control Multi monitor support for extended workflows Quick Tips Keyboard Navigation : Use Tab to navigate through sidebar items, Enter to select Breadcrumbs : The section header shows your current location and context Search Integration : Many sections include search bars that filter content in real time Settings Badge : Hidden sections can be enabled in Settings Beta Environment : Beta testing sections may have a different background color or badge Navigation Customization Access Settings from the user dropdown menu to customize navigation preferences: Sidebar Toggle : Enable or disable persistent sidebar Section Visibility : Show or hide specific sections based on your role Default Landing Page : Set which section loads by default (typically your Dashboard) Notification Preferences : Control which events trigger navigation badges Accessibility Features DrillerDB's navigation system includes: Feature Description ARIA Labels Descriptive labels for screen readers Keyboard Navigation Full Tab, Enter, Escape support Focus Indicators Clear visual indicators Role Attributes Proper semantic HTML Skip Links Quick navigation to content All navigation is fully accessible via keyboard. Use Tab to move between elements and Enter to select. The navigation system is designed to be clear whether you're managing a single project or coordinating dozens of field operations across multiple locations. Troubleshooting Sidebar not appearing? Click the hamburger menu (☰) in the top left Check Settings to ensure sidebar is enabled Try refreshing the page Can't access certain sections? Your user role may limit available sections Contact your admin for access permissions Related Topics Dashboard Overview Interface overview Global Search Quick search features User Roles Access permissions"},{"id":"integrations/quote-request-endpoint","title":"Quote Request Endpoint","category":"integrations","categoryTitle":"Integrations & AI Assistants","description":"Send a homeowner's quote request from your own website into DrillerDB, with an address, GPS pin, or a township, range and section legal description","headings":"Quick Start The request Required fields Request type Optional fields Step-by-Step: Describe the job site with a legal description How the server chooses the job-site location The reply Troubleshooting Related Topics","content":"Quote Request Endpoint Your own website can send a quote request straight into DrillerDB. It is the same endpoint the DrillerDB contractor directory uses for its Request a Quote form, so a request from your site lands exactly where a directory request does: the contractor is emailed, the homeowner gets a confirmation, and a linked DrillerDB account sees the request in its quote queue. This page shows you how to send one, and how to describe the job site when the homeowner has a legal description instead of a street address. Quick Start 1. Find your directory listing id. It is the company id your DrillerDB directory page uses for its quote form. If you do not know it, ask support@drillerdb.com and we will send it. 2. Send a POST to https://app.drillerdb.com/api/ with a JSON body and Content Type: application/json . 3. Put \"request\": \"submitQuote\" in the body, plus the required fields below. 4. Read response in the reply. success means the quote is stored and the contractor has been notified. fail means nothing was stored, and field names the input to fix. No sign in and no API key is needed. The endpoint is public because homeowners use it from a browser. The request Required fields Field What the server checks Message when it fails company id A positive whole number, your directory listing id Quote form is missing a valid company. drillerEmail A valid email address for your office Quote form is missing a valid contractor email. firstName Not empty Please enter your first name. lastName Not empty Please enter your last name. currentAddress Not empty. The homeowner's project or billing address Please enter the project or billing address. userEmail A valid email address for the homeowner Please enter a valid email address. phone At least 7 digits once punctuation is removed Please enter a valid phone number. requestType Not empty Please choose a request type. The server checks them in that order and stops at the first failure, so a reply names one field at a time. Request type The directory form offers New Well , Well Reconstruction , Pump Work , Service / Repairs Only and Other . The server accepts any text here. Only one value changes what happens next: a request type containing New Well starts a geology estimate for the job site, provided the site resolved to a location. Every other type is stored without one. Optional fields Field Use projectDetails Free text from the homeowner isDifferentLocation true when the job site is not the address above. When it is true , send serviceLocationText , or serviceLat and serviceLng , or the server refuses with \"Please enter the service location.\" serviceLocationText The job site as the homeowner wrote it serviceLat , serviceLng A GPS pin for the job site, as decimal degrees. A pin you send is used as is currentAddressJson , serviceLocationJson A Google Places result for either address, if your form collects one. Stored with the request serviceTownship ... serviceCounty A legal description of the job site. See below Step by Step: Describe the job site with a legal description Many rural job sites have no street address. The endpoint accepts a Public Land Survey System description instead, and turns it into a map pin on the server. 1. Collect the township, township direction, range, range direction and section. All five travel together. Send four of the five and the server ignores the description entirely and stores the request with no location. 2. Add the quarter sections if the homeowner has them. serviceQuarter1 is the quarter of the section and serviceQuarter2 the quarter of that quarter, so NW then SE reads as the SE quarter of the NW quarter. 3. Send serviceState as the two letter state code. The state chooses the survey meridian. If you leave it out, the server uses your own company's state. 4. Send serviceCounty whenever you have it. Some states are surveyed from more than one meridian, and the county is what picks between them. In Oklahoma the Panhandle counties (Cimarron, Texas and Beaver) are surveyed from the Cimarron meridian while the rest of the state uses the Indian meridian, so a Panhandle description sent without its county resolves to the wrong place. A county the server does not recognise is not an error: the description falls back to the state's default meridian, exactly as if no county had been sent. Field Accepted values serviceTownship A whole number from 1 to 200 serviceTownshipDir N or S serviceRange A whole number from 1 to 200 serviceRangeDir E or W serviceSection A whole number from 1 to 36 serviceQuarter1 , serviceQuarter2 NE , NW , SE or SW , or leave out serviceState Two letter state code, or leave out to use your company's state serviceCounty The county name, with or without the word County Letters are accepted in either case. A value outside its range is refused with a reason such as \"section out of range 1 36\" or \"townshipDir must be N or S\". When a legal description is refused, the quote is still stored; it just has no location, and a New Well request then gets no geology estimate. How the server chooses the job site location The server tries three sources in a fixed order and stops at the first one that produces a pin: 1. A pin you sent in serviceLat and serviceLng . 2. One geocode of serviceLocationText when you sent one, otherwise of currentAddress . The choice is by presence only: this step does not read isDifferentLocation , so a serviceLocationText you send is geocoded even when that flag is false . 3. The legal description. So a request that carries both a street address and a legal description never uses the legal description unless the address failed to geocode. Send the legal description alone when it is the better source. Two refusals apply to a legal description that did convert: Too far from you. A pin more than 500 miles from your company's own location is treated as a wrong place match and dropped. That exists to catch a description resolved against the wrong meridian, which is why serviceCounty matters. Unverified. When the survey lookup cannot find the section and only a mathematical estimate is available, the pin is dropped rather than stored. An estimate from a meridian anchor is not a verified location. In both cases the quote is still stored and you are still notified. The request simply arrives without a map pin, and you can add one when you open it. The reply A stored quote answers response: \"success\" in one of two shapes, and the shape depends on geologyStatus . Code against both. Every request type except a New Well with a location ( geologyStatus is not applicable , or no location when no pin could be resolved). The contractor is emailed at once, and the reply says whether that email went out: A New Well request with a location ( geologyStatus is pending ). The contractor's email waits for the geology estimate, so this shape has no contractorEmailSent key at all and a different message. Do not read contractorEmailSent as false here; it is absent: confirmationSent says whether the homeowner's confirmation email went out. drillerdb sync , the two ids and approval status describe what happened inside a linked DrillerDB account; they are skipped and null for a listing that is not linked to an account. A validation failure looks like this, and nothing is stored: Troubleshooting The reply says \"Quote form is missing a valid company.\" company id is missing, zero, or not a number. It is your directory listing id, not your DrillerDB account number. Ask support if you are unsure which id to use. The request arrived with no map pin. Either the address did not geocode, or the legal description was incomplete, out of range, too far from your company, or could not be verified. Send serviceLat and serviceLng when your form can collect a pin, and always include serviceCounty with a legal description. A Panhandle job site landed in the wrong part of the state. Add serviceCounty . Without it, an Oklahoma description resolves from the Indian meridian. Related Topics Integrations & AI Assistants Partner API Customer Portal"},{"id":"inventory/adding-items","title":"Adding Items","category":"inventory","categoryTitle":"Products & Services","description":"Create materials, services, and products in your catalog","headings":"Quick Start: Add an Item Choosing an Item Type Item Fields Common Units Pricing Stock Settings (Materials Only) Tax and Accounting Setting Initial Stock After Creation Importing Many Items Troubleshooting Related Topics","content":"Adding Items Adding items to Products & Services builds the catalog that powers usage tracking, project costing, and purchase orders. Only a name is required, so you can start small and fill in detail over time. Quick Start: Add an Item 1. Select Products & Services in the sidebar 2. Click Add Item 3. Enter a Name (required) and choose an Item Type 4. Add SKU, category, unit, and unit cost as needed 5. For materials, set an initial quantity and reorder point 6. Click Create Item Choosing an Item Type The item type determines whether the item tracks stock. Type Tracks quantity? Example Material Yes 6\" PVC casing, bentonite, well caps Service No Drilling, pump installation, water testing Non inventory No Drop shipped or one off goods When you pick Service or Non inventory, the quantity and reorder point fields disappear, since those items are stockless. Item Fields Field Required? Purpose Name Yes The label shown throughout the system Item Type Yes Material, Service, or Non inventory SKU No Your internal code, used for search and reordering Manufacturer SKU No The vendor or manufacturer part number Category No Grouping for filtering and reporting Unit No How the item is measured (foot, bag, each, hour) Unit Cost No Cost per unit, used for value and project costing Description No Specs, usage notes, or vendor detail Categories are free text. Type a new category name on any item to create it, then reuse it from the category filter on the list. Common Units Unit Used for Foot Casing, pipe, screen Bag Bentonite, grout, cement Gallon Chemicals, fuel Ton Sand, gravel Each Fittings, caps, seals Hour Labor and services Pricing Unit Cost drives value and cost calculations: quantity times unit cost equals total value. Updating an item's cost applies to future calculations; past transactions keep the cost recorded at the time. On an item's detail page you can also work out a retail price from a markup (or a markup from a target retail price) using the built in calculator. Stock Settings (Materials Only) Material items can hold two stock fields at creation. Field Purpose Initial Quantity The count on hand when you create the item Reorder Point The threshold that triggers a Low Stock warning If you are migrating from another system, you can create items with a zero quantity first, then set opening balances with a stock adjustment noted as \"Beginning inventory count\" so the transaction history stays clean. Tax and Accounting Setting Purpose Taxable Whether tax applies when the item is billed Tax Category How tax is resolved for the item on invoices Income Account The accounting income account the item maps to Multi entity companies also see an Entity selector; leaving it on the default shares the item across all entities. Setting Initial Stock After Creation If you did not set a quantity up front, add it with a stock adjustment. 1. Open the item from the list 2. Click Adjust Stock 3. Choose Add (or Set to enter an exact count) 4. Enter the quantity from your physical count 5. Add a reason note like \"Initial inventory count\" 6. Save the adjustment Importing Many Items To add items in bulk, use Import CSV on the Products & Services list. The wizard uploads a CSV, auto maps columns, previews the result, and creates the items. Name is the only required column; SKU, category, unit, unit cost, quantity, reorder point, description, and location are optional. Imports are capped at 1,000 rows. Troubleshooting Can't create the item? Confirm the Name field is filled in Check that unit cost and quantity are valid numbers Item not showing in project dropdowns? Refresh the page and confirm the item saved Check that your user has access to Products & Services Related Topics Managing Items View and edit items Stock Level Tracking Reorder points and stock status Transactions Log adjustments and usage Purchase Orders Order materials"},{"id":"maps/map-filtering","title":"Map Filtering","category":"maps","categoryTitle":"Maps & Geospatial","description":"Filter Job Map markers by status and map controls","headings":"Quick Start: Filter Map Markers Filter Panel Filter Behavior Status Filtering Available Statuses Common Status Filter Uses Step-by-Step: Filter by Status Dropdown Filters Available Dropdowns Step-by-Step: Apply Dropdown Filters Geographic Filtering How Geographic Loading Works Clearing Filters Reset Options Troubleshooting Related Topics","content":"Map Filtering Map filtering helps you narrow visible projects on the Job Map so dispatchers and office staff can focus on the right jobs quickly. Quick Start: Filter Map Markers 1. Open Job Map from Projects 2. Locate the filter panel above the map 3. Select status chips and dropdown filters 4. Confirm markers refresh immediately 5. Click Clear all to reset filters Filter Panel The Job Map filter panel includes status chips and dropdown filters. Filter Behavior Aspect Behavior When applied Updates markers immediately Submit button Not required Clear all Resets chips and dropdowns Status Filtering Status chips control which workflow statuses are shown. Available Statuses Status Description Proposal Quote stage project Open Job Active field or operations stage Complete Work finished Closed Archived project Common Status Filter Uses Goal Select Statuses View active job sites Open Job Review quote pipeline Proposal Review finished work Complete and Closed Step by Step: Filter by Status 1. Open the filter panel 2. Click one or more status chips 3. Confirm selected chips are active 4. Review map markers 5. Click Clear in the status section to reset status chips Dropdown Filters Use dropdown filters to narrow results further. Available Dropdowns Filter Purpose Employee Assigned employee or crew member Well Type Well category Drill Type Drilling method Priority Readiness and urgency level Work Order Category Service classification (when work order mode is enabled) Step by Step: Apply Dropdown Filters 1. Open the filter panel 2. Select one or more dropdown values 3. Leave any filter blank to include all values 4. Confirm markers match your filter set 5. Click Clear all for a full reset Geographic Filtering You can also narrow results by changing the visible map area. How Geographic Loading Works Action System Response Zoom in Loads markers in viewport Pan to new area Loads markers for the new bounds Zoom out Shows broader distribution The map request uses a bounding box, so panning and zooming directly changes what data is loaded. Clearing Filters Reset Options Method Effect Status Clear Resets status chips Clear all Resets all chips and dropdowns Troubleshooting No markers showing after filtering? Filters may be too restrictive Clear status chips and reapply Use Clear all and start over Filters not applying? Refresh the page Check internet connection Change one filter at a time to isolate the issue Wrong projects showing? Verify active status chips Check dropdown selections for hidden constraints Clear all filters and rebuild your filter set Related Topics Job Map Main map view Project Map Individual project locations GPS Coordinates Location management Project Statuses Status workflows"},{"id":"mobile/field-access","title":"Field Access","category":"mobile","categoryTitle":"Mobile Access","description":"Mobile features designed for field workers","headings":"Quick Start: Field Worker Setup Mobile Field Features Project Information Access Field Reporting GPS Check-Ins Photo Upload and Documentation Offline Work and Syncing Mobile Schedule Access Troubleshooting Related Topics","content":"Field Access The DrillerDB native iPhone and Android apps are built for field workers who need project information, reporting tools, and job data on site including in areas with no cell signal. The apps work offline first and sync automatically when you reconnect. Quick Start: Field Worker Setup 1. Download DrillerDB from the App Store or Google Play 2. Log in with your DrillerDB credentials 3. Allow location permissions when prompted 4. Open today's assigned jobs (available offline) 5. Tap any job to see details and navigate Tap any address in DrillerDB to launch navigation in your phone's maps app for turn by turn directions to the job site. Mobile Field Features Feature Purpose Project details View job specs Tower up/down Report drilling status GPS check in Log arrival/departure Photo upload Document site conditions Daily log Record activities Schedule view See assignments These features work offline. Anything you record without signal is stored on your device and syncs automatically once you reconnect. Project Information Access Field workers can access complete project details from their devices, and cached jobs stay available offline: Project Details View well specifications, customer information, drilling parameters, and project notes. Well Diagrams View detailed well diagrams with formation data, casing information, and completion details. Customer Contact Access customer contact information and history. Tap phone numbers to call or addresses to get directions. Project History Review previous work orders, service reports, and activity logs. Field Reporting Submit field reports from your device offline or online: Tower Up/Down Reports Log when drilling rigs arrive and depart. Reports capture GPS location, timestamp, and equipment details. Daily Activity Logs Record daily activities, progress updates, and notes, including drilling depth, formations encountered, and any issues or delays. Photo Documentation Capture photos and attach them to reports. Photos are tagged with GPS coordinates and timestamps. Equipment Usage Log equipment usage, fuel consumption, and maintenance needs. GPS Check Ins GPS based check ins for job site tracking: Location Verification Check in at job sites with GPS capture. Office staff can see field crew locations once the data syncs. Automated Tracking GPS check ins can trigger customer notifications, update project status, and log time. Photo Upload and Documentation Photo Capture Take photos with your device and attach them to the project record. Photos are compressed to save space and bandwidth. Photo Organization Photos are organized by project, date, and location. Add captions and notes to each image. Before/After Documentation Capture before and after photos to document site conditions, well completions, or equipment installations. Offline Work and Syncing The native apps are designed for the field: Works Offline Open a job while you have signal to cache it, then keep working in dead zones. Well logs, photos, GPS check ins, daily logs, and time entries all record offline. Automatic Sync When your device reconnects, DrillerDB syncs everything to the cloud in the background. Your office sees the updates on the web console, and multiple crew members can work the same job from their own devices. Mobile Schedule Access Daily Schedule View assigned jobs for the day, including locations, customer information, and special instructions. Turn by Turn Navigation Tap any job site address to launch navigation in your maps app. Schedule Updates Get notified when schedules change or new jobs are assigned. Troubleshooting GPS location not working? Enable location services in your phone settings Allow DrillerDB location access when prompted Move outdoors for a better GPS signal Data not syncing? Confirm the device has a connection Reopen the app to trigger a sync Large photos finish uploading once you're on a solid connection Schedule not showing jobs? Pull down to refresh Confirm the jobs are assigned to you Related Topics Mobile Access Mobile overview and app downloads Field Reports Reporting details GPS Check Ins Location tracking Tower Up/Down Drilling reports Scheduling Schedule management"},{"id":"projects/project-statuses","title":"Project Statuses","category":"projects","categoryTitle":"Projects & Proposals","description":"Step-by-step guide to project status flow and transitions","headings":"Quick Start: Project Workflow Status Overview Detailed Status Guide Proposal Status Open Job Status Complete Status Closed Status Priority Where you see priority Set the priority on a project Find the high-priority work Clear a stale priority Step-by-Step: Change Project Status Transition Rules Work Orders Notifications and Reporting Troubleshooting Related Topics","content":"Project Statuses Projects in DrillerDB follow a status workflow that tracks each job from quote through archive. Every project also carries a priority , which is a separate thing from its status. Status says where the job is in the paperwork: quote, active, finished, filed away. Priority says how ready the job is to work right now. A job can be an Open Job that is Not Ready because the customer is not ready for six months, or an Open Job marked Emergency because somebody is out of water. \"Ready\" is a priority, not a status. If you are looking for Ready in the status list, that is why you cannot find it. See Priority below. Quick Start: Project Workflow Standard progression: Status Overview Status Meaning Proposal Quote stage project Open Job Active work stage Complete Work finished, ready for closeout Closed Archived project Detailed Status Guide Proposal Status Use Proposal while building and sending quotes. Common actions: Edit pricing and line items Send proposal to customer Convert to Open Job Open Job Status Use Open Job once field work is active or ready to be scheduled. Common actions: Assign crews and scheduling details Submit field reports Mark project Complete Complete Status Use Complete after primary work is finished. Common actions: Final documentation updates Billing closeout steps Move to Closed when fully complete Closed Status Use Closed for archived projects. Common actions: Reopen (admin workflow) when a correction is needed Keep record for history and reporting Priority Priority is how you sort out what to work on today. It is separate from status, and a project keeps its priority no matter what status it is in. Priority Value What drillers use it for None 0 No priority set. This is the default, and it is also how you clear one. Not Ready 1 Real job, not workable yet. The customer is not ready for six months, or you are waiting on a permit. Almost 2 Close. Waiting on one last thing before it can be scheduled. Ready 3 Ready to schedule and drill. Emergency 4 Drop everything. The customer is out of water. On Hold 5 Stopped for now, and not coming back soon. Money, weather, a dispute. Where you see priority Projects list. Each row shows a colored priority chip. Job map. Markers are colored by priority. Project page. The General Info card shows the current level. Set the priority on a project The fastest way works from the Projects list and works on any project: 1. Open Projects . 2. Right click the job. 3. Point at Set Priority . 4. Click the level you want. You can also set it on the project itself, but only while the job is an Open Job : 1. Open the project. 2. Find the General Info card. 3. Pick a level in the Priority dropdown. The dropdown shows a colored marker next to each level. If you do not see a Priority dropdown in General Info, the project is not an Open Job. Use the right click menu instead. Find the high priority work 1. Open Projects . 2. Set the Priority filter to the level you want, such as Emergency . 3. The list shows only jobs at that level. Filter to Emergency to see the out of water calls, or to Not Ready to check what you are still waiting on. Clear a stale priority Set the priority to None . This is worth doing on jobs you have finished: a job that was marked Ready in the spring still shows a Ready chip after it is Complete, and that makes the list harder to read. Right click the job and set Set Priority to None . Step by Step: Change Project Status 1. Open the project 2. Locate the status controls 3. Select the target status 4. Confirm the status change 5. Verify the new status is saved Transition Rules Typical transitions: From Can Go To Proposal Open Job Open Job Complete, Proposal Complete Closed, Open Job Closed Reopen workflow (admin) Do not skip directly from Proposal to Complete . Work Orders Work orders are service oriented records and can use a related status flow in work order screens. See work order docs for service specific behavior. Notifications and Reporting Status changes can affect: Notification visibility Status counts in dashboards Project filtering in lists/maps Troubleshooting Can't change status? Check role permissions Confirm required fields are complete Refresh and retry Status looks incorrect? Reload the project Review activity history Ask an admin to verify transitions Related Topics Creating Projects Start new projects Project Details Project information Scheduling Assign crews Activity Log Track changes"},{"id":"real-time/schedule-updates","title":"Real-Time Schedule Updates","category":"real-time","categoryTitle":"Real-Time Features","description":"How schedule updates sync with real-time company context","headings":"Quick Start: Use Live Schedule Sync Step-by-Step Workflow What Syncs Known Limits Troubleshooting Related Topics","content":"Real Time Schedule Updates When signed in users share a valid company context, schedule changes can be pushed to connected users without a full page reload. Real time WebSocket connections require a valid positive company id from the signed in session. If an event is missed, refresh the schedule to reload current server data. Quick Start: Use Live Schedule Sync 1. Open Scheduling 2. Confirm you are signed in under the correct company 3. Make a schedule change (move, edit, or update a job) 4. Verify other active sessions receive the update 5. Refresh manually if an update does not appear Step by Step Workflow 1. Open Scheduling 2. Confirm you are signed in under the correct company 3. Make a schedule change (move, edit, or update a job) 4. Verify other active sessions receive the update 5. Refresh manually if an update does not appear What Syncs When enabled, DrillerDB can push schedule refresh events so active users see updated scheduling data faster. Action Expected Behavior Move a scheduled job Other connected users can see updated placement after sync Edit schedule details Connected users can see updated values after sync Open schedule in another tab New tab loads current schedule state Known Limits Real time scheduling depends on a valid company context and active connection. Users still need internet connectivity for schedule changes and saves. If a session misses an event, a manual refresh restores current state. Troubleshooting Another user does not see my change Confirm both users are in the same company context Refresh both sessions Confirm the change was saved successfully Schedule appears stale Refresh the scheduling view Reopen the schedule section Check network connectivity Drag/drop works but others do not update The save may have succeeded without a live push event Refresh to confirm server state Related Topics Real Time Features Real time overview Live Notifications Notification behavior Scheduling Core scheduling workflows"},{"id":"scheduling/gantt-view","title":"Gantt View","category":"scheduling","categoryTitle":"Scheduling","description":"Timeline visualization for project planning and dependencies","headings":"Quick Start: Use the Gantt View Accessing the Gantt View Step-by-Step: Switch to Gantt Grouping the Timeline Timeline Display Timeline Elements Timeline Scale Reading the Gantt Chart Chart Structure Bar Information Today Line Rescheduling Projects Drag to Reschedule Step-by-Step: Move a Project Resize to Adjust Duration Step-by-Step: Resize a Project Cascade Scheduling How Cascade Works Automatic Adjustments Understanding Dependencies Sequential Dependencies Conflict Prevention Working with Teams Team-Based View Step-by-Step: Compare Team Workloads Navigation Controls Moving Through Time Keyboard Navigation Visual Feedback During Drag Operations After Changes Performance Notes For Large Schedules Best Practices Troubleshooting Related Topics","content":"Gantt View Gantt is one of the views in the Scheduling workspace. It provides a timeline based visualization of your scheduled projects, displaying them as horizontal bars on a timeline. This view is ideal for understanding project sequences, identifying timeline gaps, and planning resource allocation over extended periods. Quick Start: Use the Gantt View 1. Open Scheduling from the sidebar 2. Click Gantt in the toolbar view switcher 3. View the timeline with project bars 4. Drag bars to reschedule 5. Resize bars to adjust duration Accessing the Gantt View Step by Step: Switch to Gantt 1. Open Scheduling from the sidebar 2. Click Gantt in the toolbar view switcher 3. The timeline loads with all scheduled projects 4. The system remembers this preference Grouping the Timeline The Gantt toolbar lets you group the timeline rows three ways: By Driller , By Status , or By Team . Each group becomes a labeled lane, and bars keep their team or driller color regardless of the grouping you pick. Dragging a bar cascades the following jobs in the same lane when grouping by driller or team; status grouping does not cascade. Timeline Display Timeline Elements Element Description Horizontal axis Date/time scale Vertical axis Teams/employees Bars Project duration Today line Current date marker Timeline Scale Time Range Scale Shows Days Hourly divisions Weeks Daily divisions Months Weekly divisions The timeline automatically adjusts scale based on your scheduled projects, showing appropriate detail for your schedule's time range. Reading the Gantt Chart Chart Structure Component Shows Row One team or employee Bar One project Bar position Start date Bar length Duration (hours/days) Bar color Team assignment Bar Information Hover Element Information Customer name Primary customer Well type Project category Scheduled date Start date Estimated hours Expected duration Today Line Position Meaning Bars before line Past/completed work Bars at line Current work Bars after line Future/upcoming work Rescheduling Projects Drag to Reschedule Action How Move start date Drag bar left/right Move earlier Drag bar to the left Move later Drag bar to the right Step by Step: Move a Project 1. Click and hold on project bar 2. Drag left (earlier) or right (later) 3. Bar snaps to valid working days 4. Release to confirm new position 5. System validates and saves Resize to Adjust Duration Action How Increase hours Drag right edge further right Decrease hours Drag right edge to the left Change start Drag left edge (if supported) Step by Step: Resize a Project 1. Position cursor on bar edge 2. Cursor changes to resize indicator 3. Click and drag to new length 4. Release to confirm 5. Estimated hours update automatically Resizing changes the project's estimated hours. Following projects cascade to accommodate the new duration. Cascade Scheduling How Cascade Works When You Following Projects Move project earlier Shift earlier (if room) Move project later Shift later Make project longer Shift later Make project shorter Shift earlier Automatic Adjustments Adjustment Purpose Date recalculation Maintain sequencing Gap prevention No empty time slots Overlap prevention No double booking Weekend skipping Respect work week Understanding Dependencies Sequential Dependencies Concept How It Works Project order Determines execution sequence Moving earlier Affects all following projects Moving later Creates space, following shift Conflict Prevention Invalid Action System Response Overlap attempt Reverts change Non working day Snaps to working day Rule violation Shows warning message Working with Teams Team Based View Element Shows One row per team Team's complete schedule Team colors Color coded bars Workload comparison Visual capacity review Step by Step: Compare Team Workloads 1. View all team rows 2. Compare bar density 3. Identify teams with gaps (capacity) 4. Identify teams with dense bars (busy) 5. Consider rebalancing work Navigation Controls Moving Through Time Control Action Scroll horizontally Move along timeline Zoom in See more detail Zoom out See longer period Today button Return to current date Keyboard Navigation Shortcut Action ← / → Scroll timeline + / Zoom in/out T Go to today Visual Feedback During Drag Operations Indicator Meaning Ghost bar Preview of new position Highlight Valid drop zones Red highlight Invalid position After Changes Indicator Meaning Saving spinner Update in progress Green check Save successful Red warning Error occurred Performance Notes For Large Schedules Challenge Solution Many projects Scroll to navigate Long time range Zoom out for overview Slow updates Wait for save indicator Best Practices Practice Benefit Batch your changes Better performance Wait for save Prevent conflicts Use zoom appropriately Better visibility Avoid making rapid successive changes. Wait for the save indicator to complete before making the next change. Troubleshooting Bars not appearing? Check date range includes scheduled projects Verify team filter isn't excluding projects Zoom out to see more of timeline Can't drag bars? Ensure clicking on the bar itself Check for browser compatibility Try disabling browser extensions Changes not saving? Wait for save indicator to complete Check internet connection Look for error notifications Bars overlapping incorrectly? System should prevent this Refresh page to sync view Report if overlap persists Timeline scale wrong? Zoom in/out to adjust Scroll to find projects Use Today button to reset view Related Topics Calendar View Month/week calendar Board View Team card interface Drag and Drop Detailed drag drop guide Conflict Detection Handling conflicts"},{"id":"settings/integrations","title":"Integrations Overview","category":"settings","categoryTitle":"Settings & Admin","description":"Connect DrillerDB with third-party services for accounting, payments, and more","headings":"Quick Start: Connect an Integration Step-by-Step Workflow Available Integrations Accounting Software Payment Processing Communication Services Fleet Management Mapping & Location AI & Data Services Payroll Managing Integrations Connecting a Service Active Connections Disconnecting Integration Settings Troubleshooting Connections Beta Integrations Payroll exports: RUN Powered by ADP What you supply Where to set them Employees who have left Running the export The two refusals Related Topics","content":"Integrations Overview DrillerDB integrates with popular business tools to streamline your workflows. The Integrations section allows you to connect and manage all third party services from one central location. Quick Start: Connect an Integration 1. Go to Settings Integrations 2. Find the service to connect 3. Click Connect or Authorize 4. Complete the OAuth authentication flow 5. Configure sync settings as needed Only Admin users can connect or disconnect integrations. Connection status is shown with color coded indicators: green (connected), yellow (needs refresh), red (error). Step by Step Workflow 1. Go to Settings Integrations 2. Find the service to connect 3. Click Connect or Authorize 4. Complete the OAuth authentication flow 5. Configure sync settings as needed Available Integrations Accounting Software Connect your accounting system to sync customers, invoices, and payments: QuickBooks Online Full bidirectional sync with QuickBooks for general business accounting Foundation Software Integration via Agave API for construction contractors using Foundation's job costing and accounting These integrations eliminate double entry by automatically syncing financial data between systems. Only one accounting system can be connected at a time. Payment Processing Enable online payment collection from customers: Stripe Connect Credit card and ACH bank transfer processing for invoices Stripe integration allows customers to pay invoices directly from the customer portal with credit cards or bank transfers. Communication Services DrillerDB integrates with communication platforms: Twilio SMS notifications for field crews Mandrill Email delivery service for transactional emails Google Identity Single sign on with Google accounts Fleet Management Connect fleet tracking services: Motive (formerly KeepTruckin) Electronic logging device integration GPS TrackIt Real time vehicle tracking Mapping & Location Built in integrations for location services: Google Maps Project mapping and directions Google Places Address autocomplete and validation AI & Data Services Automated data enrichment: Google Gemini Well log analysis and PDF extraction Wisconsin DNR Automated well data import Synoptic Weather API Real time weather data Payroll Timesheet export for payroll: RUN Powered by ADP build the timesheet import file ADP reads This one is not on the Integrations screen. It has no Connect button and no OAuth, because nothing is connected: you generate a file and upload it in ADP yourself. It is described under Payroll exports, below. Managing Integrations Connecting a Service To connect a new integration: 1. Navigate to Settings Integrations 2. Find the service you want to connect 3. Click Connect or Authorize 4. Follow the OAuth authentication flow 5. Grant necessary permissions 6. Return to DrillerDB to confirm connection Active Connections View all active integrations with status indicators: Green Connected and syncing Yellow Authentication needs refresh Red Connection error, needs attention Disconnecting To disconnect a service: 1. Click Manage next to the integration 2. Select Disconnect 3. Confirm the action 4. Data already synced remains in DrillerDB Integration Settings Each integration has specific configuration options: Sync Frequency How often data syncs (real time, hourly, daily) Sync Direction One way or bidirectional sync Field Mapping Which fields sync between systems Default Values Fallback values for missing data Access integration specific settings by clicking Configure next to each connected service. Troubleshooting Connections If an integration shows an error: Check that your credentials are still valid Verify the service is not experiencing downtime Try disconnecting and reconnecting Contact support if issues persist Integration logs are available in the Activity Log for debugging sync issues. Beta Integrations Some integrations are available in beta: Limited to select customers May have reduced functionality Contact support to request access Beta integrations help us test new features before general release. Payroll exports: RUN Powered by ADP DrillerDB builds the timesheet import file that RUN Powered by ADP reads. You supply the values only your ADP account knows, DrillerDB fills in the hours from your timecards, and you upload the file in ADP. The file follows ADP's own Time Sheet Import layout: a ##GENERIC## V1.0 version row, ADP's eleven column headings, then one row per employee per earnings code. By default it carries approved timecard entries only. This export refuses rather than guesses. The values ADP requires are specific to your ADP account, and a file built on a guess imports cleanly and pays people against the wrong codes. When something required is missing you get an error naming what to set, not a file. What you supply DrillerDB cannot derive these from your data: Client code your IID, or your branch code plus ADP code Pay frequency B biweekly, W weekly, S semimonthly, M monthly, or Q quarterly. One file covers one pay frequency. Earnings codes the regular, overtime and double time codes from your own ADP Earnings Codes report An ADP employee number for each person whose hours you export Three more are optional. A paid time off earnings code adds PTO hours to the file, and leaving it blank keeps PTO out of the file entirely. A department number per person fills ADP's Worked In Dept column. A rate code other than BASE covers an ADP setup that pays against a second rate. All of these are saved against your company, and the settings endpoint refuses an employee mapping that names a user outside it. Where to set them Admins save these values through the payroll settings endpoint at console.drillerdb.com/api/v1/settings/payroll . Reading that address back tells you what is still missing, which people can be mapped, and which of them have no ADP number yet. There is no payroll screen in the console yet. Until there is, this is an API only feature, and the calls go through a signed in browser session rather than a Partner API key. Employees who have left The people you can map are not only your active users. Anyone suspended or deleted still appears if they worked a shift in the last 120 days, or if they already have an ADP number saved. They come back flagged as inactive, so it is clear why they are on the list. That window exists because someone terminated mid period still has hours in that period's file. Without it the export would refuse the file and name a person who was missing from the list that fixes it. Running the export Signed in as an admin, office or accountant user, ask the timecard export for the ADP format and the pay period: The response is the CSV to upload to ADP. Its headers count the rows written, the people skipped for having no hours, and the people left unmapped. Any of the saved client values can be overridden for a single run by adding it to the address: client code , pay frequency , earnings regular , earnings overtime , earnings double time , earnings pto and rate code . Saved settings cover whatever you do not override. The two refusals Something required is not set. The export answers with the list of missing fields and what each one needs. Set them and run it again. Somebody has no ADP employee number. The export refuses the whole file and names the people. Leaving someone out of a payroll file means they do not get paid, which is why a partial file is not the default. Map them and run it again, or add allow partial=true to accept a file that leaves them out. People with no hours in the period are a different case. They are left out without an error, because ADP has nothing to import for them. Related Topics QuickBooks Online Accounting sync setup Foundation Software Construction accounting Stripe Connect Payment processing Activity Log View sync logs Time & Payroll Timecard review and payroll readiness"},{"id":"timecards/settings-policies","title":"Timecard Settings","category":"timecards","categoryTitle":"Timecards","description":"Configure overtime and policy-related timecard settings","headings":"Quick Start: Update Timecard Policy Settings Typical Settings Areas Step-by-Step: Change Overtime Policy Step-by-Step: Validate Settings Changes Troubleshooting Related Topics","content":"Timecard Settings Use the Settings tab in Timecards to manage policy level controls that affect how hours are interpreted. Quick Start: Update Timecard Policy Settings 1. Open Timecards Settings 2. Review current policy configuration 3. Update required policy values 4. Save settings 5. Confirm updated behavior in timecard review workflows Typical Settings Areas Area Purpose Overtime policy Define overtime interpretation rules Review defaults Standardize how office teams evaluate time data Governance controls Keep payroll review behavior consistent Step by Step: Change Overtime Policy 1. Open Settings tab in Timecards 2. Locate overtime policy section 3. Update threshold/rule values as required 4. Save changes 5. Recheck affected employees in Hours tab Step by Step: Validate Settings Changes 1. Apply a policy change in Settings 2. Return to Hours 3. Open a known employee detail record 4. Verify totals and interpretation align with policy 5. Document the change for payroll stakeholders Troubleshooting Settings not saving? Check role permissions Refresh and retry save Validate required fields are complete Results not reflected in review? Refresh Hours tab data Reopen employee detail panel Related Topics Timecards Timecards overview Hours Review Validate output after policy updates Security Administrative access controls"},{"id":"troubleshooting/connection-issues","title":"Connection Issues","category":"troubleshooting","categoryTitle":"Troubleshooting","description":"Network connectivity and synchronization problems","headings":"Quick Start: Fix Connection Issues Connection Problems Quick Reference Step-by-Step Workflow Network Connectivity Problems Real-Time Feature Issues Synchronization Problems Browser-Specific Issues Mobile Connection Issues Related Topics","content":"Connection Issues DrillerDB requires a stable internet connection for real time features, data synchronization, and cloud based storage. This guide helps resolve common connectivity problems. Quick Start: Fix Connection Issues 1. Test your internet by visiting another website 2. Restart your router for network problems 3. Disable VPN temporarily to test 4. Clear browser cache and refresh 5. Try a different network (WiFi vs cellular) WebSocket connections (used for real time features) require port 443. If you're on a corporate network, ask your IT department to whitelist DrillerDB domains. Connection Problems Quick Reference Symptom Likely Cause Solution No connection Internet down Check router/modem Intermittent Weak WiFi signal Move closer to router Blocked Firewall/VPN Whitelist DrillerDB Slow sync Network congestion Try off peak hours Mobile issues Weak signal Find better coverage Step by Step Workflow 1. Test your internet by visiting another website 2. Restart your router for network problems 3. Disable VPN temporarily to test 4. Clear browser cache and refresh 5. Try a different network (WiFi vs cellular) Network Connectivity Problems Diagnosing and resolving basic connection issues: No Internet Connection If DrillerDB displays a connection error, first verify your device has internet access by visiting other websites. Check that your WiFi or cellular data is enabled and connected. If using WiFi, try disconnecting and reconnecting to refresh the connection. Consider restarting your router if other devices also have connectivity problems. Intermittent Connection If your connection drops frequently, you may be at the edge of WiFi range or experiencing cellular network congestion. Move closer to your WiFi router or switch to a location with better cellular signal. Disable power saving features that may turn off WiFi or data connections during inactivity. Firewall or Network Restrictions If you're on a corporate or public network, firewall rules may block DrillerDB connections. WebSocket connections require port 443 to be open for secure communications. Contact your network administrator to ensure DrillerDB domains and ports are whitelisted. VPN Interference Some VPN configurations can interfere with WebSocket connections or slow response times. Try temporarily disabling your VPN to see if performance improves. If a VPN is required, contact support for recommended VPN settings that work best with DrillerDB. Real Time Feature Issues Problems with live notifications and updates: Notifications Not Arriving If you're not receiving real time notifications, verify you have an active internet connection and are signed in with the correct company. Real time features require WebSocket connectivity and a valid company context. Refresh the page to force a full data sync. If problems persist, clear your browser cache and reload DrillerDB completely. Schedule Updates Not Syncing If schedule changes aren't appearing in real time, verify your internet connection is stable and active, and confirm both users are in the same company context. WebSocket connectivity is required for real time updates. Refresh the page to force a full data sync. Chat Messages Delayed If chat messages aren't updating quickly, check your internet connection and refresh the chat view. Some chat screens update on short polling intervals, so a manual refresh is the safest recovery step when message state looks stale. Connection Monitoring DrillerDB automatically monitors your connection status and attempts to reconnect if connectivity is lost. The system uses exponential backoff for reconnection attempts, with retry intervals from 1 to 30 seconds over a maximum of 10 attempts. If you experience persistent connection issues, check your network configuration and ensure WebSocket traffic (port 443) is not blocked. Synchronization Problems Issues with data syncing between devices and sessions: Data Out of Sync If you're seeing different data on different devices, ensure all devices have active internet connections. Force a sync by refreshing the page or logging out and back in. Changes Not Uploading If a save or submission does not appear on other devices, confirm the action completed successfully, then refresh. Retry the action after connectivity is stable. Sync Conflicts If multiple users edit the same record simultaneously, DrillerDB detects conflicts and presents options for resolution. Choose which version to keep or manually merge changes. Future conflicts can be prevented by communicating with team members about who's editing shared records. File Upload Synchronization Large file uploads may fail on slow or unstable connections. If uploads fail repeatedly, try a wired ethernet connection instead of WiFi, or upload files during times of better connectivity. Consider compressing large files before uploading. Browser Specific Issues Connection problems related to specific browsers: Cookie and Storage Blocking Some browsers block third party cookies or local storage by default, which can interfere with authentication and real time features. Add DrillerDB to your browser's allowed list for cookies and storage. Extension Interference Browser extensions like ad blockers, privacy tools, or security software can block WebSocket connections. Try disabling extensions one at a time to identify conflicts. Add DrillerDB to extension whitelists when possible. Browser Cache Issues Outdated cached resources can cause connection problems. Perform a hard refresh with Ctrl+F5 (Windows) or Cmd+Shift+R (Mac). If problems persist, clear your browser cache completely from browser settings. Incognito or Private Mode Private browsing modes restrict some features required for DrillerDB operation. For best results, use a standard browser window. If you must use private mode, ensure all cookie and storage exceptions are configured correctly. Mobile Connection Issues Connectivity problems specific to mobile devices: Cellular Data Limitations Some cellular plans restrict data usage or throttle connections after reaching data caps. Check your data usage and plan limits. Use WiFi when possible for better performance and to conserve cellular data. Background Data Restrictions Mobile devices may restrict background data to save battery or data usage. Ensure DrillerDB is allowed to use data in the background for notifications and real time updates. Signal Strength Weak cellular signal causes slow performance and dropped connections. Move to a location with better signal strength, or wait until you're in a better coverage area for important operations. If you work in areas with poor connectivity, do not assume offline edits will sync automatically. Recheck each critical update after reconnecting. Related Topics Common Issues General troubleshooting Contact Support Get help Real Time Features WebSocket requirements Mobile Access Mobile connectivity"},{"id":"weather/weather-warnings","title":"Weather Warnings","category":"weather","categoryTitle":"Weather Integration","description":"Precipitation-based risk assessment for job sites","headings":"Quick Start: Check Weather Risks Precipitation Risk Levels Step-by-Step Workflow Precipitation Risk Levels Ground Saturation Estimation Weather Dashboard Display Precipitation Warnings Planning Around Weather System Capabilities Available Features Current Limitations Related Topics","content":"Weather Warnings DrillerDB's weather monitoring system provides precipitation based risk assessment to help you plan field operations around weather conditions that could impact drilling operations. Quick Start: Check Weather Risks 1. Open Weather Dashboard 2. View precipitation risk levels for job sites 3. Check ground saturation estimates 4. Review forecast precipitation for planning 5. Adjust schedules for high risk conditions High precipitation risk means ground may be too saturated for heavy equipment access. Check risk levels before dispatching crews to avoid wasted trips. Precipitation Risk Levels Risk Level Meaning Recommended Action Low Dry conditions, stable ground Normal operations Moderate Some precipitation, monitor closely Proceed with caution High Recent/forecast rain, soft ground Consider postponement Severe Heavy precipitation, unsafe conditions Reschedule work Step by Step Workflow 1. Open Weather Dashboard 2. View precipitation risk levels for job sites 3. Check ground saturation estimates 4. Review forecast precipitation for planning 5. Adjust schedules for high risk conditions Precipitation Risk Levels The system analyzes current and forecast precipitation data to calculate risk levels for job sites. Risk levels help you make informed decisions about scheduling work, dispatching crews, and managing site conditions. Risk calculations are based on precipitation amounts over recent time periods, providing insight into ground saturation and site accessibility concerns. The system evaluates both current conditions and forecast precipitation to assess near term risks. Ground Saturation Estimation Beyond immediate precipitation, the system estimates ground saturation levels by analyzing precipitation patterns over multiple days. This saturation estimation helps predict site access problems, muddy conditions, and delays even when current precipitation has stopped. Understanding ground saturation is particularly valuable for drilling operations where heavy equipment needs stable ground conditions. Sites may remain difficult to access for days after precipitation ends if ground saturation is high. Weather Dashboard Display Precipitation risk information appears in the weather dashboard, providing a quick overview of conditions affecting your job sites. The dashboard displays current precipitation data and helps you monitor conditions throughout the workday. Weather data refreshes automatically to ensure you have current information when making operational decisions. The dashboard provides a centralized location for monitoring precipitation based risks across multiple job sites. Precipitation Warnings The system monitors for significant precipitation events that could impact field operations. When substantial rainfall is detected or forecast, this information is displayed to help you make proactive scheduling and operational decisions. Precipitation warnings help you anticipate site access challenges, equipment mobility problems, and other weather related operational impacts. This advance notice supports better planning and crew communication about expected conditions. Planning Around Weather Use precipitation risk data when planning work schedules and crew assignments. Understanding precipitation patterns and ground saturation helps you choose optimal timing for projects and avoid dispatching crews to sites with poor access conditions. Weather information supports more realistic schedule planning by accounting for conditions that affect drilling operations. This weather aware planning reduces wasted trips to inaccessible sites and improves crew efficiency. System Capabilities The weather warning system provides precipitation based risk assessment with automated notifications: Available Features Precipitation risk assessment Automatic calculation based on forecast data Weather warnings API getWeatherWarnings endpoint provides active alerts SMS notifications Twilio integration sends weather alerts for severe conditions Schedule integration getScheduledProjectsWeather shows weather risks for upcoming jobs Automated warnings System triggered notifications for hazardous conditions Current Limitations Wind speed warnings not separately tracked Temperature extreme warnings not implemented Lightning detection not available Alert thresholds are system defined (not user customizable) No required acknowledgment workflows Weather warnings are both viewable in the dashboard and can trigger automated SMS notifications for severe conditions affecting scheduled work. Related Topics Weather Dashboard Full weather data Scheduling Impact Planning around weather Scheduling Job scheduling Field Operations Field work management"},{"id":"work-orders","title":"Pump & Service Work Orders","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Create, run, quote, and bill pump and service jobs","headings":"Overview Status Lifecycle The Workspace Recommended Service Job Path Topics in This Section Create a Pump/Service Job Run a Pump/Service Job Quote Service Work Work Order Details Assigning & Scheduling Service Work Pump Logs Work Order Billing Related Topics","content":"Pump & Service Work Orders Pump & Service Work Orders is a newer feature that continues to evolve. If you encounter any issues or have feature requests, please contact support. Note: Pump & Service work orders are available in DrillerDB. SWD Database users may not have access to this feature. Pump/Service jobs track pump repairs, service calls, and other non drilling work from the first customer call through quote, field work, completion, and billing. Open them from Pump/Service in the sidebar. Overview Pump/Service jobs are service records, not drilling project records. They are designed for: Pump repairs and maintenance Well inspections Service calls Equipment installations When a service call belongs to an existing well or project, link the job to it so service history stays connected. Standalone jobs work fine on their own. Status Lifecycle Every job moves through four stages: Proposal → Open Job → Complete → Closed . Proposal is for quoting and prep, Open Job is active field work, Complete is finished work ready to bill, and Closed archives the job. You can move a job backward when needed; those moves are confirmed and logged. The Workspace Each job opens into a tabbed workspace: Details service info, customer, location, and contacts Proposal & Items the quote and service line items Invoices billing for the job Pump pump installation data and pump log reports Inventory parts pulled for the job Contacts owner, builder, and pump installer Files , Notes , and History Recommended Service Job Path 1. Create a Pump/Service Job from the customer or Pump/Service entry point. 2. Run a Pump/Service Job to update details, move status, add service items, and mark the job complete. 3. Quote Service Work when the customer needs pricing before the work is delivered. 4. Bill the job once it is complete. Use send, dispatch, invoice, and customer delivery controls only after the office has reviewed the customer, recipients, price, service notes, and billing terms. Topics in This Section Create a Pump/Service Job Start a customer linked pump or service job, choose the service category, enter the work requested note, and open the workspace. Run a Pump/Service Job Move a job through details, status, service items, and completion once it exists. Quote Service Work Create and save quote lines while keeping them attached to the job and its linked project. Work Order Details Navigate the workspace: the status lifecycle, the header actions, and every tab. Assigning & Scheduling Service Work Assign a field tech, notify them with a dispatch, schedule the job, and add it to today's route. Pump Logs Record pump installation data on the Pump tab and review submitted pump log reports. Work Order Billing Turn a completed job into a customer invoice, using the line items already recorded on the job. Related Topics Customers Contact and service history context Scheduling Schedule and route planning Billing Invoicing and payment workflows"},{"id":"work-orders/work-order-details","title":"Pump & Service Work Order Details","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Navigate the Pump/Service workspace: status lifecycle, tabs, and the actions on each one","headings":"Quick Start: Open a Work Order The Header Status Lifecycle Tab-by-Tab Guide Details Proposal & Items Invoices Pump Inventory Contacts Files Notes History Editing and Saving Related Topics","content":"Pump & Service Work Order Details The Pump/Service workspace is where the office and field team keep a service job moving from the first customer call through completion and billing. This guide covers the header, the status lifecycle, and each tab. Quick Start: Open a Work Order 1. Open Pump/Service from the sidebar. 2. Click any job to open its workspace. 3. Use the tabs to move between sections. 4. Edit a tab, then click Save . The Header Every Pump/Service job opens with a sticky header: Element Description Title The job number, shown as WO 1042 , with the category and linked project number below it Status badge The current lifecycle stage (Proposal, Open Job, Complete, or Closed) Dispatch Notify the assigned field tech (shown while the job is in Proposal or Open Job) Create Invoice Start an invoice for the job (office, admin, and accountant roles) Add to Route Add or remove the job from today's route More Field Form, Print Proposal, Map Header, Share link, Open in Google Maps, and Delete Some actions depend on your role. The Invoices tab and Create Invoice are limited to office, admin, and accountant users; Delete and Dispatch are limited to office and admin (Dispatch also allows field supervisors). Status Lifecycle Pump/Service jobs move through four stages. The Status & lifecycle card below the header shows who created the job, any schedule placement, and a Move to control with the valid next stages. Status Meaning Proposal The job is being quoted or prepared Open Job The work is active for dispatch and field work Complete Field work is finished and the job is ready for billing Closed The job is done and archived Typical progression is Proposal → Open Job → Complete → Closed . You can move backward when needed (for example, reopening a Complete job to Open Job); backward moves ask for confirmation and are logged. Tab by Tab Guide The workspace has these tabs. The five most used render inline; the rest fold into a More menu on the tab bar. Details The main service record. In edit mode you can set the Description , Category , Field Tech , Manager / Supervisor , Date Completed , Equipment Needed , and Admin Notes . When the category is pump work, Pump Type and Work Type appear. Users with billing access also see Bill To , Proposal To , $ Billed , and (for multi entity companies) the Billing Entity . The Details tab also shows the Customer card, an editable Project Location card (which saves to the linked project), and inline Contacts for the Owner/Customer, Builder/Contractor, and Pump Installer. Use Equipment Needed for field ready logistics and Admin Notes for internal office instructions. Proposal & Items The quoting surface. On a pump/service job the quote lines are the service items, so this one tab holds both. It uses the same proposal builder as projects: sections, line items, templates, terms, tax totals, print, and the customer send flow. See Quote Service Work. Invoices Lists the invoices raised against the job and starts new ones. See Work Order Billing. Pump Captures pump installation data and shows the history of submitted pump log reports. See Pump Logs. Inventory Parts and stock pulled for the job, with quantities and costs. Contacts The people attached to the job: Owner / Customer , Builder / Contractor , and Pump Installer . The same contacts appear inline on the Details tab; this tab is for focused editing. Files Photos and documents attached to the job. Notes Timestamped notes for the job, tagged with the author. History The activity trail for the job: status changes, edits, dispatches, and other logged events. Editing and Saving 1. Open the relevant tab. 2. Click Edit . 3. Make your changes. 4. Click Save (the Details tab has a sticky save bar with Save and Save & Close ). Related Topics Create a Pump/Service Job Start a new job Run a Pump/Service Job Move a job through its lifecycle Assigning & Scheduling Service Work Field tech and schedule Pump Logs Pump installation data Work Order Billing Invoice completed work"},{"id":"accounting/job-costing","title":"Job Costing","category":"accounting","categoryTitle":"Accounting","description":"Track budget vs. actual vs. billed for every project, plus WIP, retainage, and construction reporting","headings":"Job cost summary Phase 2 operations Retainage AIA Billing WIP + over/under billing Allocations + dimensions Reporting engine, exports, and CPA package Related topics","content":"Job Costing The Job Costing tab tracks the financial health of every project: what you budgeted, what it has actually cost, and what you have billed. It also houses the advanced construction accounting operations retainage, work in progress, cost allocations, and the reporting engine. Open Accounting Job Costing . The header reads \"Job Costing Project cost tracking, WIP, retainage, AIA billing & Phase 2 operations.\" Job cost summary Five cards at the top give you the portfolio picture, and they load automatically: Card Shows Total Budget Combined budget across jobs Actual Costs Combined actual cost to date Total Billed Combined amount billed WIP Balance Net work in progress balance Over Budget Count of jobs over budget (turns red when above zero) Below the cards, a table lists every project. Type in Search jobs... to filter by project name, number, or customer. Column Shows Project Project name and number Customer Customer name Budget Budgeted cost Actual Actual cost to date Variance Budget minus actual, with a percentage Billed Amount billed Remaining Budget remaining Progress Percent complete, with a progress bar Status On Track, Complete, or Over Budget A Totals row sums budget, actual, variance, billed, and remaining across all jobs. A job shows Over Budget when actual cost exceeds budget, Complete when it reaches 100% progress, and On Track otherwise. Variance is simply budget minus actual a negative variance means the job has run over. Phase 2 operations Below the summary is a set of advanced, accordion style operations for construction accounting. These are power user workflows for office and accounting staff; each section produces detailed output you can review before committing an action. Retainage Manage amounts held back on a contract until completion. 1. Enter a Project ID and click Load Terms (or Load Summary / Aging ). 2. Set the Retainage % , Cap % , Effective Date , and Release Trigger (manual, substantial completion, or date based), then click Save Terms . 3. To release retainage, set the counterparty, Release Date , Amount , and source (invoice, AIA draw, bill, or manual adjustment), then click Release . AIA Billing Contracts, Schedule of Values, applications, and G702/G703 documents can be driven from here, but the guided workspace for progress billing is the dedicated AIA Billing tab use that for day to day pay applications. WIP + over/under billing Compute a work in progress snapshot for a date, review the proposed adjustment, finalize it, and post the adjustment batch to the ledger. Allocations + dimensions Define allocation templates (by equal split, fixed percent, or a driver such as revenue, hours, or footage), manage Class and Location dimensions, then preview and post allocation batches. Reporting engine, exports, and CPA package Run construction reports P&L Comparative , WIP Summary , Retainage Rollforward , and Over/Under Billing drill into a project, and create export jobs in CSV, PDF, XLSX, or ZIP. You can also schedule recurring reports (weekly or monthly, emailed to a recipient list) and generate a CPA package for a period. Releasing retainage, finalizing WIP, and posting allocation or adjustment batches create real ledger entries. Review each section's output before running committal actions. Related topics AIA Billing guided G702/G703 progress billing Payables vendor bills that contribute to job cost Reports financial statements and construction controls"},{"id":"billing/payment-tracking","title":"Payment Tracking","category":"billing","categoryTitle":"Billing & Invoices","description":"Step-by-step guide to monitoring payments and managing receivables","headings":"Quick Start: Record a Payment Payment Dashboard Viewing All Invoices Filtering by Status Step-by-Step: Recording Payments Step 1: Open the Invoice Step 2: Click Record Payment Step 3: Enter Payment Details Step 4: Select Payment Method Step 5: Save Payment Partial Payments Recording Multiple Payments Viewing Balance Example Payment History Viewing on Invoice Full Audit Trail Accounts Receivable Aging Understanding Aging Viewing Aging Report Using Aging for Collections Reporting Payment Reports Step-by-Step: Generate Report Key Metrics QuickBooks Sync Automatic Sync Manual Sync Refunds Processing Refunds via Stripe Troubleshooting Related Topics","content":"Payment Tracking DrillerDB provides complete payment tracking to help you monitor cash flow and manage accounts receivable. This guide shows you how to record, track, and report on payments. This page covers recording and monitoring payments on individual invoices. For the account level view A/R aging, statements, collections, and finance charges across all customers use Accounting Receivables. Quick Start: Record a Payment 1. Open the invoice 2. Click Record Payment 3. Enter amount and date 4. Select payment method 5. Save Payment Dashboard Viewing All Invoices 1. Go to Invoices 2. See overview showing: Summary Description Unpaid Total outstanding Overdue Past due date Paid This Month Recent collections Pending Awaiting payment Filtering by Status Click status buttons to filter: Status Shows All Every invoice Unpaid Awaiting payment Partial Partially paid Paid Fully paid Overdue Past due Step by Step: Recording Payments Step 1: Open the Invoice 1. Go to Invoices 2. Find the unpaid invoice 3. Click to open Step 2: Click Record Payment 1. Click Record Payment button 2. Payment form opens 3. Invoice balance shown Step 3: Enter Payment Details Field Description Amount Payment received Date When received Method How it was paid Reference Check #, transaction ID Notes Additional details Step 4: Select Payment Method Method When to Use Credit Card Online Stripe payment ACH Bank transfer Check Paper check Cash Cash payment Wire Bank wire transfer Other Other methods Step 5: Save Payment 1. Review details 2. Click Save 3. Invoice status updates: Full payment → \"Paid\" Partial payment → \"Partial\" Online payments via Stripe are recorded automatically. You only need to manually record offline payments. Partial Payments Recording Multiple Payments 1. Record first payment 2. Status changes to \"Partial\" 3. Record additional payments as received 4. Status changes to \"Paid\" when balance is zero Viewing Balance Open any invoice to see: Total invoice amount Payments received (list) Remaining balance Payment history Example Invoice Total $5,000 Payment 1 $2,500 Payment 2 $2,500 Balance $0 (Paid) Payment History Viewing on Invoice 1. Open invoice 2. Scroll to Payments section 3. See all payments with: Date Amount Method Reference Who recorded Full Audit Trail The activity log shows: When payment was recorded Who recorded it Method and reference Any notes added Accounts Receivable Aging Understanding Aging Bucket Meaning Current Not yet due 1 30 Days 1 30 days overdue 31 60 Days 31 60 days overdue 61 90 Days 61 90 days overdue 90+ Days Over 90 days overdue Viewing Aging Report 1. Go to Accounting Receivables 2. Open the AR Aging tab 3. Set the As of date and click Run 4. View the aging buckets, then click any customer to drill into their open invoices See Accounting Receivables for the full aging, statements, and collections workflow. Using Aging for Collections Age Recommended Action Current No action needed 1 30 Days Send reminder 31 60 Days Call customer 61 90 Days Escalate follow up 90+ Days Consider collections Reporting Payment Reports Available reports: Report Shows Payments Received All payments by date Aging Summary Outstanding by age Customer Balances Balance by customer Collections Overdue invoices Step by Step: Generate Report 1. Go to Reports 2. Select report type 3. Set date range 4. Filter by customer (optional) 5. Click Generate 6. Export to Excel or PDF Key Metrics Track these regularly: Metric Meaning Days Sales Outstanding Average collection time Collection Rate % of invoices paid on time Total Outstanding All unpaid invoices Overdue Amount Past due total QuickBooks Sync Automatic Sync When QuickBooks is connected: Invoices sync to QuickBooks Payments sync both directions Customer records match No double entry needed Manual Sync If payment doesn't sync: 1. Go to Settings Integrations 2. Click Sync Now 3. Review sync log for errors Refunds Automated refund processing through DrillerDB is not currently available. Process refunds directly through your payment processor. Processing Refunds via Stripe 1. Log into your Stripe Dashboard 2. Find the payment to refund 3. Click Refund on the payment 4. Enter refund amount 5. Confirm the refund Stripe Refund Notes: Returns to original payment method Processing fee refunded for full refunds Card refunds: 5 10 business days ACH refunds: 3 5 business days (180 day limit) Manual Refunds: Issue check or other payment directly Keep records for accounting reconciliation Troubleshooting Payment not recording? Check you have billing permissions Verify amount doesn't exceed balance Try refreshing the page Invoice still showing unpaid? Payment may be partial Check payment history Verify amount recorded correctly QuickBooks not syncing? Check connection status Review sync error log Manually sync if needed Can't find payment? Check correct invoice Review payment history Search by reference number Related Topics Creating Invoices Invoice creation Stripe Payments Online payments Invoice Reminders Follow up QuickBooks Integration Accounting sync"},{"id":"customer-portal/document-access","title":"Document Access","category":"customer-portal","categoryTitle":"Customer Portal","description":"Provide customers secure access to project documents","headings":"Quick Start: Share Documents with Customers Document Types Available in Portal Step-by-Step Workflow Document Organization Well Logs and Reports Project Photos File Security Download Regulatory Compliance Integration with Project Workflow Troubleshooting Related Topics","content":"Document Access The customer portal provides secure document access, allowing customers to view and download project related files including well logs, lab reports, inspection records, and project photos. This self service document access reduces support requests while improving customer satisfaction. Quick Start: Share Documents with Customers 1. Upload documents to project in DrillerDB 2. Set document visibility to Portal 3. Send customer portal link 4. Customer can view and download documents 5. Access is logged for audit trail Documents remain available to customers after project completion. This permanent access reduces requests for duplicate copies and helps customers meet their own record keeping requirements. Document Types Available in Portal Document Type Auto Published Manual Publish Well Logs When finalized Yes Lab Reports When received Yes Inspection Records When completed Yes Project Photos Optional Yes Proposals (approved) On approval Yes Invoices (paid) On payment Yes Step by Step Workflow 1. Upload documents to project in DrillerDB 2. Set document visibility to Portal 3. Send customer portal link 4. Customer can view and download documents 5. Access is logged for audit trail Document Organization Project documents are organized by type and date within the customer portal. Customers can browse documents chronologically or filter by document type to find specific files quickly. The interface clearly labels each document with its type, date, and description. Documents remain available throughout the project lifecycle and after project completion. Customers can access historical project documentation at any time, supporting their record keeping requirements and future reference needs. Well Logs and Reports Completed well logs are automatically available in the customer portal once finalized. Customers can download PDF versions of well logs, viewing detailed information about their well construction, geology encountered, and final specifications. Lab reports, inspection results, and certification documents can be made available in the portal. This eliminates manual document delivery steps and ensures customers receive important documentation. Note: Lab report features are available in DrillerDB. Availability may vary for other system configurations. Project Photos Field crews can capture project photos that are published to the customer portal. Customers see visual documentation of work progress, completed installations, and site conditions. These photos provide transparency and build confidence in work quality. Photo galleries organize images by date and project phase, making it easy for customers to review progress or reference specific aspects of completed work. Photos can be downloaded individually or as complete project albums. File Security Document access uses the same secure token based authentication as other portal features. Only authorized customers can access their project documents, protecting proprietary information and customer privacy. Access tokens can be revoked if security concerns arise. The system logs all document access, tracking who viewed or downloaded files and when. This audit trail supports security requirements and helps resolve questions about document delivery or customer acknowledgment of important information. Download Customers can download documents for offline storage or sharing with contractors, regulatory agencies, or other stakeholders. Downloaded files maintain their original format and quality, ensuring usability for any downstream purpose. Regulatory Compliance Providing customers with direct access to well logs, lab reports, and compliance documentation supports regulatory requirements for record distribution. The system maintains proof of document delivery through access logs, supporting compliance verification if needed. Many jurisdictions require well owners to maintain copies of construction records. The customer portal ensures customers have permanent access to required documentation, reducing your liability for lost or misplaced records. Integration with Project Workflow Document publication to the customer portal integrates with project workflow automation. When field crews submit well logs, lab results are received, or inspections are completed, documents can be automatically published without manual intervention. This automation ensures timely document delivery while eliminating administrative tasks. Document availability can trigger workflow transitions, such as moving projects from active to completed status once all required documentation is published to the customer portal. These automated transitions ensure process consistency and reduce oversight. All document access is logged with timestamps and customer information. This audit trail supports regulatory compliance and provides proof of document delivery for dispute resolution. Troubleshooting Customer can't see documents? Verify document visibility is set to Portal Check document was uploaded successfully Ensure customer has valid portal link Download failing? Check file format is supported Verify file isn't corrupted Try different browser Check file size limits Photos not appearing? Confirm photos are published to portal Check photo visibility settings Allow time for upload to sync Access link expired? Generate new portal link Send updated link to customer Links can be configured for longer expiration Related Topics Proposal Approval Proposal workflow Invoice Payments Accept payments Well Logs Document requirements Project Files File management"},{"id":"customers/contact-types","title":"Contact Types","category":"customers","categoryTitle":"Customer Management","description":"How to use the Type field and the Owner, Builder, and Pump Installer roles","headings":"Type vs. Role Quick Start: Set a Contact Role The Roles Owner Builder Pump Installer Municipality Multiple Roles Troubleshooting Related Topics","content":"Contact Types DrillerDB classifies contacts two ways: a single Type that describes the relationship, and one or more roles that drive filtering and project tracking. Type vs. Role Classification Values Set Where Type Customer, Vendor, Subcontractor New Contact form (and Edit) Role Owner, Builder, Pump Installer, Municipality Contact Edit screen The Type is a quick label shown as a badge on each contact. Three of the roles are also list filter chips (Owners, Builders, Pump Installers) that project history breaks down by. Municipality is not one of the filter chips yet it is still visible on the contact record and searchable by name, just not filterable from the list. Quick Start: Set a Contact Role 1. Open Contacts and click the contact 2. Click Edit 3. Under Contact Role , check Owner, Builder, Pump Installer, and/or Municipality 4. Click Save Changes 5. Confirm the contact now appears under the matching filter chip (Owner, Builder, and Pump Installer only see above) The Roles Owner Use Owner when the contact is the project owner or end customer. Receives proposals and invoices Usually carries payment responsibility The common default for residential work Builder Use Builder when a general contractor or development company coordinates the work. Helpful for multi trade projects Often the day to day project contact May differ from the invoice recipient depending on your workflow Pump Installer Use Pump Installer for partners handling pump or downstream service work. Used for referral and service handoffs Best kept current with location and contact details Municipality Use Municipality for cities, districts, and rural water systems. Useful for tracking public entity customers and permitting contacts separately from private work Not yet part of the list filter chips find these contacts by name or Type until filtering is added Multiple Roles A contact can hold more than one role when their part in the business overlaps. Each role is an independent checkbox on the Edit screen, so you can enable any combination. Scenario Suggested Roles Developer who also owns the land Owner + Builder Customer who also installs pumps Owner + Pump Installer City water department that also owns the well Owner + Municipality Troubleshooting Contact not showing under a filter chip Confirm the role is checked and saved on the Edit screen Set the list filter to \"All\" and re check Verify you are in the right company account Wrong role assigned Open the contact and click Edit Update the Contact Role checkboxes Click Save Changes Related Topics Adding Contacts Contacts Overview Customer History Creating Projects"},{"id":"customers","title":"Customer Management","category":"customers","categoryTitle":"Customer Management","description":"Manage your contacts, owners, builders, and pump installers","headings":"Quick Start: Add and Use a Contact Record Types and Roles Key Features Step-by-Step: Handle a New Customer Inquiry Step-by-Step: Consolidate Duplicate Contacts Topics in This Section Getting Started Managing Contacts Related Topics","content":"Contacts Contacts is your complete contact database for managing owners, builders, pump installers, vendors, and subcontractors. Quick Start: Add and Use a Contact Record 1. Open Contacts from the sidebar 2. Search first to avoid creating a duplicate 3. Click Add Contact if no match exists 4. Fill in the contact details and save 5. Link the contact to a project or work order Types and Roles Every contact has a Type Customer, Vendor, or Subcontractor chosen when you create it. Contacts can also carry one or more roles that power the list filters and project tracking: Owner project owners and end customers Builder general contractors and builders Pump Installer pump and service partners Roles are set on the contact's Edit screen. See Contact Types for details. Key Features Add, edit, import, and export contacts Link contacts to projects and work orders View project history, invoices, and communications on each contact Log calls, emails, texts, and meetings Track recurring service contracts Merge duplicate contacts Step by Step: Handle a New Customer Inquiry 1. Search Contacts by phone, email, or name 2. Click Add Contact when no match is found 3. Choose the contact Type and fill in phone, email, and address 4. Save, then open the contact and click Edit to set Owner / Builder / Pump Installer roles 5. Start a project or work order and select this contact Step by Step: Consolidate Duplicate Contacts 1. Search Contacts to find likely duplicates by matching phone or email 2. Open the record you want to keep 3. Click Merge and search for the duplicate 4. Review the side by side preview and confirm 5. Linked projects, invoices, and work orders transfer automatically Topics in This Section Getting Started Contacts Overview Navigate and search your contact database Adding Contacts Create new contact records Contact Types Types and the Owner, Builder, and Pump Installer roles Managing Contacts Customer History Track projects, invoices, and communications Consolidating Duplicates Find and merge duplicate records Related Topics Projects Link contacts to drilling jobs and proposals Pump & Service Work Orders Attach service calls to contact records Billing Review contact invoice and payment history"},{"id":"depthmap/well-data","title":"Understanding Well Data","category":"depthmap","categoryTitle":"DepthMap","description":"Learn about the well information available in DepthMap and where it comes from","headings":"Quick Start: View Well Details Key Well Data Fields Step-by-Step Workflow Data Sources State Agencies What Gets Reported Data Quality Well Information Fields Basic Information Location Data Construction Details Water Information Geological Information Reading Well Logs Formation Descriptions Depth Intervals Water Notes Data Coverage by State complete Coverage Growing Coverage Limited Coverage Data Limitations Not Real-Time Location Accuracy Completeness Regional Variation Using Well Data Effectively Research Best Practices Planning Applications Disclaimer Troubleshooting Related Topics","content":"Understanding Well Data DepthMap provides access to extensive water well data from public records worldwide. This guide explains what information is available, how to interpret it, and where the data originates. Quick Start: View Well Details 1. Click any well marker on the map 2. View basic info: ID, depth, date, owner 3. Click View Well Log for full report 4. Review formation layers and construction details 5. Use data to inform planning decisions Review multiple wells in an area to understand geological patterns. A single well log may not represent conditions across an entire property. Key Well Data Fields Field Description Example Well ID Unique identifier WI 2024 12345 Total Depth Deepest point reached 185 feet Static Water Level Water level at rest 45 feet Yield Flow rate tested 15 GPM Construction Date When drilled 2024 03 15 Well Type Purpose Domestic Step by Step Workflow 1. Click any well marker on the map 2. View basic info: ID, depth, date, owner 3. Click View Well Log for full report 4. Review formation layers and construction details 5. Use data to inform planning decisions Data Sources State Agencies Well construction reports are filed with state geological surveys, environmental agencies, or water management departments. Requirements vary by state, but most require drillers to submit reports for new wells within a specified timeframe after completion. What Gets Reported Typical well construction reports include: Well location (address or coordinates) Property owner at time of construction Driller and drilling company information Construction date Total depth drilled Casing specifications Formation layers encountered Static water level Pump information Driller notes and observations Data Quality Report quality depends on original documentation practices. Some reports include detailed geological descriptions while others provide only basic construction data. Older wells may have limited information compared to recent installations. Well Information Fields Basic Information Well ID Unique identifier assigned by the reporting agency Construction Date When the well was drilled Total Depth The deepest point reached during drilling Well Type Purpose of the well (domestic, commercial, irrigation, etc.) Location Data Address Property address where the well is located GPS Coordinates Latitude and longitude of the well Township/Range/Section Legal land description (in states using PLSS) County County where the well is located Construction Details Casing Diameter Width of the well casing Casing Depth How deep the casing extends Grout Seal Depth of annular seal around casing Screen Interval Where water enters the well Water Information Static Water Level Water level when well is not pumping Yield Flow rate during testing (gallons per minute) Water Quality Notes Any observations about water quality Geological Information Formation Log Description of materials encountered at each depth Bedrock Depth Where solid rock was encountered Aquifer Water bearing formation supplying the well Reading Well Logs Well logs describe what the driller encountered at different depths during construction. Formation Descriptions Common terms in well logs: Formation Description Water Potential Topsoil Surface organic material None Clay Fine grained, dense material Poor Sand Coarse, loose material Good Gravel Large particles, porous Excellent Sandstone Consolidated sand rock Good Limestone Carbonate rock Good (varies) Shale Layered sedimentary rock Poor Granite Igneous crystalline rock Poor (fractures) Depth Intervals Formations are listed with depth ranges, such as \"Sand 45 78 ft\" meaning sand was encountered from 45 feet to 78 feet below surface. Water Notes Look for notations about where water was encountered, flow rates during drilling, and static water level measurements. Data Coverage by State Coverage varies significantly by state: complete Coverage States with extensive digital records and good historical data include Wisconsin, Minnesota, Ohio, and several others. These states often have wells dating back many decades. Growing Coverage Many states are actively digitizing older records and expanding their databases. Coverage improves over time as more historical data becomes available. Limited Coverage Some states have minimal public well records or only recent data. Rural areas may have fewer documented wells than urban regions. Data Limitations Not Real Time Well data represents conditions at the time of construction. Water levels, yields, and property ownership may have changed since the report was filed. Location Accuracy Older wells may have less precise location data. Some coordinates are estimated from addresses rather than GPS measurements. Completeness Not all wells are represented. Some private wells predate reporting requirements, and compliance with filing requirements varies. Regional Variation Geological conditions change across short distances. A well log from one property may not accurately predict conditions on an adjacent property. Using Well Data Effectively Research Best Practices Review multiple wells in an area to understand patterns Note the construction dates of wells you examine Consider the distance from your area of interest Look for consistency among nearby well logs Planning Applications Well data helps inform planning but should not replace professional assessment for: New well site selection Water supply evaluation Geological studies Engineering decisions Disclaimer Well data is sourced from public records worldwide. Data accuracy and completeness may vary by region. Always verify critical information through official channels and professional consultation. Well data represents conditions at the time of construction. Water levels, yields, and property ownership may have changed since the report was filed. Location accuracy varies—older wells may have estimated coordinates rather than GPS measurements. Troubleshooting Well log not available? Not all wells have digitized reports Some states have limited historical data Well may predate reporting requirements Formation data missing? Older reports may have minimal detail Quality depends on original driller documentation Some wells only have basic depth information Location seems inaccurate? Older wells may have estimated coordinates Address based locations less precise than GPS Verify with additional nearby wells if possible Related Topics Map Navigation Find and search wells Map Layers Toggle data layers Map Tools Estimate geology DepthMap Overview Features and subscription"},{"id":"drillpath/open-job-milestones","title":"Open Job Milestones","category":"drillpath","categoryTitle":"DrillPath Milestones","description":"Track milestones during active drilling operations","headings":"Quick Start: Track Field Operations Open Job Milestones Step-by-Step Workflow Site Recon Submitted Crew Dispatched Tower Up Tower Down Well Log Submitted Pump Installed Milestone Automation Real-Time Progress Visibility Troubleshooting Related Topics","content":"Open Job Milestones Open job milestones track projects during active drilling operations from initial site assessment through well completion. These milestones provide real time visibility into field operations and ensure all required activities are completed before marking projects as finished. Quick Start: Track Field Operations 1. Submit site recon report before drilling 2. Mark crew dispatched when heading to job 3. Submit tower up report when drilling begins 4. Submit tower down report when drilling completes 5. Upload well log documentation 6. Record pump installation (if applicable) Field crews can complete most open job milestones directly from mobile devices. Tower up and tower down reports automatically advance milestones when submitted. Open Job Milestones Milestone Trigger Auto Complete Site Recon Recon report submitted Yes Crew Dispatched Dispatch assignment Yes Tower Up Tower up report Yes Tower Down Tower down report Yes Well Log Document uploaded Yes Pump Installed Installation recorded Manual Step by Step Workflow 1. Submit site recon report before drilling 2. Mark crew dispatched when heading to job 3. Submit tower up report when drilling begins 4. Submit tower down report when drilling completes 5. Upload well log documentation 6. Record pump installation (if applicable) Site Recon Submitted Before drilling begins, field crews conduct site reconnaissance to verify access, identify hazards, and confirm drilling locations. The site recon milestone completes when crews submit reconnaissance reports documenting site conditions and any concerns. Site reconnaissance reporting ensures drilling operations begin with full awareness of site constraints and safety considerations. Documentation from this phase protects your business by recording site conditions before work begins, supporting dispute resolution if property damage claims arise. Crew Dispatched The crew dispatched milestone marks when field personnel are assigned and en route to the job site. This milestone provides visibility into the transition from scheduled work to active operations, helping office staff track which jobs are actively underway. Tracking crew dispatch enables accurate customer communication about arrival times. When customers call asking when crews will arrive, office staff can immediately see dispatch status rather than needing to contact field supervisors for updates. Tower Up Tower up represents the beginning of actual drilling operations. Field crews report tower up when drilling equipment is positioned and drilling is about to begin or has just started. This milestone triggers various notifications and process automations related to active drilling. Tower up reports can include photos of equipment setup, safety checks, and initial site conditions. This documentation provides a record of proper equipment positioning and safety protocol compliance. Timestamps record exactly when drilling operations commenced for billing and scheduling accuracy. Tower Down Tower down marks the completion of drilling operations when equipment is being removed from the drilling location. This milestone indicates the primary drilling work is complete, though additional activities like pump installation may remain. Tower down triggers notifications to customers about drilling completion and initiates workflows for subsequent project phases. The time between tower up and tower down measures drilling duration, providing data for estimating future projects and evaluating field crew productivity. Well Log Submitted After drilling, field crews submit well logs documenting formations encountered, casing installation, screen placement, and other construction details. The well log submission milestone completes when this critical documentation is provided. Well logs represent essential deliverables for customers and regulatory agencies. Tracking well log submission ensures this documentation is completed promptly while project details are fresh in crew memory. Automated reminders can alert crews about pending well log submissions if delays occur. Pump Installed For projects requiring well pumps, the pump installation milestone tracks this final major activity. Pump installation often occurs separately from drilling, sometimes by different crews or subcontractors. Tracking this milestone separately ensures pump installations do not get overlooked. Pump installation completion may trigger electrical inspection scheduling, final customer walkthroughs, or billing processes. Understanding when pumps are installed enables accurate project status communication and appropriate workflow advancement. Milestone Automation Open job milestones benefit significantly from automation. Tower up and tower down can automatically complete when field crews submit corresponding reports through mobile devices. Well log submission automatically completes when well log documents are uploaded to the system. Automation reduces administrative burden while ensuring milestones remain current. Field crews focus on drilling operations rather than status updates, yet project tracking remains accurate and up to date. Real Time Progress Visibility Open job milestones provide real time visibility into active field operations. Management can see at a glance which projects are actively drilling, which are between drilling and completion activities, and which are awaiting final deliverables. This visibility enables rapid response to operational questions, supports resource allocation decisions, and helps identify projects that may be stalled or experiencing delays. Proactive identification of delayed projects enables intervention before delays impact customer satisfaction or project profitability. Projects cannot be marked complete or invoiced until all required open job milestones are finished. This ensures all documentation and deliverables are captured before closing projects. Troubleshooting Tower up/down not auto completing? Verify field report was submitted successfully Check that report is linked to correct project Review pending reports in field operations queue Well log milestone stuck? Ensure well log document is uploaded to the project Check document is linked to correct project ID Verify file format is supported (PDF, images) Pump installation not recording? Pump milestone requires manual completion Check if pump was installed by subcontractor (may need manual entry) Verify project requires pump installation Related Topics Milestone Tracking Visual timeline overview Proposal Milestones Pre drilling milestones Tower Up/Down Reports Field reporting Well Logs Documentation requirements"},{"id":"equipment/service-logs","title":"Service Logs","category":"equipment","categoryTitle":"Equipment Management","description":"Record maintenance and repair work with a running service history","headings":"Quick Start: Add a Service Log Where to Log Service Service Entry Fields Service Types Service History Recording Meter Readings Relationship to Maintenance Schedules Troubleshooting Related Topics","content":"Service Logs Service logs give each piece of equipment a running maintenance history. This record is valuable for warranty claims, resale value, and spotting recurring issues that need attention. Quick Start: Add a Service Log 1. Open the equipment record 2. Open the Service Logs tab 3. Click Add Log 4. Pick a Type and a Date 5. Optionally add notes, cost, and meter readings 6. Save Where to Log Service Service logs live on the equipment record's Service Logs tab. Open an item from the Equipment list, switch to that tab, and click Add Log . Service Entry Fields The Add Log form has these fields: Field Required Purpose Type Yes Category of work (dropdown) Date Yes When the work was performed Notes No What was done, parts replaced, issues found Cost No Total cost of the service Odometer (Miles) No Mileage at the time of service Engine Hours No Engine hours at the time of service Cost is a single total field there is no separate labor/parts split. Put a breakdown in Notes if you want to record it. Service Types The Type dropdown offers: Type Use For Oil Change Routine oil service Tire Rotation Tire rotation Brake Service Brake work Transmission Transmission service Filter Change Filter replacements Fluid Top Off Topping off fluids Inspection Condition and safety checks Repair Fixing a breakdown or fault Other Anything that does not fit above The more detail you put in Notes , the more useful the history becomes for troubleshooting and planning. Service History Every entry you add appears on the Service Logs tab in date order, giving you a full maintenance history for the item. Use it to review patterns, spot recurring problems, and total up service cost over time. Recording Meter Readings For usage based equipment, capture Odometer (Miles) or Engine Hours with each log so the running history reflects real usage at each service. Relationship to Maintenance Schedules Service logs and maintenance schedules are tracked separately. Logging service does not automatically close a schedule when a scheduled task is done, mark it complete on the Maintenance tab (or update its due date). Keeping both current gives you an accurate history plus an accurate upcoming service view. Troubleshooting Service log not saving? Make sure Type and Date are both set Check that the date is valid and meter fields are numeric Can't find an old entry? Scroll the Service Logs tab; entries are listed in date order Need a document attached? The service log form does not take file uploads; add photos and documents (invoices, receipts) on the record's Photos tab Related Topics Maintenance Schedules Recurring service reminders Overdue Maintenance Track past due items Costs & Analytics Cost analysis Equipment List View all equipment"},{"id":"field-operations/field-reports","title":"Field Reports","category":"field-operations","categoryTitle":"Field Operations","description":"Overview of field report types and their purposes in DrillerDB","headings":"Quick Start: Submit Field Report Report Types Available Report Types Report Requirements Creating Field Reports Step-by-Step: Create Report from Mobile Automatic Data Capture Templates and Customization Customization Options Digital Signatures Signature Types Signature Capture Process Report Storage and Retrieval Finding Reports Step-by-Step: Find Reports Export Options Troubleshooting Related Topics","content":"Field reports in DrillerDB provide standardized documentation for various aspects of field operations, from equipment inspections to safety compliance. These reports ensure consistent record keeping and help companies maintain regulatory compliance while improving operational visibility. Quick Start: Submit Field Report 1. Open project on mobile or web 2. Select report type (DVIR, Pump Log, etc.) 3. Complete required fields 4. Add photos if applicable 5. Capture digital signature 6. Click Submit Report Types DrillerDB supports several field report types for specific needs. Available Report Types Report Purpose When to Use DVIR Vehicle inspection Before/after driving Pump Log Pumping operations During pump tests Hazard Report Safety concerns When hazard identified Pardrill Daily Daily drilling report End of each drilling day Report Requirements Report DOT Required Signature Required DVIR Yes Driver Pump Log No Optional Hazard Report No Reporter Pardrill Daily No Supervisor Each report type follows a structured template that guides field personnel through required information, reducing missed data points. Creating Field Reports Field reports can be created from mobile devices or the web application. Step by Step: Create Report from Mobile 1. Open DrillerDB mobile app 2. Select project (or create without project) 3. Tap Reports 4. Select report type 5. Complete fields (required marked with ) 6. Upload photos if needed 7. Capture signature 8. Tap Submit Automatic Data Capture Data Captured How User Logged in user Timestamp Device time Project Selected project GPS location Device location (if enabled) Templates and Customization Report templates can be customized to match company needs. Customization Options Option How to Access Modify existing template Settings Report Templates Create new report type Settings Report Templates Add Add custom fields Edit template fields Adjust required fields Mark fields required/optional Template customization ensures reports collect exactly the information needed without burdening field staff with irrelevant questions. Digital Signatures Many field reports support digital signature capture. Signature Types Who Signs Purpose Field personnel Verify report accuracy Supervisor Approve work Customer Acknowledge conditions Signature Capture Process 1. Report completion required first 2. Tap signature field 3. Sign on touchscreen (or use stylus) 4. Tap Accept 5. Signature saved with timestamp Digital signatures are stored permanently and include timestamp data for verification. They cannot be modified after submission. Report Storage and Retrieval All field reports are permanently stored and associated with projects. Finding Reports Search By How Date Date range filter Project Project filter Report type Type filter Personnel User filter Step by Step: Find Reports 1. Go to Reports section 2. Set date range 3. Select project (optional) 4. Filter by report type 5. View matching reports 6. Click report to view details Export Options Format Use For PDF Print, share with customers View online Quick reference PDF exports maintain all report data including signatures and timestamps in a professional, printable format. Troubleshooting Can't submit report? Check all required fields completed Verify signature captured if required Check internet connection Report not appearing in project? Verify project was selected before submission Refresh the page Check date filter PDF export not working? Try different browser Check popup blocker settings Reduce date range if large export Related Topics DVIR Reports Vehicle inspection details Hazard Reports Safety documentation Daily Logs Daily activity logs GPS Check ins Location verification"},{"id":"geothermal/tc-reports","title":"Thermal-Conductivity Tests","category":"geothermal","categoryTitle":"Geothermal Estimator","description":"Log your on-site thermal-conductivity test results so geothermal estimates near those sites stop guessing","headings":"Where it lives What you will see first Step-by-Step: Log a test What changes after you log a test Who can see them Removing a test Related Topics","content":"Thermal Conductivity Tests Every thermal conductivity test you have paid for is a measurement the Estimator would otherwise have to infer. Log them once and estimates near those sites are anchored to your real numbers instead of to nearby well logs. If you have a folder of TRT reports from past jobs, this is where they earn their keep. Where it lives Open Geothermal in the left menu, then the TC tests tab. The page is titled Thermal conductivity tests . What you will see first Until you log something, the page shows No logged tests yet . That is the normal starting point for every company, so nothing is broken if it is all you see. There is a Log your first test button in the middle of the empty page, and a Log a test button in the top bar that does the same thing. Step by Step: Log a test Step 1: Click Log a test (or Log your first test ). The Log a thermal conductivity test dialog opens. Step 2 (optional): Upload the test PDF to prefill the form. The dialog accepts a PDF up to 15 MB , and it says plainly that extraction never saves on its own reading the PDF only fills the boxes, and nothing is stored until you press Save. Step 3: Fill in the three required fields. The dialog states them under the form: latitude, longitude, and measured conductivity . Everything else is optional. Site location one box that takes an address or coordinates, with separate Latitude and Longitude boxes beside it Measured conductivity (W/m·K) Step 4: Fill in whatever else your report gives you. All of these are optional, and all of them make the anchor more useful: Field Units on screen Site name free text Test date mm/dd/yyyy Bore depth ft Thermal diffusivity ft²/day Undisturbed ground temp °F Watch the units. The form is deliberately mixed: conductivity is entered in SI (W/m·K), while depth, diffusivity and temperature are in IP (ft, ft²/day, °F). Most US test reports print conductivity in Btu/hr ft F, so that is the one number you will usually have to convert. Getting it wrong by the conversion factor of about 1.73 produces a value that still looks plausible, which is exactly why it is worth a second look. Step 5: Set Source . It defaults to On site test , and the other options are Public record and Imported . This is the same idea as the estimate basis on an assessment, so set it honestly: a value you measured on site and a value you copied out of a state database should not carry the same weight. Step 6: Check every prefilled value against the report before saving. Extraction is a convenience, not an authority it is reading someone else's PDF layout, and a misread conductivity quietly biases every future estimate near that site. Step 7: Click Save test . Use Refresh in the top bar if the list does not update. What changes after you log a test Assessments near a logged test stop inferring and start anchoring to your measured value, and the confidence around them tightens. Logged tests also back test the model: they are how the estimator gets checked against ground truth rather than against itself. Who can see them Tests are scoped to your company. Your crew sees them; other DrillerDB companies do not. Logging your test history does not publish it. Removing a test Deleting a test takes it out of your list and out of future assessments. It does not retroactively change assessments you have already exported. Related Topics Reading Your Results what estimate basis means Running an Assessment see the effect of your logged tests Geothermal Estimator why this is not a TRT replacement"},{"id":"getting-started/global-search","title":"Global Search","category":"getting-started","categoryTitle":"Getting Started","description":"Quickly find projects, customers, and more with DrillerDB's fast search","headings":"Quick Start: Search Where to Find It Basic Search Search Prefixes (Power User Feature) Prefix Quick Reference What Each Prefix Finds Jump to Any Section with nav: Ask a Question What Happens When You Click a Result Tips for Effective Searching Security and Privacy Troubleshooting Related Topics","content":"DrillerDB's global search gives you instant access to projects, contacts, employees, invoices, and more from anywhere in the app. No need to navigate through sections first just search and go. Quick Start: Search 1. Press Cmd+K (Mac) or Ctrl+K (Windows) 2. Type your search term (at least two characters) 3. Click a result to jump straight to it 4. Use a prefix like p: to search one type only 5. Press Escape to close search Where to Find It The global search bar sits in the top bar of every page. Open it instantly: Platform Shortcut Mac Cmd+K Windows/Linux Ctrl+K The keyboard shortcut works from anywhere in the app. Press Escape to close the search or clear the input. Basic Search To search across everything at once: 1. Click the search bar or press the keyboard shortcut 2. Type your search query (two characters or more) 3. Results appear as you type, grouped by category 4. Click any result to go directly to that item Without a prefix, DrillerDB searches across all types at once projects, contacts, employees, invoices, notes, lab samples, and app navigation and groups the results by category. Example : Type \"smith\" to find projects, contacts, and employees with \"smith\" in their name or details. Search Prefixes (Power User Feature) When you know the type of thing you're looking for, add a prefix to search that type only. Type the prefix, a colon, then your search term. Prefix Quick Reference Prefix Searches Example p: Projects p:12345 or p:smith c: Contacts c:ABC Company e: or emp: Employees emp:john i: or inv: Invoices i:1042 wo: Work orders (searches projects) wo:ABC Company n: Notes n:casing s: Lab samples s:coliform nav: Navigation (sections and Settings) nav:billing Use a prefix when you know what you're after. Typing p:12345 searches only projects, so the match comes back faster and cleaner. What Each Prefix Finds Projects p: searches project IDs (well keys), client names, and addresses. Contacts c: searches business names, contact names, and locations. Employees e: or emp: searches active employee names and email addresses. Invoices i: or inv: searches invoice numbers and associated customers. Work orders wo: finds pump and service work, which is stored with your projects, so it searches the projects list. Notes n: searches project and well log notes. Lab samples s: searches water test and lab sample records. Navigation nav: jumps to any section of the app, including specific Settings pages. Jump to Any Section with nav: The nav: prefix takes you straight to a section without clicking through menus. You can also type a plain keyword and DrillerDB will suggest matching pages. Main sections : Dashboard, Projects, Pump/Service, Scheduling, Maps, Contacts, Reports, Equipment, Products & Services, Invoices, Compliance, Geology, Communications, Settings, and more. Settings pages : jump directly to a specific Settings tab: nav:users Users & Permissions nav:billing Billing (Stripe, subscription) nav:integrations Integrations (QuickBooks, Stripe, API) nav:notifications Notifications nav:security Security (two factor, password) nav:branding Branding (logo, colors, theme) nav:api API Keys For example, typing \"billing\" suggests the Billing settings page. Ask a Question Global search doubles as a quick way into help. Start your query with a question word or a ? and DrillerDB offers documentation and help answers instead of records. ?how do I send an invoice how do I add a user What Happens When You Click a Result Result type Where it takes you Project The project detail page Contact The contact's record Employee The employee's page Invoice The invoice Note The related project's Activity tab Lab sample The related project's Lab tab Navigation The section or Settings page The search closes as soon as you pick a result, and the input clears so it's ready for your next lookup. Tips for Effective Searching Start simple. A few characters is usually enough the results narrow as you type. Typing \"joh\" often finds \"John Smith\". Use a prefix for speed. When you know the type, a prefix like p:12345 searches only projects instead of everything. Search is case insensitive. \"john\", \"John\", and \"JOHN\" all return the same results. Partial matches work. Search uses \"contains\" matching, so \"mai\" matches \"Main Street\". Refine when needed. Each category shows the top matches. If you don't see what you want, add more characters to make the search more specific. Use section tools for advanced filters. Global search is best for fast lookups by name or ID. For date ranges, statuses, or assigned employees, open the section like the Projects list and use its own filters. Security and Privacy Global search respects DrillerDB's security model: Authentication required : you must be logged in to search. Multi tenant isolation : results are always filtered to your company you never see another company's data. Permission based : search respects your role. Sections you can't access won't appear as navigation results. Troubleshooting No results appearing? Make sure you've typed at least two characters, then check your spelling or try a different term. Getting the wrong type of result? Add a prefix to narrow the search for example c: for contacts or p: for projects. Shortcut not working? Some browser extensions override keyboard shortcuts. Try clicking the search bar directly, or close any conflicting browser search first. Related Topics Navigation Basics Moving around the app Dashboard Overview Interface orientation Projects Project management Search & Filters Filtering the projects list"},{"id":"inventory/stock-tracking","title":"Stock Level Tracking","category":"inventory","categoryTitle":"Products & Services","description":"Reorder points, stock status, and negative-stock cleanup","headings":"How Material Stock Moves Reorder Points and Status Setting and Correcting Quantities Negative Stock Best Practices Troubleshooting Related Topics","content":"Stock Level Tracking Stock tracking in Products & Services is driven by item type. Material items carry a running quantity, a reorder point, and a stock status. Service and non inventory items are stockless, so they track cost and usage without a quantity on hand. How Material Stock Moves For material items, the quantity on hand updates as work happens. Event Effect on quantity Materials used on a project or work order Decreases automatically Stock received or counted Increases via an adjustment Correction after a physical count Set to the exact count via an adjustment Services and non inventory items never change quantity; they show as N/A in the stock status column. Reorder Points and Status Each material item has a single reorder point . The list compares the on hand quantity to that threshold to set the item's status. Status Condition Meaning OK Quantity at or above the reorder point No action needed Low Quantity below the reorder point Reorder soon N/A Stockless item Not tracked Items below their reorder point appear in the Low Stock card, the Low Stock Alerts panel, and the Show Low Stock Only filter, so you can turn a reorder list into a purchase order quickly. Set the reorder point to cover your typical lead time plus a safety buffer, then adjust it over time as you learn real usage patterns. Setting and Correcting Quantities Use Adjust Stock on an item's detail page for any deliberate change. Adjustment Use for Add Receiving a shipment or adding found stock Remove Damage, waste, or shrinkage Set Overwriting the count to match a physical count Every adjustment takes a reason note and is written to the item's transaction history. For quick one off changes, the plus and minus controls on the list row add or remove stock inline. Negative Stock A material can go below zero when more usage is recorded than stock received. When that happens, a reconciliation banner appears at the top of the list. Cause Fix Usage logged before receiving Record the receipt with an Add adjustment A shipment was never entered Add the actual received quantity A counting error Run a physical count and record a Set adjustment Below zero items are counted as $0 in Total Value until you reconcile them. Use the \"Review below zero items\" button on the banner to filter straight to them. Best Practices Practice Frequency Cycle counts on key materials Monthly or quarterly Resolve negative stock items As they appear Review reorder points Quarterly Log usage promptly Every job Troubleshooting Stock doesn't match a physical count? Review recent transactions for duplicate or missed entries Record a Set adjustment with a \"physical count\" note Low Stock warnings aren't appearing? Confirm the item is a Material (services and non inventory are stockless) Check that a reorder point is set Related Topics Managing Items View and organize items Transactions Record adjustments and usage Reporting & Exports Value and usage analysis Purchase Orders Reorder low stock materials"},{"id":"maps/project-map","title":"Project Map","category":"maps","categoryTitle":"Maps & Geospatial","description":"View individual project locations with detailed map information","headings":"Quick Start: View Project Map Viewing the Project Map Map Display Location With/Without Coordinates Step-by-Step: Add Location to Project Without Coordinates Map Display Features Zoom Level and Coverage Map Elements Interactive Features Map Controls Step-by-Step: Use Fullscreen Mode When to Use Fullscreen Map and Directions Get Directions Button Step-by-Step: Get Directions Updating Project Location When to Update Step-by-Step: Adjust Marker Position Printing and Sharing Map on Printed Documents Step-by-Step: Include Map on Customer Documents Troubleshooting Related Topics","content":"Project Map Each project in DrillerDB includes its own dedicated map showing the precise job site location. This project level map appears on the project details screen and provides focused geographic information for a single work location. Quick Start: View Project Map 1. Open any project record 2. Scroll to location section 3. View map with job site marker 4. Click Get Directions for navigation 5. Click Adjust Location to refine the marker if needed Viewing the Project Map Map Display Location Section Shows Project details Dedicated map panel Location section Centered on job site Marker Red pin at exact location With/Without Coordinates Status Map Shows Valid GPS coordinates Single marker at job site No coordinates Blank placeholder with instructions Step by Step: Add Location to Project Without Coordinates 1. Open project record 2. See blank map placeholder 3. Choose method: Enter street address (auto geocodes) Input latitude/longitude manually Use Adjust Location to refine on the map 4. Save project 5. Map updates with marker Map Display Features Zoom Level and Coverage View Shows Default Immediate surrounding area (few blocks) Zoomed in Property level detail Zoomed out Neighborhood context Map Elements Element Purpose Red pin marker Exact drilling/service location Surrounding streets Access route context Landmarks Orientation reference The detailed default zoom helps field crews arrive at the correct property, especially in rural areas where addresses may be ambiguous. Interactive Features Map Controls Control Action Click and drag Pan around map Zoom buttons Adjust view scale Fullscreen button Expand to fill browser Step by Step: Use Fullscreen Mode 1. Locate fullscreen button on map 2. Click to expand map 3. Map fills entire browser window 4. Pan and zoom as needed 5. Press Escape or click exit to return When to Use Fullscreen Scenario Benefit Planning complex jobs See full site context Discussing with supervisor Clear visual reference Equipment access planning Identify route options Map and Directions Get Directions Button Platform Behavior Desktop Opens Google Maps in new tab Mobile (with app) Opens Google Maps app Mobile (no app) Opens Google Maps website Step by Step: Get Directions 1. Open project record 2. Scroll to project map 3. Click Get Directions below map 4. Google Maps opens with route 5. Follow turn by turn navigation On mobile devices, the directions button automatically opens the Google Maps app for voice guided navigation. Updating Project Location When to Update Situation Action Needed Marker in wrong location Drag to correct position Geocoding placed incorrectly Manual adjustment Rural/ambiguous address Verify and correct New development Update to actual site Step by Step: Adjust Marker Position 1. Open project record 2. Click Adjust Location button 3. Map enters edit mode 4. Drag marker to correct position 5. Marker updates in real time 6. Click Save to confirm Always verify marker position for rural addresses and new developments, where automatic geocoding is often inaccurate. Printing and Sharing Map on Printed Documents Document Map Included Project record Yes (automatic) Work orders Yes (automatic) Proposals Optional (enable in settings) Invoices Optional (enable in settings) Step by Step: Include Map on Customer Documents 1. Go to Settings Document Settings 2. Find \"Include Map\" option 3. Enable for desired document types 4. Save settings 5. Future documents include map image Troubleshooting Map shows blank placeholder? Project lacks GPS coordinates Add address or coordinates to project Use Adjust Location to set location Marker in wrong location? Click Adjust Location Drag marker to correct position Save changes Directions not opening? Check browser pop up blocker Try right click, open in new tab Verify GPS coordinates are valid Map not loading? Check internet connection Refresh the page Clear browser cache Fullscreen not working? Check browser permissions Try pressing F11 for browser fullscreen Update browser to latest version Related Topics Job Map View all projects on map GPS Coordinates Coordinate management Directions Detailed navigation guide Map Filtering Filter project markers"},{"id":"projects/project-details","title":"Project Details","category":"projects","categoryTitle":"Projects & Proposals","description":"Step-by-step guide to navigating and using the project detail page","headings":"Quick Start: Navigate Project Details Understanding the Interface Project Header Status Color Coding Tab-by-Tab Guide Overview Tab Proposal Tab Invoice Tab Site Tab Hazards Tab Well Log Tab Activity Tab Working with Projects Saving Changes Advancing Project Status Accessing Related Records Step-by-Step: Run a Project Detail QA Check Additional Tabs Pump Logs Tab Daily Reports Tab DVIR Tab Lab Results Tab Troubleshooting Related Topics","content":"Project Details The project detail page is your central hub for managing all aspects of a drilling project. This guide walks you through each tab and feature. Quick Start: Navigate Project Details 1. Go to Projects in sidebar 2. Click any project to open details 3. Use tabs to access different information 4. Click Save after making changes Understanding the Interface Project Header The header appears at the top of every project and shows: Element Description Project ID Unique numeric identifier (e.g., 12345) Status Badge Color coded current status Customer Name Quick reference badge Action Buttons Save, Send, Schedule, etc. Status Color Coding Color Status Meaning Gray Proposal Quote not yet approved Yellow Open Job Approved, ready to schedule Green Complete Work finished Red Closed Archived, no further action Tab by Tab Guide Overview Tab The Overview tab displays core project information. Customer Section: Customer name (linked to Contacts) Phone and email Billing address Location Section: Job site address City, State, ZIP County (for permits) GPS coordinates Project Details: Well type (Residential, Commercial, etc.) Drilling method Estimated depth Special requirements Scheduling Section: Assigned team Scheduled dates Lead driller Equipment assigned Click the customer name to jump directly to their Contacts record. Proposal Tab Build and manage project pricing. Step by Step: Add Line Items 1. Click Add Line Item 2. Select from your saved items or create custom 3. Enter quantity 4. Adjust price if needed 5. Repeat for all items 6. Click Save Line Item Categories: Category Examples Drilling Per foot drilling charges Casing PVC, steel casing materials Materials Grout, bentonite, sand Permits State fees, county fees Equipment Pump, pressure tank Labor Installation, testing Mobilization Setup, travel Quick Actions: Quick Add : Add multiple items at once Duplicate : Copy existing line item Reorder : Drag to rearrange items Delete : Remove unwanted items Invoice Tab Manage billing after project completion. Invoice Features: Generate invoice from approved proposal Track payment status Record partial payments Send payment reminders View payment history Step by Step: Create Invoice 1. Complete the project work 2. Go to Invoice tab 3. Click Generate Invoice 4. Review line items (pulled from proposal) 5. Set payment terms 6. Click Send Invoice Site Tab Document site conditions and photos. Site Information: Access directions Gate codes Property owner contacts Parking locations Photos: 1. In the Site Images section, drop photos into the upload box, or click it to choose files from your device. 2. Each photo appears with a Delete button and an Add a note... line underneath. Add or edit a photo caption: 1. Under any photo, click Add a note... . 2. Type a short note about the photo, like what it shows or where it was taken. 3. Press Enter , or click anywhere outside the box, to save. Press Esc to cancel. 4. To change a caption later, click it again and edit the text. Photo captions also print under each photo on the job completion email your customer receives. Write them for the customer to read, not just as notes to yourself. A caption like \"Well site on the northeast corner\" tells the customer exactly what they are looking at. Site Notes: Document conditions before work Record obstacles encountered Note any customer preferences Hazards Tab Records the distance, in feet, from the proposed well to nearby contamination sources the setbacks needed for permits and compliance. Step by Step: Record Hazard Distances 1. Go to the Hazards tab 2. Enter the distance in feet to each nearby contamination source (septic, fuel tanks, surface water, and so on) 3. Leave a field blank if it doesn't apply 4. Check No POWTS components on site if the site has no septic, holding, or mound system 5. Click Save DrillerDB flags any distance below a typical 25 ft setback so you can double check it before submitting a permit. See the Hazards guide for the full list of contamination sources and setback guidance. Well Log Tab Record drilling and completion data. Geology Section: Formation layers encountered Depths and thicknesses Material descriptions Water bearing zones Casing Section: Casing type and diameter Set depths Grout intervals Completion Data: Total depth drilled Static water level Yield (GPM) Screen placement Step by Step: Enter Well Log 1. Go to Well Log tab 2. Click Add Formation for each layer 3. Enter depth from/to 4. Select material type 5. Add description 6. Mark water bearing if applicable 7. Repeat for all formations 8. Complete casing and screen sections 9. Click Save A checkmark appears when the well log is complete. Activity Tab View complete audit trail of project changes. Tracked Events: Status changes Field updates Proposal sends Invoice activities User edits Activity Entry Details: Who made the change When it occurred What was modified Previous and new values Working with Projects Saving Changes After editing any tab: 1. Review your changes 2. Click Save button 3. Wait for confirmation 4. Changes sync immediately Use Cmd+S (Mac) or Ctrl+S (Windows) as a keyboard shortcut to save. Advancing Project Status Step by Step: Change Status 1. Click current status in header 2. Select new status from dropdown 3. Confirm the change 4. Status updates immediately Or use the workflow buttons: Send Proposal : Moves to Sent status Convert to Open Job : After approval Mark Complete : When work is done Close Project : Final archive Accessing Related Records Quick links available from project details: Link Opens Customer Name Contacts record View on Map Maps page with pin Permit Status Permit tracking GPS Navigation to site Step by Step: Run a Project Detail QA Check 1. Confirm customer, location, and project status are accurate 2. Validate proposal and invoice tabs for pricing consistency 3. Check site photos, hazards, and notes for field completeness 4. Review well log entries and completion fields 5. Inspect activity log to verify no critical updates were missed Additional Tabs Depending on your configuration, you may see: Pump Logs Tab Pump installation records Make/model information Serial numbers Warranty dates Daily Reports Tab Field crew daily logs Time on site Work completed Issues encountered DVIR Tab Driver Vehicle Inspection Reports Pre trip and post trip inspections Equipment condition records Lab Results Tab Water quality test results Bacteria tests Mineral analysis Compliance documentation Troubleshooting Changes not saving? Check internet connection Verify required fields are complete Look for validation errors Try refreshing the page Tab not appearing? Some tabs are role restricted Check with administrator Tab may only show when data exists Can't edit fields? Project may be closed You may lack edit permissions Field may be system generated Photos not uploading? Check the file size. A photo has to be under 25 MB Check the file type. Photos go up as JPG, JPEG, PNG, GIF, HEIC, HEIF, or WebP A PDF is not a photo here, and the upload box refuses it. Put documents on the Files tab instead Try a different browser Related Topics Creating Projects Start new projects Proposals & Line Items Build quotes Project Statuses Workflow stages Well Logs Completion records"},{"id":"reports/export-options","title":"Export Options","category":"reports","categoryTitle":"Reports & Statistics","description":"CSV, QuickBooks IIF, and PDF exports from the Reports surface","headings":"Quick Start: Export Data Export Formats Operational Exports (CSV) QuickBooks IIF PDF Exports Log Exports Troubleshooting Related Topics","content":"Export Options DrillerDB's report exports are grouped on the Reports page under Operational Exports one click, date stamped files ready to print or import. Reports and exports are limited to admin and office roles. Quick Start: Export Data 1. Open Reports from the navigation ( Data group). 2. Scroll to the Operational Exports section. 3. Pick the export card you need and set its filters (priority, salesman, year, category, or date range). 4. Click Download on that card. 5. The file downloads to your browser. Set each card's filters before downloading the file reflects exactly what you selected. Files are named with the current date so repeated exports stay organized. Export Formats Format Used for Where CSV (.csv) Operational lists, project data, spreadsheets, imports Operational Exports cards; Daily Logs / Field Reports QuickBooks IIF (.iif) Completed projects as invoices for QuickBooks Desktop \"QuickBooks IIF\" card PDF Monthly reports; per driller unsafe lab routing Monthly Reports; Unsafe Lab card All CSV exports use UTF 8 encoding so accented letters and symbols in names and descriptions come through correctly. Operational Exports (CSV) Each card produces its own CSV: Open Job List all current open jobs, filterable by readiness priority. Expeditor Well List open wells assigned to a specific salesman. Expeditor Proposal List proposals authored by a salesman in a given year. Open Service Work List open Pump/Service jobs, filterable by category. Export Projects (CSV) every project in your account with addresses, owner contacts, status, and totals the general purpose spreadsheet export. Some cards are company specific and only appear where they apply (for example the Ham List, Unsafe Lab List, and Dane County permit list). QuickBooks IIF The QuickBooks IIF card exports completed projects as invoices in tab separated IIF format for QuickBooks Desktop. In QuickBooks, import it via File Utilities Import IIF Files . For live, ongoing QuickBooks Online or QuickBooks Desktop (Web Connector) sync, see QuickBooks Export. PDF Exports Monthly Reports open as a formatted HTML summary you can view in the browser or save as PDF. See Monthly Reports. The Unsafe Lab List offers a per driller PDF for field routing in addition to its CSV. Log Exports Daily Logs and Field Reports each have CSV export controls for pulling cross project operating records over a date range. Set the date range first, then export. Troubleshooting Export not downloading? Check your browser's download folder. Disable popup blockers temporarily. Try a different browser. CSV opens incorrectly in Excel? Use Excel's Text Import Wizard and select UTF 8 encoding. Choose comma as the delimiter. IIF import errors in QuickBooks? Confirm you are importing into QuickBooks Desktop (IIF is a Desktop format). Use File Utilities Import IIF Files, not drag and drop. Related Topics Reports & Analytics The full reports hub and export boundaries QuickBooks Export Accounting export and live sync Monthly Reports Automated monthly reports Projects Project management"},{"id":"scheduling/board-view","title":"Board View","category":"scheduling","categoryTitle":"Scheduling","description":"Team cards showing each crew's scheduled work in run order, with drag-and-drop reordering","headings":"Quick Start: Use the Board View Understanding the Layout Card Structure Card Organization Project Information What Each Project Shows Date Status Sorting and Filtering Step-by-Step: Reorder Projects Filtering Options Filtering the Schedule Distance Indicators Color Coding Step-by-Step: Optimize Routing Last Activity Reference Information Shown Why It Matters Map Integration Step-by-Step: View Route Map Map Features Adding Projects to the Schedule Step-by-Step: Add a Project What You Can Add Moving Projects Between Teams Step-by-Step: Reassign Project What Happens Real-Time Updates Automatic Sync Visual Indicators Mobile Responsiveness Touch Interactions Mobile Layout Troubleshooting Related Topics","content":"Board View The Board view displays scheduled projects as organized cards grouped by team or employee. This view provides the most detailed information at a glance and offers drag and drop capabilities for reordering work. Quick Start: Use the Board View 1. Go to Scheduling 2. Click Board in the view switcher 3. View team cards with projects 4. Drag projects to reorder 5. Use dropdown to add new projects Understanding the Layout Card Structure Section Shows Header Team/employee name Last Activity Most recent completed project Project List Upcoming scheduled work Add Project Dropdown to add unscheduled work Card Organization Card Type Position Shows Active schedules Top Teams with assigned projects Inactive resources Bottom (collapsible) Teams without projects Project Information What Each Project Shows Element Description Position badge Order in schedule (#1, #2, etc.) Customer name Primary customer Well type Residential, Commercial, etc. Scheduled date When work is planned Estimated hours Expected duration Distance badge Miles from previous project Date Status Status Meaning Specific date Scheduled for that day \"Not Set\" Awaiting date assignment Past date May need attention Projects without dates (\"Not Set\") automatically receive dates when you reorder the schedule. Sorting and Filtering Step by Step: Reorder Projects 1. Find the project to move 2. Click and hold on the project row 3. Drag up or down within the list 4. Release to drop in new position 5. System recalculates all dates Filtering Options The filter bar sits just above the team cards. It has three controls that narrow what you see without moving any work. Action How Filter by driller Pick a name from the All drillers dropdown Filter by status Pick a status from the All statuses dropdown Find a specific project Type in the Search projects box Filtering the Schedule When you only want to see part of the schedule, use the filter bar above the team cards. It has an All drillers dropdown, an All statuses dropdown, and a Search projects box. 1. Go to Scheduling and click Board . 2. Use the All drillers dropdown to show only one driller's work, or leave it on All drillers to see everyone. 3. Use the All statuses dropdown to focus on a single status for example, open jobs or keep it on All statuses . 4. Type in the Search projects box to jump to a job by project number, customer, or address. These filters only change what you see. They never move jobs, change dates, or affect drag and drop ordering. Distance Indicators Color Coding Color Distance Meaning Green 30 miles Significant travel Step by Step: Optimize Routing 1. Look for red distance badges 2. Identify nearby projects that could be reordered 3. Drag projects to group by geography 4. Check map view to verify routing 5. Green badges = optimized schedule Red distance indicators suggest the schedule might benefit from reordering to reduce travel time between jobs. Last Activity Reference Information Shown Field Purpose Customer name Last completed job Location Where crew finished Completion date When work ended Why It Matters Shows crew's starting location Helps plan first project of day Provides routing context Map Integration Step by Step: View Route Map 1. Find the team card 2. Click Map button 3. Interactive map opens showing: Markers for each project Lines connecting in sequence Route overview 4. Identify routing inefficiencies 5. Close map and adjust schedule Map Features Feature Shows Markers Project locations Route lines Travel path between jobs Sequence numbers Project order Adding Projects to the Schedule Step by Step: Add a Project 1. Find the team card 2. Locate dropdown at bottom 3. Click and start typing to search 4. Select project from list 5. Project adds to bottom of schedule 6. System assigns date automatically What You Can Add Type Status Required Proposals Approved (not yet scheduled) Work Orders Open (not yet scheduled) Moving Projects Between Teams Step by Step: Reassign Project 1. Find the project to move 2. Click and hold 3. Drag to different team's card 4. Drop in desired position 5. Both schedules recalculate What Happens Team Effect Original team Project removed, dates recalculated New team Project added, dates recalculated Real Time Updates Automatic Sync Event What Happens Another user makes changes Your view updates automatically Schedule saved Sync indicator appears briefly Conflict detected Warning notification shows Visual Indicators Indicator Meaning Spinning icon Saving in progress Green check Save successful Red warning Error occurred Mobile Responsiveness Touch Interactions Gesture Action Press and hold Start drag operation Drag Move project Release Drop in new position Tap View project details Mobile Layout Change Why Cards stack vertically Fits narrow screens Full width items Easier touch targets Larger drop zones Easier to position Troubleshooting Projects not reordering? Ensure drag started successfully Check for browser issues Try refreshing the page Distance not showing? Project may lack GPS coordinates Check project address is complete Previous project may not have coordinates Can't add project from dropdown? Search for different term Verify project isn't already scheduled Check project status is \"Approved\" Real time updates not working? Check internet connection WebSocket may be disconnected Refresh page to reconnect Cards in wrong order? Active cards appear first Expand \"Users Without Projects\" section Use team filter to find specific team Not seeing the driller or status filter? The filter bar sits just above the team cards, at the top of the Board view Reset All drillers and All statuses to clear an active filter Clear the Search projects box if the list looks shorter than expected Related Topics Calendar View Month/week calendar Gantt View Timeline visualization Drag and Drop Detailed drag drop guide Teams View Team management Conflict Detection Handling conflicts"},{"id":"settings/quickbooks","title":"QuickBooks Online Integration","category":"settings","categoryTitle":"Settings & Admin","description":"Set up and manage QuickBooks Online sync for customers, invoices, and payments","headings":"Before you start Connect QuickBooks Online What happens during the connection If you have more than one QuickBooks company Choose what syncs automatically What gets synced Import from QuickBooks While it is running What your estimate statuses become If you already typed some of these in by hand Payments recorded in QuickBooks Job-site sales tax Check sync activity Disconnect or switch QuickBooks companies Troubleshooting Related Topics","content":"QuickBooks Online Integration Connect DrillerDB to QuickBooks Online and the invoices and estimates you create in DrillerDB post into QuickBooks for you, so you are not typing the same job twice. The sync runs mainly one way. DrillerDB sends records to QuickBooks. Payments come back the other way on their own, and an import brings back paid amounts and statuses, but the two systems are not a live two way mirror. Before you start You need the admin role in DrillerDB. The Integrations page is admin only. You need a QuickBooks Online account and the right to authorize an app on it. Know which QuickBooks company you want to connect. You choose it during sign in. Using QuickBooks Desktop instead? That is a different setup with its own guide. It uses the free QuickBooks Web Connector on a Windows PC. Connect QuickBooks Online 1. Go to Settings Integrations and open the Accounting section. 2. Find the QuickBooks Online card and click Connect to QuickBooks . 3. Sign in to QuickBooks and pick the company you want to connect. 4. Approve the access QuickBooks asks about. 5. Wait to land back on the Integrations page. A green QuickBooks Online connected banner appears at the top and stays until you dismiss it, and the card shows Connected . DrillerDB asks QuickBooks for accounting access, which covers the customers, vendors, items, invoices, estimates, and payments it needs to do the sync. The connection link is good for 15 minutes and works one time. Finish the sign in in one sitting rather than leaving the QuickBooks tab open and coming back to it. What happens during the connection After you approve at QuickBooks, your browser passes through a DrillerDB page for a moment while the approval is handed back, then returns you to Settings Integrations on its own. You do not need to do anything on that page. You know it worked when the green QuickBooks Online connected banner appears and the card shows Connected . If the connection fails instead, a red QuickBooks Online connection failed banner appears with a sentence saying what went wrong. Either way the banner stays on screen until you dismiss it with the x. The banner is the quicker answer of the two. Connecting makes the page re check every integration, so the cards can take a moment to catch up, and the count at the top of the page says when it is still checking. A card that has not finished checking is not a failed connection. If you have more than one QuickBooks company A standard account connects one QuickBooks company at a time. To move to a different one, disconnect and connect again. On an Enterprise account with several billing entities, each entity connects its own QuickBooks company from Settings Entities . Choose what syncs automatically Connecting and syncing are two different settings. After you connect, open Accounting Settings and find Sync Behavior . Automatically sync to QuickBooks is the master switch. On, new invoices and estimates post to QuickBooks by themselves. Off, nothing posts on its own and you push records yourself with Queue Full Sync . Some companies also get separate Invoices and Estimates / Proposals switches, so you can hold one type back while the other keeps posting. If you do not see them, only the master switch applies to your company. There is no setting for how often the sync runs and no setting to pick a direction. Records go over on their own once the master switch is on. What gets synced DrillerDB sends these to QuickBooks: Customers the customer on the invoice, created in QuickBooks if it is not there yet Items the service and product lines your invoices and estimates use, created if needed Invoices number, date, line items, amounts, and terms Estimates and proposals when the estimates switch is on DrillerDB creates a customer and its items before the invoice that uses them, so you do not get broken references in QuickBooks. There is nothing to set up for that. Payments come back from QuickBooks to DrillerDB on their own. See Payments recorded in QuickBooks below. An import also updates the paid amount and payment status on invoices DrillerDB already knows about. Everyday edits you type straight into QuickBooks do not flow back on their own. Import from QuickBooks Connecting does not pull anything by itself. To bring your existing QuickBooks records into DrillerDB, go to Accounting Settings and click the Integrations (QuickBooks) heading to open that section. It starts closed, and nothing inside it is on the page until you open it, so the button is not where you can see it when the page first loads. Inside, the connected QuickBooks panel has Import from QuickBooks Online beside Queue Full Sync . The button is there only once QuickBooks is connected, and you need the admin or office role to run it. The import brings across: Customers matched to the customer you already have where one lines up, created if not Vendors your QuickBooks suppliers, added or updated the same way Products and services the catalog your invoice and estimate line pickers read Estimates each one becomes its own project, carrying the job site address from the estimate Invoices with their line items, and the paid amount and payment status Payments applied to the invoice they belong to, or brought in unapplied when there is no match A payment recorded in QuickBooks also updates the paid amount and status on the invoice it belongs to. See Payments recorded in QuickBooks below. It takes everything, with no date cutoff. Once it has finished you can run it again with the same button. Anything it already imported is skipped, so a later run does not duplicate an earlier one. There is no undo. Nothing takes an import back out, so anything you decide you did not want has to be removed by hand. While it is running The import runs inside the page request, so on a large QuickBooks account the page can sit there a long time, and your browser may give up waiting before the import is done. That is normal. It does not mean the import failed, and it keeps running on the server after the page stops waiting. Do not start it again while you wait. In the tab that started it, the button is disabled and reads Importing... . If you reload the page or open DrillerDB in another tab the button looks ready again, but a second run is refused: An import is already running for this company. Wait for it to finish before starting another. That message means the first import is still working. Wait for it, then look in Accounting for the customers, projects, and invoices it brought across. Each click used to start its own import, and two running at once could not see each other's work, so the same customers and projects came in twice or three times. DrillerDB now refuses the second run instead. If you already have duplicates from clicking a slow page more than once, they are from that older behaviour and still have to be removed by hand. What your estimate statuses become The status on a QuickBooks estimate decides the status of the project it creates: In QuickBooks In DrillerDB Accepted or Converted Approved Closed Completed Rejected Cancelled Anything else, or no status at all Proposal If you already typed some of these in by hand Before it creates a project, the import looks for one you already have. It matches when the job number is the same as the QuickBooks estimate number, or when that customer has exactly one job dated the same day as the estimate. If neither matches, you end up with a second copy of that job. The same goes for products and services you have already entered. When the import finishes, a panel headed Import finished tells you what it did. It lists customers as created as needed with no number, then the number of projects created from estimates, the number of invoices, and for products and services how many were added, how many were updated and how many were skipped. The customers line carries no number on purpose, because the number the import reports for customers is always zero whether it created forty of them or none. If the import found products or services you already had, the panel tells you so under Worth knowing . It gives the number of items that were in your account before this run, then how many of those the import matched and updated in place, and how many now have a second, QuickBooks keyed row. That first number counts what you already had. It is not a count of anything the import created, skipped or lost, and none of it is a failure. Tidying up the duplicates is a separate step you choose to do. So if you are still setting up, run the import first and then fill in only what QuickBooks does not already have. Payments recorded in QuickBooks When a customer pays an invoice inside QuickBooks, that payment comes across to DrillerDB as a payment of its own, against the invoice it settles. You do not have to run the import to get it. Two things bring it across. QuickBooks tells DrillerDB when a payment is recorded, and a sweep runs every hour to pick up anything that notice missed. The sweep is there because the notice is not reliable on its own. The same payment is never brought across twice, so the hourly sweep does not duplicate what has already arrived. Job site sales tax Under Sync Behavior , Tax by job site location sends the well or job site address to QuickBooks as the shipping address. QuickBooks then works out sales tax by where the work happened instead of by the customer's billing address. Turn this on only if you have Automated Sales Tax switched on in QuickBooks Online. QuickBooks does the tax math, not DrillerDB. Check sync activity The Sync Activity Log on the Accounting Settings page lists what went to QuickBooks and when. Three buttons sit above it: Refresh Status re reads the connection and updates the badge. Refresh Token renews the QuickBooks sign in without a full reconnect. Open QuickBooks opens QuickBooks Online in a new tab. To check the connection itself rather than the sync, use Test Connection on the QuickBooks Online card under Settings Integrations . It asks QuickBooks for a live answer and reports Connection successful , or tells you the connection failed and to try disconnecting and reconnecting. Disconnect or switch QuickBooks companies 1. Go to Settings Integrations QuickBooks Online . 2. Click Disconnect from QuickBooks and confirm. Records already synced stay in both systems. You can reconnect later, and reconnecting to the same QuickBooks company keeps your customers and invoices matched rather than creating duplicates. Troubleshooting \"That connection link expired before it was finished. Click Connect again to start over.\" The connection link timed out. It lasts 15 minutes, which is easy to hit on a slow setup call. Click Connect to QuickBooks again and finish the QuickBooks sign in without stopping. Nothing was connected, so there is nothing to undo. \"That connection link was already used. Click Connect again to start a new one.\" Each link works one time. This usually means the browser Back button, or an old link reopened. If the card already reads Connected , you are done. If not, click Connect to QuickBooks again. \"That connection link was not valid. Click Connect again to start a new one.\" DrillerDB did not recognize the link that came back. That usually means it was edited, was copied out of an email or a chat, or came from a different browser than the one that started the connection. Nothing was connected. Go to Settings Integrations and click Connect to QuickBooks to start a fresh one, and finish it in the same browser. \"The connection was cancelled before it finished. Nothing was changed.\" You closed the QuickBooks window or declined at the approval screen. Nothing was linked. Click Connect to QuickBooks when you are ready to try again. \"We could not finish the connection. Please try again, and contact support if it keeps happening.\" QuickBooks approved the connection but DrillerDB could not complete it. Try once more. If it happens again, contact support rather than retrying repeatedly. It says \"not connected\" right after you reconnected? The connection status is read when the page opens, so it can show a stale \"not connected\" from before you reconnected. Reload the Settings Integrations page. If it still looks wrong, check you are looking at the QuickBooks Online connection and not a different accounting integration. Sync stopped, or you got a \"Please reconnect your accounting integration\" message? This almost always means the QuickBooks access token expired. Tokens expire on a schedule, and when one lapses, syncing quietly stops until you reconnect. 1. Go to Settings Integrations QuickBooks Online . 2. Sign in to QuickBooks again and approve access. 3. Check the Sync Activity Log to confirm records start syncing again. Reconnecting re links the same QuickBooks company, so your customers and invoices stay matched. The card says Connected, but nothing reaches QuickBooks? Being connected and posting automatically are two different settings. Open Accounting Settings and check that Automatically sync to QuickBooks is on. If it is off, your records are waiting for you to push them with Queue Full Sync . Then read the Sync Activity Log to see what actually went over. A single invoice will not sync? Open the Sync Activity Log and read the error on that record. A common cause is a line item that needs to be matched to a QuickBooks item by hand before it can go over. Related Topics Integrations Overview All integrations Billing Settings Invoice configuration Invoicing Creating invoices Activity Log Sync logs"},{"id":"troubleshooting/contact-support","title":"Contact Support","category":"troubleshooting","categoryTitle":"Troubleshooting","description":"How to get help from the DrillerDB support team","headings":"Quick Start: Get Help Fast Support Channels Step-by-Step Workflow When to Contact Support How to Contact Support Information to Provide Response Times Support Resources After Support Resolution Related Topics","content":"Contact Support If you can't resolve an issue using the troubleshooting documentation, the DrillerDB support team is here to help. This guide explains how to contact support and what information to provide for the fastest resolution. Quick Start: Get Help Fast 1. Try troubleshooting docs first 2. Gather information : error messages, screenshots 3. Choose contact method : email, phone, chat, or in app 4. Include account email and company name 5. Describe steps to reproduce the issue Including screenshots and steps to reproduce the issue can cut resolution time in half. The more detail you provide, the faster support can help. Support Channels Channel Best For Response Time Email (support@drillerdb.com) Non urgent, detailed issues Within 1 business day In App Form Quick reporting, auto includes account info Within 1 business day Phone Urgent business critical issues Immediate (business hours) Live Chat Quick questions, real time help Immediate (business hours) Step by Step Workflow 1. Try troubleshooting docs first 2. Gather information : error messages, screenshots 3. Choose contact method : email, phone, chat, or in app 4. Include account email and company name 5. Describe steps to reproduce the issue When to Contact Support Reach out to the support team when: Technical Issues Persist If you've tried the troubleshooting steps in this documentation and the problem continues, contact support for advanced assistance. Our team can access diagnostic information and logs not available through the interface. Account or Billing Questions For questions about your account status, subscription level, billing charges, or payment methods, support can access your account details and make adjustments as needed. Feature Requests If you have ideas for new features or improvements to existing functionality, we want to hear from you. Support channels feature requests to our product development team for consideration. Security Concerns Report potential security issues, suspicious activity, or unauthorized access immediately. Security reports receive priority handling from our security team. Data Issues If you discover data discrepancies, missing records, or believe data has been incorrectly modified, support can help investigate and restore correct information when necessary. Integration Problems For issues with QuickBooks, Stripe, GPS tracking, or other third party integrations, support can verify configuration and troubleshoot connection problems. How to Contact Support Multiple support channels are available: Email Support Send detailed support requests to support@drillerdb.com. Email is best for non urgent issues that may require back and forth communication or when you need to attach screenshots or files. Include your company name, account email, and detailed description of the issue. In App Support Form Click the \"Help\" or \"Support\" link in the DrillerDB navigation menu to access the in app support form. This form automatically includes your account information and system details, helping our team diagnose problems faster. Phone Support For urgent issues affecting business operations, call our support line during business hours. Phone numbers are available in the Help section of DrillerDB and vary by region. Live Chat Access live chat support during business hours by clicking the chat icon in the bottom right corner of any DrillerDB page. Chat is ideal for quick questions and real time troubleshooting. Information to Provide Help us help you faster by including these details: Account Information Provide your company name and the email address associated with your account. This helps support staff locate your account quickly and verify your identity. Detailed Problem Description Explain what you were trying to do, what happened instead, and what you expected to happen. Include the exact text of any error messages you saw. Steps to Reproduce If possible, list the specific steps someone else could follow to reproduce the problem. This helps our technical team identify the root cause. Screenshots or Videos Visual documentation is incredibly helpful. Take screenshots showing the issue, error messages, or unexpected behavior. Screen recording videos are even better for demonstrating multi step problems. Browser and Device Information Specify which browser you're using (Chrome, Firefox, Safari, Edge) and the version number. Include your operating system (Windows 10, macOS, iOS, Android) and device type if relevant. When It Started Note when you first noticed the problem and whether anything changed recently in your setup, such as browser updates, new security software, or network changes. Already Tried List troubleshooting steps you've already attempted so support doesn't suggest things you've already tried. This saves time and moves directly to advanced troubleshooting. Response Times Expected support response timeframes: Standard Issues Most support requests receive a response within one business day. Complex issues requiring investigation may take longer, but you'll receive regular status updates. Urgent Issues Critical issues affecting business operations are prioritized. These typically receive a response within a few hours during business hours. After Hours Support For customers with premium support plans, limited after hours support is available for critical issues. Check your account details for after hours contact information. Status Updates If your issue requires extended investigation or development team involvement, support provides regular status updates so you're never left wondering about progress. Support Resources Additional resources available while waiting for support: Knowledge Base This documentation site contains guides, tutorials, and troubleshooting information covering all DrillerDB features. Search for specific topics or browse by category. Video Tutorials Watch video demonstrations of common tasks and features. Video tutorials are especially helpful for visual learners and complex multi step processes. Community Forum Connect with other DrillerDB users to share tips, ask questions, and learn how others use the system. Community members often provide quick answers to common questions. Release Notes Review recent updates and new features in the release notes section. Sometimes unexpected behavior is actually a new feature or changed workflow. After Support Resolution Following up after your issue is resolved: Confirm Resolution Once support provides a solution, test thoroughly and confirm the issue is fully resolved. Let support know if the problem persists or if you have follow up questions. Provide Feedback Support teams value feedback about your support experience. Share what worked well and what could be improved to help us serve you better. Document Solutions Make notes about the resolution for future reference, especially if it involved specific settings or configuration changes you might need to remember or repeat. Related Topics Common Issues Try these first Connection Issues Network problems Settings Account configuration Getting Started Setup guides"},{"id":"weather/scheduling-impact","title":"Scheduling Impact","category":"weather","categoryTitle":"Weather Integration","description":"Weather considerations for job planning","headings":"Quick Start: Plan Around Weather Weather Considerations for Scheduling Step-by-Step Workflow Manual Weather Consideration Available Weather Information Historical Weather Analysis Safety-First Scheduling Equipment Protection System Capabilities Available Features Current Limitations Related Topics","content":"Scheduling Impact Weather significantly impacts drilling operations. While DrillerDB provides weather data through the weather dashboard, understanding how to manually consider weather in your scheduling decisions can help improve schedule reliability and reduce weather related disruptions. Quick Start: Plan Around Weather 1. Open Weather Dashboard before scheduling 2. Review multi day forecast for work period 3. Check precipitation risk for each job site 4. Schedule weather sensitive work for dry days 5. Build in buffer time for weather delays Check weather forecasts at least 24 hours before confirming schedules. This gives you time to adjust plans and notify customers of potential changes. Weather Considerations for Scheduling Weather Factor Impact Planning Response Recent rain Soft ground, access problems Allow dry out time Forecast rain Potential delays Schedule earlier or later Ground saturation Equipment mobility issues Postpone heavy work Extreme temps Crew safety, equipment stress Adjust work hours Step by Step Workflow 1. Open Weather Dashboard before scheduling 2. Review multi day forecast for work period 3. Check precipitation risk for each job site 4. Schedule weather sensitive work for dry days 5. Build in buffer time for weather delays Manual Weather Consideration DrillerDB's weather dashboard provides current conditions and forecasts that you can reference when making scheduling decisions. By checking weather data before finalizing schedules, you can make informed decisions about timing work to avoid predicted poor weather. This manual review process helps reduce wasted dispatches to job sites where weather prevents productive work. When schedulers check weather forecasts and adjust schedules accordingly, crews arrive at sites with better working conditions. Available Weather Information The weather dashboard provides: Current conditions for job site locations Multi day precipitation forecasts Precipitation based risk levels Ground saturation estimates You can use this information to identify days with better conditions for scheduling weather sensitive work. Checking the weather dashboard before finalizing weekly or daily schedules helps avoid obvious weather conflicts. Historical Weather Analysis Access to historical weather data helps identify seasonal patterns in your service area. Understanding typical weather patterns assists with long term capacity planning and customer communication about seasonal schedules. Historical analysis reveals which months typically present weather challenges and which months offer more reliable working conditions. This knowledge informs scheduling policies such as booking lead times during weather sensitive seasons. Safety First Scheduling Weather information supports safety first scheduling policies where crew safety takes precedence over schedule adherence. When weather forecasts indicate potentially unsafe conditions, you can proactively adjust schedules to prioritize crew safety. By checking weather conditions before dispatching crews, you demonstrate organizational commitment to crew welfare and reduce liability exposure from sending crews into dangerous weather conditions. Equipment Protection Weather considerations extend beyond crew safety to equipment protection. By reviewing weather forecasts, you can avoid scheduling work during conditions that risk equipment damage, such as extreme temperatures or heavy precipitation that could create muddy, unstable ground conditions. Avoiding poor weather conditions helps extend equipment life, reduces repair costs, and prevents equipment failures at job sites. The time spent checking weather forecasts is minimal compared to the cost of repairing weather damaged equipment. System Capabilities The weather system provides integration with scheduling through several features: Available Features Schedule weather integration getScheduledProjectsWeather API provides weather forecasts for all scheduled projects Automated weather alerts SMS notifications via Twilio for severe weather affecting scheduled work Weather warnings getWeatherWarnings API provides active precipitation alerts Current Limitations Weather forecasts do not appear directly within the scheduling calendar interface No automatic visual highlighting of weather conflicts on the calendar No alternative date suggestions based on weather No automated customer notifications about weather delays No automatic rescheduling rules based on weather conditions Schedulers can use the weather dashboard and API provided forecasts to make informed decisions. SMS alerts notify teams of severe weather conditions affecting scheduled work. Related Topics Weather Dashboard Current conditions and forecasts Weather Warnings Precipitation risk levels Scheduling Schedule management Calendar Views Schedule visualization"},{"id":"work-orders/dispatching","title":"Assigning & Scheduling Service Work","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Assign a field tech, notify them, schedule the job, and add it to today's route","headings":"Quick Start: Assign and Notify Assign a Field Tech Notify the Tech (Dispatch) Schedule the Job Add to Today's Route Reassigning Troubleshooting Related Topics","content":"Assigning & Scheduling Service Work Getting a Pump/Service job to the right person happens in a few connected places: you assign a field tech on the job, notify them with a dispatch, place the job on the schedule, and add it to today's route. This guide covers each step. Quick Start: Assign and Notify 1. Open the Pump/Service job. 2. On the Details tab, set the Field Tech , then Save . 3. Move the status to Open Job when the work is active. 4. Click Dispatch in the header to notify the tech. Assign a Field Tech The field tech is a field on the job itself, not a separate dispatch board. You can set it right on the New Pump/Service form when creating the job, or any time afterward on the Details tab. 1. Open the job and go to the Details tab. 2. Click Edit . 3. Choose a Field Tech from the list of your field users. 4. Optionally set a Manager / Supervisor . 5. Click Save . Office only users are not shown in the Field Tech list, since they are not dispatchable techs. If the person you want is missing, check their role in Settings. Notify the Tech (Dispatch) The Dispatch button sends the assigned tech a notification. It appears in the header while the job is in Proposal or Open Job (for office, admin, and field supervisor roles). 1. Click Dispatch in the job header. 2. Confirm or change the Field Tech . The dialog shows the tech's email and phone on file. 3. Add an optional Message with instructions for the tech. 4. Choose the channels: Send Email , Send Text , or both. 5. Click Dispatch . If the selected tech has no email or no phone on file, uncheck that channel (or add the contact info) before dispatching. Sending is blocked for a channel the tech cannot receive. If a dispatch fails after it may have been sent, reload the job and check the History tab before retrying, so you do not send a duplicate email or text. Schedule the Job Pump/Service jobs can be placed on the crew schedule alongside drilling projects. Once a job is scheduled, the Status & lifecycle card shows a \"Scheduled #N for [crew]\" badge with the crew's color, so the office can see the queue position at a glance. Schedule and reorder jobs from the scheduling surface. See Scheduling. Add to Today's Route Use the Add to Route button in the job header to place the job on today's route for a crew. The button toggles to On Route once the job is added; click again to remove it. This is the fast way to build a day's stops without opening the full scheduler. Reassigning To hand a job to a different tech, open it, edit the Field Tech on the Details tab, save, and dispatch again to notify the new tech. The change is recorded on the History tab. Troubleshooting No Dispatch button? The job must be in Proposal or Open Job status. Your role must be office, admin, or field supervisor. Tech not in the list? Confirm the user has a field role (office only users are excluded). Check the user is active in Settings. Dispatch won't send? A requested channel (email or text) has no address or number on file for that tech. Uncheck the unavailable channel or add the missing contact info. Related Topics Work Order Details The job workspace Run a Pump/Service Job Move a job through status Scheduling Crew schedule and route planning"},{"id":"accounting/chart-of-accounts","title":"Chart of Accounts","category":"accounting","categoryTitle":"Accounting","description":"Set up your general-ledger accounts and post manual journal entries","headings":"Chart of Accounts Account types Add or edit an account Journal Entries Post a manual journal entry Void or reverse a posted entry Related topics","content":"Chart of Accounts The chart of accounts is the backbone of your books the list of general ledger accounts every transaction posts to. Journal Entries , on the same set of tabs, is where those postings are made and adjusted. Chart of Accounts Open Accounting Chart of Accounts . The header shows a running account count (for example, \"12 accounts\"). The table lists every account: Column Shows Number The account number/code Name The account name (a \"Control:\" sub line appears for control accounts) Type The account category, as a colored badge Balance Current balance Status Active or Inactive Search accounts with Search accounts... , and toggle Show inactive to include deactivated accounts. Account types Every account belongs to one of these types: Type Use Asset Things you own (cash, A/R, equipment) Liability Things you owe (A/P, loans) Equity Owner's stake Revenue Income you earn COGS Cost of goods sold Expense Operating costs Other Income Non operating income Other Expense Non operating costs Add or edit an account 1. Click New Account . 2. Enter the Account Number (for example, 1000) and Name (for example, Cash on Hand). 3. Choose an Account Type . 4. Optionally set a Control Type (such as ar, ap, bank, or undeposited funds) and a Description . 5. Click Create Account . To change one later, use the pencil icon on its row. Accounts are never deleted. Use the activate/deactivate toggle on a row to retire an account while keeping its history. A common layout is 1000s for assets, 2000s for liabilities, 3000s for equity, 4000s for revenue, and 5000s and up for expenses. DrillerDB does not enforce ranges, so pick a scheme and stay consistent. Journal Entries Open Accounting Journal Entries . The header reads \"Journal Entries Manual and system generated transactions (double entry).\" Most entries here are created automatically by invoices, bills, and payments; you can also post manual entries and adjustments. The list shows: Column Shows ID Entry number Date Entry date Status Draft, Posted, or Voided Memo Description Source Manual, Invoice, Bill, Payment, Reconciliation, or System Total Entry amount Lines Number of lines Filter with the Search memo... box, the Status dropdown (All, Draft, Posted, Voided), and a From / To date range. Post a manual journal entry 1. Click New Entry . 2. Set the Date (defaults to today) and enter a Memo (required). 3. Optionally check Adjusting . 4. For each line, pick an Account , add an optional Description and Project ID, and enter either a Debit or a Credit (never both on one line). 5. Add lines with Add line (or press Tab from the last Credit field). At least two lines are required. 6. Watch the Totals row until it reads Entry is balanced debits must equal credits. 7. Click Save Draft to keep it editable, or Post Entry to post it immediately. DrillerDB will not let you post an unbalanced entry the total debits must equal the total credits. Posted entries affect your financial reports and cannot be edited away; use Void or Reverse instead. Void or reverse a posted entry Open a posted entry's detail (the eye icon on its row): Void marks the entry voided and posts an offsetting void entry. You can record an optional reason. Reverse creates a new offsetting entry on a date you choose useful for reversing an accrual in the next period. Only manual entries can be edited, posted, voided, or reversed here. System generated entries (from invoices, bills, and payments) are read only change the originating document instead. Related topics Journal Entries in Banking how bank transactions post to the ledger Receivables and Payables the subledgers that feed the GL"},{"id":"billing/stripe-payments","title":"Stripe Payments","category":"billing","categoryTitle":"Billing & Invoices","description":"Step-by-step guide to accepting online payments with Stripe Connect","headings":"Quick Start: Accept Online Payments Setting Up Stripe Connect Step 1: Navigate to Settings Step 2: Sign In or Create Account Step 3: Complete Onboarding Step 4: Verification Payment Methods Supported How Customers Pay Step-by-Step: Customer Payment Flow Payment Portal Features Processing Details Transaction Flow Payout Schedule Security Features PCI Compliance Fraud Prevention Managing Transactions Viewing Payments In Stripe Dashboard Processing Refunds Refunding via Stripe Dashboard Refund Processing Times Disputes and Chargebacks What Happens Preventing Disputes Fee Management Understanding Fees Passing Fees to Customers Test Mode Using Test Mode Testing ACH Troubleshooting Related Topics","content":"Stripe Payments DrillerDB integrates with Stripe Connect to accept online payments directly from your customers. This guide covers setup, payment processing, and managing transactions. Quick Start: Accept Online Payments 1. Connect Stripe account in Settings 2. Create and send invoice 3. Customer clicks Pay Now 4. Payment processes automatically 5. Invoice marked as Paid Setting Up Stripe Connect Step 1: Navigate to Settings 1. Go to Settings Integrations 2. Find Stripe Connect section 3. Click Connect Stripe Step 2: Sign In or Create Account Existing Stripe Account: 1. Sign in with your Stripe credentials 2. Authorize DrillerDB access 3. Select account (if multiple) New Stripe Account: 1. Click Create Account 2. Enter email address 3. Stripe sends verification 4. Complete registration Step 3: Complete Onboarding Stripe requires: Information Purpose Business name Display on payments Business type Legal entity type Tax ID (EIN) Tax reporting Bank account Deposit destination Address Business verification Phone Contact information Step 4: Verification 1. Submit required documents 2. Stripe verifies information 3. Account activates (usually same day) 4. Ready to accept payments Have your business tax ID and bank account info ready. Onboarding takes 5 10 minutes. Payment Methods Supported Method Processing Time Fees Credit Card 2 3 business days 2.9% + $0.30 Debit Card 2 3 business days 2.9% + $0.30 ACH Transfer 3 5 business days 0.8% (max $5) Apple Pay 2 3 business days 2.9% + $0.30 Google Pay 2 3 business days 2.9% + $0.30 How Customers Pay Step by Step: Customer Payment Flow 1. Customer receives invoice email 2. Clicks Pay Now button 3. Payment portal opens: Portal Shows Your company name and logo Invoice summary Amount due Payment form 4. Customer enters payment info 5. Clicks Pay 6. Receives confirmation 7. Invoice automatically marked Paid Payment Portal Features Mobile friendly design Secure encrypted connection Save card for future (optional) Receipt emailed automatically Processing Details Transaction Flow 1. Customer pays → Stripe processes 2. Stripe holds → 2 3 days (cards) 3. Funds deposited → Your bank account 4. DrillerDB updated → Invoice marked Paid Payout Schedule Schedule Description Daily Every business day Weekly Once per week Monthly Once per month Configure in Stripe Dashboard. Security Features PCI Compliance Stripe handles all security: Card data never touches your servers PCI DSS Level 1 certified End to end encryption Tokenized transactions Fraud Prevention Feature Protection 3D Secure Extra verification for risky cards Address Verification Matches billing address CVC Check Validates security code Radar AI fraud detection Managing Transactions Viewing Payments 1. Go to Billing Invoices 2. Click on paid invoice 3. See payment details: Date and time Amount Method (card type) Transaction ID In Stripe Dashboard For detailed info: 1. Log into Stripe Dashboard 2. View all transactions 3. See fees and payouts 4. Download reports Processing Refunds Automated refund processing through DrillerDB is not currently available. Process refunds directly through your Stripe dashboard. Refunding via Stripe Dashboard 1. Log into your Stripe Dashboard 2. Find the payment to refund 3. Click Refund on the payment 4. Enter refund amount (full or partial) 5. Confirm the refund Refund Processing Times Type Processing Full refund Card: 5 10 days, ACH: 3 5 days Partial refund Same timeline Fee refund Stripe refunds fee on full refunds ACH payments can only be refunded within 180 days. Card refunds have no time limit. Disputes and Chargebacks What Happens 1. Customer disputes charge with bank 2. Stripe notifies you 3. You provide evidence 4. Bank makes decision Preventing Disputes Send clear invoices Use recognizable business name Respond to customer inquiries Keep good records Fee Management Understanding Fees Charge Fee $100 credit card $3.20 (2.9% + $0.30) $100 ACH $0.80 (0.8%) $1,000 credit card $29.30 $1,000 ACH $5.00 (capped) Passing Fees to Customers Options: 1. Absorb fees Include in your pricing 2. Add surcharge Add fee line item 3. Offer ACH discount Encourage lower fee method State law can cap a surcharge, and can ban one outright. Colorado caps a card surcharge at 2 percent (C.R.S. 5 2 212) and bans surcharging a debit card rather than capping it. DrillerDB does not surcharge debit cards in Colorado. Pass through is not yet applied to Colorado credit cards either: the card type is not known when a payment is priced, so a Colorado credit card payment on an invoice or a deposit collects no surcharge on an ordinary payment and your company absorbs the processing fee. The 2 percent cap is the rule DrillerDB will enforce once pass through reaches Colorado credit cards, and only when your company's state is set to Colorado. See Billing Settings. Test Mode Using Test Mode In beta environment: Stripe uses test keys No real charges processed Use test card numbers: Test Card Result 4242 4242 4242 4242 Success 4000 0000 0000 0002 Decline 4000 0000 0000 9995 Insufficient funds Testing ACH Use test bank account: Routing: 110000000 Account: 000123456789 Result: Success Troubleshooting Stripe not connecting? Check internet connection Try different browser Contact support if persists Payment failing for customer? Card may be declined Try different card Verify card is valid Check billing address matches Payout not received? Check Stripe Dashboard for status Verify bank account info Review payout schedule Higher fees than expected? International cards have higher fees Check card type (rewards cards cost more) Review Stripe fee schedule Related Topics Creating Invoices Invoice creation Sending Invoices Email delivery Payment Tracking Monitor payments Down Payments Deposit collection"},{"id":"customers/customer-history","title":"Customer History","category":"customers","categoryTitle":"Customer Management","description":"Track projects, invoices, and communications for each contact","headings":"Quick Start: View a Contact's History The Stats Bar Details Tab Timeline Tab What You Can Do Invoices Tab Communications Tab What to Capture Service Contracts Tab Quick Info Sidebar Header Actions Troubleshooting Related Topics","content":"Customer History The contact detail page is a complete view of your relationship with each contact projects, billing, and every logged communication in one place. Use it to answer questions fast and make informed decisions. Quick Start: View a Contact's History 1. Open Contacts from the sidebar 2. Search or scroll to the contact 3. Click the row to open the detail page 4. Use the tabs to move between Details, Timeline, Invoices, Communications, and Service Contracts The Stats Bar Across the top of the detail page, four cards summarize the relationship at a glance: Card Shows Total Projects Drilling projects linked to this contact Total Billed Lifetime invoiced amount Pump/Service Count of pump and service work orders Common Type The contact's most frequent project type Details Tab The Details tab shows the full contact profile name, company, phones, emails, address, website, and notes plus badges for the contact Type and any Owner, Builder, or Pump Installer roles. Click Edit to change any field, add additional contacts, or update tax settings. The Notes field is a single free text area edited through Edit . For a running record of calls, emails, and meetings, use the Communications tab instead. Timeline Tab The Timeline tab combines everything the contact is attached to: Linked Projects each drilling project with its status, address, and date, plus a breakdown of how many projects the contact is on as owner, builder, or pump installer Activity Timeline projects and pump/service work orders together in one list What You Can Do Action How Open a project Click any project or timeline row Filter a long timeline Use the filter box (appears for busy contacts) See role breakdown Read the summary under Linked Projects When a customer calls about past work, open their Timeline to find the specific project, its status, and its date without asking them to look anything up. Invoices Tab The Invoices tab lists every invoice billed to the contact, with totals for amount billed and amount still outstanding. Column Description Invoice # Opens the invoice Date Invoice date Project The linked project, if any Total Invoice total Balance Amount still owed Status Paid, Overdue, Partial, Void, or current For business accounts the billing contact is often different from the project contact. Set a Billing Email on the Edit screen so invoices reach the right person. Communications Tab The Communications tab is the running history of every interaction, and where you start new ones: Action Button Send an email Send Email Send a text Send SMS Log a phone call Log Call Log a meeting Log Meeting Each entry shows who did it, when, and any notes. Email and SMS buttons stay disabled until the contact has an email or phone number on file. What to Capture Type Example Phone calls \"1/15 Discussed timeline, prefers morning work\" Meetings \"Walkthrough, agreed on well location\" Follow ups Set a follow up date when logging a call Service Contracts Tab The Service Contracts tab tracks recurring maintenance for the contact for example an annual pump service. 1. Click Add Contract 2. Enter a service name, interval (in months), cost, billing method, and start date 3. Save From each contract you can Record Service , Pause , Resume , Edit , or Cancel it, and the next due date updates automatically. Quick Info Sidebar On desktop, a sidebar keeps the essentials one click away: Quick Actions call, email, get directions, or visit the website Contact Info phones, emails, billing email, address, coordinates, and website Map a map preview of the address (when coordinates are available) Header Actions From the top of the detail page you can also: Button Action New Drilling Project Start a project pre filled with this contact New Pump/Service Start a work order for this contact Share Copy a link to the contact Merge Combine a duplicate into this contact (admins) Edit Change contact details Troubleshooting Can't find a contact's project history? Confirm you opened the right contact The project may be linked to a different contact search by project address Invoices tab looks empty? The contact may have no invoices yet If you see a load error, click Retry an error is not the same as \"no invoices\" Communications empty? Nothing has been logged yet start with Send Email, Send SMS, Log Call, or Log Meeting Map not showing? The address may not have coordinates yet open Edit and confirm the address Related Topics Contacts Overview Navigate the contact database Adding Contacts Create new contacts Contact Types Types and roles Creating Invoices Bill contacts Creating Projects Start new projects"},{"id":"depthmap/subscription","title":"Managing Your DepthMap Subscription","category":"depthmap","categoryTitle":"DepthMap","description":"What DepthMap costs, when your card is charged, and how to update or cancel","headings":"What You Pay, and When Where DepthMap Billing Lives View Your Subscription How to Cancel Your Subscription What Happens After You Cancel Updating Your Payment Method Resubscribing Need Help? Related Topics","content":"Managing Your DepthMap Subscription DepthMap is a self serve subscription. You sign up at drillerdb.com/well map/sign up. When the signup is able to sign you in, it takes you straight to the map with your full well records unlocked. When it cannot, you get a Subscription Active message with a Go to Login button instead sign in there with the password you just set, or with your existing DrillerDB account if you already had one. Your billing lives in the console under Settings Billing . What You Pay, and When DepthMap is $9.99 a month , and the first $9.99 is charged as soon as you confirm payment at signup. You are not charged at the end of a trial period, because there is no trial period. DepthMap has no free trial. DrillerDB does advertise a 14 day free trial, and it applies to the core DrillerDB plans: Starter, Professional, and Enterprise. It does not apply to DepthMap. The two products sign up on different pages and bill differently. This is the exact wording you will see at the card step before you confirm: You will be charged $9.99 today after confirming payment, then $9.99 monthly. No free trial. Cancel anytime. 30 day money back guarantee. Question Answer When am I first charged? Immediately after you confirm payment at signup. Is there a trial? No. The 14 day trial is for core DrillerDB plans, not DepthMap. What happens after that? $9.99 each month until you cancel. Can I cancel? Yes, any time. See How to Cancel Your Subscription below. What if I change my mind? The card step offers a 30 day money back guarantee. Email support@drillerdb.com and we will sort it out. Where DepthMap Billing Lives Step Where Sign up drillerdb.com/well map/sign up (secure Stripe checkout) After signup Straight to the map if the signup signed you in, otherwise a Subscription Active message with a Go to Login button Manage or cancel Console Settings Billing DepthMap accounts see a streamlined console the map, plus Settings and Help . Everything you need for billing is on the Billing tab of Settings. View Your Subscription 1. Sign in at console.drillerdb.com 2. Open Settings from the sidebar 3. Click the Billing tab The Billing & Subscription page shows a Current Plan card with: What You See What It Means Plan name and status badge Your current subscription and its state Next billing: [date] When your card will be charged next (active plans) Access until: [date] When access ends (if a cancellation is scheduled) Your payment method is also managed on this page. How to Cancel Your Subscription 1. Go to Settings Billing 2. On the Current Plan card, click Cancel subscription 3. A dialog titled \"Cancel your DrillerDB subscription?\" appears with an optional box to tell us why you are cancelling 4. Click the confirm button to cancel, or Keep subscription to back out After you confirm, the page shows: \"Your subscription is scheduled to cancel. Access continues until the end of the current period.\" The status badge switches to cancel scheduled , and the Cancel subscription button goes away because there is nothing left to cancel. You keep full DepthMap access until the end of your current billing period, and no further charges are made after you cancel. Don't see a Cancel button? It usually means your cancellation is already scheduled (the badge shows cancel scheduled ) or the plan is not in a cancellable state. If you expected to be able to cancel and cannot, email support@drillerdb.com. What Happens After You Cancel Question Answer Do I lose access right away? No. You keep access until the end of the current billing period. Will I be charged again? No. No more charges after you cancel. Can I still use the map? Yes, until your access until date. Is my account deleted? No. Your account remains. Contact support if you want it removed. Updating Your Payment Method If your card expires or a payment fails (a Past Due status), open Settings Billing and update the card on file. The page will prompt you to add a working card when a payment has failed. Resubscribing If your access has ended and you want DepthMap again, sign up again at drillerdb.com/well map/sign up, or email support@drillerdb.com and we will help you restart. Need Help? For anything you cannot resolve on the Billing page, email support@drillerdb.com and include your account email so we can look up your subscription. Related Topics DepthMap Overview What DepthMap includes Map Navigation How to use the well map Map Layers Switch between data layers"},{"id":"drillpath/drill-path-settings","title":"Drill Path Settings","category":"drillpath","categoryTitle":"DrillPath Milestones","description":"Choose which milestones appear on every project's drill path, and which stage the Permits milestone belongs to","headings":"Quick Start Step-by-Step: Turn a milestone off What turning one off actually does Step-by-Step: Move the Permits milestone Tower Up waits for the crew Matching the two lists Related Topics","content":"Drill Path Settings The drill path on a project shows twelve milestones in three stages. Not every drilling company tracks all twelve. Settings Drill Path is where you turn off the ones you do not use and decide which stage the Permits milestone sits in. These settings are company wide. Changing them changes the drill path on every project, current and future. They do not change any project's data, only which steps the path shows you. Open Settings Drill Path , under the Company heading in the settings list. Quick Start 1. Open Settings Drill Path . 2. Turn off any milestone your company does not track. 3. Under Permits Placement , choose the stage the Permits milestone belongs to. 4. Save. Step by Step: Turn a milestone off The Project Milestones card is the second one on the page, below Permits Placement. It lists all twelve in path order, each with a short description and a toggle. The line at the top of the page counts what is on, for example \"10 of 12 milestones enabled\". 1. Find the milestone you do not track. 2. Click its toggle. 3. Save. Project Created is always on. Its row is marked \"(always enabled)\" and its toggle is locked, because a project that exists has been created and a path with no starting point reads as broken. Reset Defaults switches every milestone back on and returns Permits to the Proposal stage. It only fills the form in, so click Save afterwards to keep it. What turning one off actually does A hidden milestone is gone from the strip on every project, and the numbers move with it. The percentage counts only what you can see. Hide a milestone and the total drops from twelve to eleven. Hide one that was already complete and it leaves the completed count too, so the percentage reflects the path you kept rather than the one you turned off. The next action pill skips a hidden milestone. It points at the next step you actually track. A stage disappears when all of its milestones are hidden. Turn off Invoiced and Paid and the Completed heading goes with them, rather than leaving an empty stage on the strip. A milestone is hidden only when you have turned it off. A milestone your saved settings have never seen stays visible, so a step added to DrillerDB in a later release appears on your path without you coming back to this page for it. Here is a project on the account whose settings appear above, with Permits Obtained and Pump Installed switched off. The strip carries ten steps rather than twelve, and the percentage is figured over those ten. Step by Step: Move the Permits milestone Plenty of crews pull permits a day or two before they drill, not back when the proposal goes out. The Permits Placement card, the first one on the page, decides where the step sits. 1. Choose Proposal stage to leave Permits with the proposal work, before the job opens. This is the default. 2. Choose Open Job stage to move Permits to the front of the Open Job stage, ahead of Site Recon. 3. Save. Moving Permits changes where the step appears on the drill path. It does not change when a permit counts as obtained, and it does not touch any permit record. If Permits Obtained is turned off in Project Milestones , the milestone does not appear at all and the placement setting has nothing to move. Turning Permits back on brings it back in whichever stage you chose. Tower Up waits for the crew Tower Up completes when the crew records the tower event from the field app. It does not complete because a project reached the Open Job status. Move a project to Open Job by hand and Tower Up stays pending until that tower event is recorded, which is the honest reading: the rig either went up or it did not, and the project status is not evidence either way. Matching the two lists The settings page and the drill path strip label the same milestone differently in places. The settings page uses the long form and the strip uses a short one that fits the path. On this settings page On the drill path strip Stage Project Created Created Proposal Proposal Sent Send Proposal Proposal Approval Received Approval Proposal Permits Obtained Permits Proposal, or Open Job if you move it Site Recon Submitted Site Recon Open Job Crew Dispatched Dispatch Open Job Tower Up Tower Up Open Job Tower Down Tower Down Open Job Well Log Submitted Well Log Open Job Pump Installed Pump Open Job Invoiced Invoice Completed Paid Paid Completed Related Topics DrillPath Milestones the drill path itself and what each stage means. Milestone Tracking how the strip advances as work happens. Proposal Milestones what completes each milestone in the Proposal stage. Open Job Milestones what completes each milestone during drilling."},{"id":"equipment/maintenance-schedules","title":"Maintenance Schedules","category":"equipment","categoryTitle":"Equipment Management","description":"Set up recurring service reminders on an equipment record","headings":"Quick Start: Create a Maintenance Schedule Step-by-Step: Setting Up a Maintenance Schedule Step 1: Open the Maintenance Tab Step 2: Add a Schedule Common Maintenance Tasks For Drill Rigs For Service Vehicles For Pumps Managing Multiple Schedules Completing and Editing Schedules Mark a Schedule Complete Delete a Schedule Viewing Maintenance Status Best Practices Troubleshooting Related Topics","content":"Maintenance Schedules Proactive maintenance scheduling prevents unexpected breakdowns, extends equipment life, and keeps warranties intact. In the console, each equipment record carries its own maintenance schedules, and a fleet wide dashboard rolls up what is overdue, upcoming, and recently completed. Quick Start: Create a Maintenance Schedule 1. Open Equipment from the sidebar and click an item 2. Go to the Maintenance tab 3. Click Add Schedule 4. Enter a Task Name and a Due Date 5. Optionally set an Interval and Notes 6. Save the schedule Step by Step: Setting Up a Maintenance Schedule Step 1: Open the Maintenance Tab 1. Click Equipment in the sidebar 2. Find and click the equipment item 3. Select the Maintenance tab Step 2: Add a Schedule Click Add Schedule and fill in the form. It has four fields: Field Required Description Example Task Name Yes What the service is Oil Change Due Date Yes When it is next due 08/15/2026 Interval No How often it recurs a number plus a unit 250 Notes No Any detail worth recording Change oil and filter The Interval unit is one of days , miles , or hours . Pick the unit that matches how the task comes due calendar time (days), odometer (miles), or engine time (hours). Set the Due Date to the next time the task should happen. For brand new equipment, that is usually the first service milestone from the manufacturer's schedule. Common Maintenance Tasks These are typical tasks to schedule. Enter each as its own schedule with an interval in days, miles, or hours. For Drill Rigs Task Suggested Interval Engine Oil Change 250 hours Hydraulic Filter 500 hours Greasing 50 hours Annual Inspection 365 days For Service Vehicles Task Suggested Interval Oil Change 5,000 miles Tire Rotation 7,500 miles Brake Inspection 180 days DOT Inspection 365 days For Pumps Task Suggested Interval Impeller Inspection 500 hours Seal Check 250 hours Motor Service 1,000 hours Managing Multiple Schedules Each equipment item can have several schedules, tracked independently: 1. View all of an item's schedules on its Maintenance tab 2. See service across the whole fleet on the Maintenance Dashboard at Equipment Maintenance , which groups items into Overdue , Upcoming , and Completed Completing and Editing Schedules Mark a Schedule Complete When the work is done, click Complete on the schedule. It moves to the completed group on the Maintenance Dashboard. Delete a Schedule 1. Open the schedule on the Maintenance tab 2. Click Delete and confirm Viewing Maintenance Status Use the Maintenance Dashboard ( Equipment Maintenance ) to see, across all equipment: Overdue past the due date Upcoming due soon Completed recently finished Open any item from the dashboard to jump to its Maintenance tab. Best Practices Start with Manufacturer Specs Use OEM recommendations as your baseline interval, then adjust based on real conditions. Be Consistent Use the same task names across similar equipment for cleaner reporting. Keep Due Dates Current When you complete work outside the console, update the schedule's due date so the dashboard stays accurate. Review Regularly Check the Maintenance Dashboard on a routine cadence to catch overdue items early. Troubleshooting Schedule not showing as due? Confirm the Due Date is set correctly Check the Maintenance Dashboard's Overdue and Upcoming groups Interval not behaving as expected? Make sure the number and unit (days / miles / hours) match how the task actually comes due Completed work not reflected? Use the schedule's Complete action, or update the Due Date for the next cycle Related Topics Service Logs Record completed maintenance Overdue Maintenance Manage past due items Equipment Costs Track maintenance expenses DVIR Reports Daily vehicle inspections"},{"id":"field-operations/hazards-reports","title":"Hazards","category":"field-operations","categoryTitle":"Field Operations","description":"Document setback distances from the well to nearby contamination sources","headings":"Quick Start: Record Hazard Distances How to Get There Automatic Site Hazard Screening What the panel shows Two results that are not findings Giving the panel a location Reviewing on the map What You Record The \"No POWTS\" Checkbox Setback Warnings Saving and Clearing Viewing Saved Data Compliance Documentation Troubleshooting Related Topics","content":"The Hazards tab on a project records the distance, in feet, from the proposed well to nearby contamination sources. These distances document that the well meets required setbacks, which is essential for permits and regulatory compliance. Quick Start: Record Hazard Distances 1. Open the project 2. Click the Hazards tab 3. Enter the distance in feet to each nearby contamination source 4. Leave a field blank if it doesn't apply 5. Click Save How to Get There The Hazards tab lives on the project detail page. 1. Go to Projects in the left menu and open a project. 2. Click the Hazards tab. Automatic Site Hazard Screening Separately from the distances you measure, DrillerDB checks public agency sources for the site and shows what they hold. The panel is headed Site hazard screening and appears in three places: On the project Overview . On this Hazards tab, above the distance fields, inside a card headed Mapped hazard screening . In the location section when you create a new project. It reads three groups of sources: geological hazards, groundwater sensitivity, and source water protection areas. Screening never fills in the measured distances below, and it never stops you creating a project. It is background information, not a substitute for going to the site and measuring. A result that is missing, empty, or unavailable does not mean the site is clear. The panel says the same thing in its own words: missing data does not establish site safety. What the panel shows Once the site has coordinates, the panel lists what came back, most severe first. Findings that carry a severity show one of Very high, High, Moderate, Low, or Very low. Each finding names the agency that published it and links to the source. Not every source rates severity. Some publish a numbered scale instead, and DrillerDB reports the number rather than inventing a band for it. Wyoming's statewide landslide susceptibility is one: it reads as a susceptibility class from 0 to 10, where 0 is least susceptible. A finding without a severity badge is not a mild finding, it is one whose agency does not publish bands. An All ... source readings line, which names the number of readings, expands the full list rather than the top few. While the lookup is running the panel says it is checking current agency sources. If the lookup itself fails, it says it could not check the agency sources and offers Retry sources . Two results that are not findings These two look like answers and are not. Read them carefully. What you see What it means Source unavailable DrillerDB could not reach that agency. Nothing was learned about the site. The panel also counts these and warns that screening is incomplete. No mapped value at this point The agency answered, and it holds no mapped value at this exact location. That is not the same as the agency saying the site is safe. A third line, No source coverage , names groups where no source covers the area at all. Treat all three as unanswered rather than answered. Giving the panel a location The panel needs coordinates. Selecting an address suggestion or picking a point on the map sets the well location and starts the check. If you have typed a complete address instead, use Check site hazards to resolve it. A typed address check is an approximate preview. The form says so: it calls the point an approximate address location for screening only, not saved as well GPS, and asks you to confirm the well position on the map. If you do want that point, Use this location for the project adopts it as the project's coordinates. That button is the only way a typed address point becomes saved GPS, and you have to press it. Until you do, screening a typed address changes nothing about the project. A saved project screens against its saved well coordinates, and screening never replaces a surveyed GPS reading on its own. When you edit the address on a new project, the displayed screening clears, because it belonged to the old location. A well point you selected on purpose is kept, and the form lets you check it again. Reviewing on the map The link to the map opens it in a new tab with the three screening layers already turned on. It reads Review mapped hazards on the Hazards tab and Review hazard map on the project Overview and the new project form. You can change the layer selection from there as usual. While those layers are on, clicking the map returns the screening result for that point ahead of the other geology overlays, so a click gives you the reading you came for rather than the layer underneath it. The map and this panel can disagree. The panel asks the agencies live, while the map draws from periodic snapshots, so they differ when an agency publishes between snapshots or a source is down. The panel is the more current of the two. What You Record The tab lists the contamination sources a well must be set back from. For each one that's near the site, enter the measured distance in feet. Common sources include: Source Examples Wastewater Septic, holding, or POWTS tank; sewage absorption unit or mound; privy; building drain or sewer Fuel storage Buried home heating oil tank; buried or surface petroleum tank; buried liquid propane tank Surface water Lake, stream, river, or pond; swimming pool; ditch or culvert Waste and animals Landfill; scrap metal / recycling facility; kennel; animal barn, yard, or shelter; manure stacks Other Storm or sanitary collector sewer; quarry; salt / deicing storage; grease trap; silo; milk house drain; any other contamination source Enter a distance only for the sources that are actually near the site. Leave the rest blank. Take these measurements before drilling begins. Accurate distances support your permit and protect against future disputes. The \"No POWTS\" Checkbox At the top of the tab, check No POWTS components on site if the site has no Private Onsite Wastewater Treatment System that is, no septic, holding, or mound components. Setback Warnings If you enter a distance below a typical 25 ft minimum setback, DrillerDB flags that field so you can double check it. Setback minimums vary by state, so verify your state's rules before submitting a permit. Specific setback requirements vary by state and local jurisdiction. Consult your state's well construction regulations for the exact distances in your service area. Saving and Clearing Click Save to store the distances with the project. Click Clear all to reset every distance on the form. Nothing is cleared permanently until you save. Viewing Saved Data Saved distances stay with the project. To review or update them, open the project and return to the Hazards tab your entered values load automatically. Compliance Documentation The distances you record here provide documentation that may be needed for: Use case Description Well permits Demonstrate setback compliance Inspections Show recorded distances to inspectors Records Permanent documentation of site conditions Disputes Evidence of proper well placement Troubleshooting Can't save? Make sure every distance is a non negative number Confirm you have edit permission for the project Need to update a distance? Open the project's Hazards tab, change the value, and Save Related Topics Field Reports All report types Daily Logs Daily activity documentation Project Details Project information and tabs"},{"id":"getting-started/create-first-project","title":"Create Your First Project","category":"getting-started","categoryTitle":"Getting Started","description":"Learn how to set up a drilling project with customer info, well details, and crew assignments.","headings":"Quick Start Step-by-Step: Create Your First Project Open the Dashboard and click New Project Pick Drilling Project Add the customer Fill in the well details Click Use owner address to fill the well location Fill in the county and township Click Create Project Continue to the proposal Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. A project is the heart of every drilling job in DrillerDB. It holds the customer, the well site, the proposal, the crew assignments, the well log, and eventually the invoice. This guide creates one from scratch with a typical domestic well as the example. The whole thing takes about a minute once you know where to click. Quick Start 1. Open the New Project page. 2. Keep Drilling Project selected. 3. Add the customer contact and mailing address. 4. Fill the drilling setup and well site location. 5. Click Create Project . 6. Continue to the Proposal tab to build and send the customer proposal. Step by Step: Create Your First Project Open the Dashboard and click New Project On the Dashboard , find the row of quick action tiles below the Account Setup card. New Project is the first tile, marked with an orange plus icon. Click it to start. Prefer the keyboard? Press Cmd+K (or Ctrl+K on Windows) anywhere in the app and type 'new project'. Pick Drilling Project DrillerDB asks what kind of project this is. Choose Drilling Project for any new well, replacement well, or drilling proposal. Choose Pump/Service for pump installs, repairs, abandonments, or service calls. Drilling Project is selected by default, so confirm it has the orange border. Add the customer New homeowner is selected by default, because most drilling jobs start with a fresh owner record. Enter the homeowner's name, phone, email, and mailing address. Mailing address is the same as the job site is ticked for a homeowner, so if you'd rather start with the well location, leave the address fields alone and they'll fill themselves from the Location you enter further down. Typing your own mailing address unticks the box and keeps what you typed. The Company or farm field is optional; use it for commercial or agricultural customers. If the customer already exists in your contacts, click Existing customer to search instead. Entering phone, email, and a complete mailing address now saves you from tracking the customer down later, when it's time to send a proposal or invoice. Fill in the well details Give the project a clear title that the crew can recognize at a glance, like Miller new home well. Pick the Well type (Residential, Commercial, Industrial, and so on), the Drill type (Rotary, Cable Tool, Air Rotary, and so on), and the Expected depth in feet. Well classification defaults to New Well; switch to Replacement or Reconstruction if appropriate. Click Use owner address to fill the well location Most of the time the well site is at the customer's mailing address. In the Drilling setup section, click Use owner address to copy the address, city, state, and zip into the Location section in one move. The button appears once the customer has an address of their own. If the well is on a different parcel, type over any field; the customer record stays untouched. Override only what's actually different. Leaving the city, state, and zip the same as the owner is fine, and is what most domestic wells need. Fill in the county and township In the Location section, click Find county & township . DrillerDB looks them up from the site address, so it works whether you picked the address off the dropdown or typed it in yourself. In states that use the rectangular survey system, the same press also fills Section , Town , and Range . A panel shows what it found and what each value would replace, and nothing is saved until you click Apply . If a township does not match one of our own records, the panel shows it for information only and will not apply it DrillerDB would rather leave the township blank than write one it cannot match. The button stays greyed out until the site has an address or GPS coordinates. Picking the site address off the dropdown fills the county for you, and in states that use the rectangular survey system it fills Section , Town , and Range as well the same values the button applies. A short note names what it filled, for example \"Filled 44N 8W Sec 15 from the site address. Edit any field to override.\" DrillerDB never writes over survey values you entered yourself: if Section , Town , or Range already has something in it, it leaves all three alone. Click Create Project Click Create Project at the bottom of the form. DrillerDB saves the project as a Proposal , gives it a project number, and opens the project page. From there you can send the proposal to the customer, dispatch a crew, print a field sheet, or open the job when it's time to drill. Continue to the proposal After the project exists, open the Proposal tab on the project page. Use that tab to build pricing, preview the customer proposal, and send it when ready. For guide recordings and training assets, the DrillerDB team uses Create without sending so the workflow can be demonstrated without emailing a customer. Related Topics Projects & Proposals Set Up Your Team Sending Proposals Work Orders Billing"},{"id":"inventory/inventory-transactions","title":"Transactions","category":"inventory","categoryTitle":"Products & Services","description":"Recording usage, adjustments, and stock movements","headings":"Quick Start: Record a Transaction Transaction Types Recording Material Usage Step-by-Step: Log Usage from a Project Stock Adjustments Reviewing the Transaction Log Filtering the Log Item-Level History Troubleshooting Related Topics","content":"Transactions Every change to a material's stock creates a transaction. The Transactions tab in Products & Services is the running log of those changes: material usage from jobs, manual adjustments, and receipts. Together they form the audit trail behind every quantity on hand. Quick Start: Record a Transaction 1. Select Products & Services in the sidebar 2. Open the item you want to change 3. Click Adjust Stock 4. Choose Add, Remove, or Set 5. Enter the quantity and a reason note 6. Save the adjustment Usage transactions are created for you when crews record materials on projects and work orders, so most of the log fills in automatically. Transaction Types The Transactions tab labels each entry by how the stock changed. Type When it is created Added Stock added by an adjustment or receipt Removed Stock removed by an adjustment Adjusted A manual correction Project Usage Materials consumed on a project or work order Set Quantity overwritten to an exact count Recording Material Usage When materials are attached to a project or work order, saving the record creates Project Usage transactions and decrements material stock. Those entries link back to the project, so you can trace which jobs consumed which materials. Step by Step: Log Usage from a Project 1. Open the project or work order 2. Add the materials and quantities used 3. Save the record 4. Usage transactions are created and stock decrements automatically Stock Adjustments Adjustments change a material's quantity directly, without a project reference. Situation Adjustment Received a shipment Add Damaged or wasted stock Remove Physical count differs Set to the counted quantity Opening balance Add or Set Every adjustment requires a reason note. Clear notes such as \"Received PO 1234\" give the next person context when they review the history. Reviewing the Transaction Log The Transactions tab lists entries newest first, with these columns. Column Shows Type Added, Removed, Adjusted, Project Usage, or Set Details The reason note, plus a link to the project for usage Qty The amount added or removed Date When the change was recorded Filtering the Log Filter Use for Type chips Show one kind of transaction Date range Narrow to a period for reconciliation Per page Show 25, 50, or 100 rows Use Export CSV to pull the filtered log into a spreadsheet for reconciliation or reporting. Item Level History Each item's detail page has its own transaction history covering just that item, so you can trace a single material's movements without filtering the whole log. To correct a mistake, record a new adjustment that offsets it rather than trying to delete the original. That keeps the audit trail intact. Troubleshooting A transaction isn't showing? Clear the type and date filters Confirm the adjustment saved A quantity looks wrong? Record a correcting adjustment with an explanatory note Leave the original entry in place for the audit trail Can't create an adjustment? Confirm the reason note is filled in Check that your user has access to Products & Services Related Topics Managing Items View and organize items Stock Level Tracking Reorder points and status Reporting & Exports Usage and cost analysis Purchase Orders Track ordering and receiving"},{"id":"maps/gps-coordinates","title":"GPS Coordinates","category":"maps","categoryTitle":"Maps & Geospatial","description":"Input, adjust, and validate GPS coordinates for projects","headings":"Quick Start: Add Coordinates Adding GPS Coordinates Method Comparison Method 1: Address Geocoding Method 2: Manual Entry Method 3: Adjust Location Modal Coordinate Formats Supported Formats Format Conversion UTM on Colorado Projects Coordinate Validation Validation Rules Special Validation Cases Adjusting Coordinates Step-by-Step: Adjust Coordinates What Gets Logged Coordinate Precision Precision Details Storage vs Display Importing Coordinates Import Process Import File Requirements Regulatory Reporting State Format Requirements Automatic Formatting Troubleshooting Related Topics","content":"GPS Coordinates Accurate GPS coordinates are essential for mapping, navigation, and regulatory reporting in DrillerDB. The system provides multiple methods for capturing and managing location data, ensuring every project has precise geographic information. Quick Start: Add Coordinates 1. Open project record 2. Navigate to location section 3. Choose method: address, manual, or Adjust Location map modal 4. Enter or select location 5. Save project 6. Map displays with marker Adding GPS Coordinates DrillerDB offers three methods for adding GPS coordinates to projects. Method Comparison Method Best For How It Works Address Geocoding Most projects Auto converts address to coordinates Manual Entry Survey/regulatory data Direct latitude/longitude input Adjust Location modal Visual selection Use map modal to set/refine location Method 1: Address Geocoding Step Action 1 Enter street address in location field 2 System contacts Google Maps API 3 Address converts to coordinates automatically 4 Happens in real time or on save Method 2: Manual Entry Step Action 1 Find coordinates from source (survey, GPS, records) 2 Enter latitude value 3 Enter longitude value 4 Use decimal degrees format (e.g., 43.074722, 89.384444) Method 3: Adjust Location Modal Step Action 1 Click Adjust Location 2 Interactive map modal opens 3 Click desired location on map 4 Coordinates captured and stored Address geocoding is the most common and easiest method. Use manual entry when you have precise coordinates from surveys or GPS devices. Coordinate Formats DrillerDB accepts GPS coordinates in multiple formats and automatically converts them to decimal degrees for internal storage and API compatibility. Supported Formats Format Example Notes Decimal Degrees 43.074722, 89.384444 Preferred format, no conversion needed Degrees Minutes Seconds 43° 04' 29\" N, 89° 23' 04\" W Common in surveying/regulatory docs Degrees Decimal Minutes 43° 04.488' N, 89° 23.066' W Auto converted on entry UTM 13N 500000 4427757 Zone and hemisphere, easting, northing in meters. Colorado projects only Format Conversion Input Format System Action Decimal Degrees Stored directly DMS or DDM Auto converted to Decimal Degrees UTM on a Colorado project Auto converted to Decimal Degrees when you save Invalid format Error message displayed Use Decimal Degrees format when possible. It works with all mapping APIs and provides the highest precision without conversion. UTM on Colorado Projects Colorado projects carry a fourth format. DrillerDB shows the UTM equivalent of the project's location beside the other formats, and lets you type a location in UTM. The project's state has to be Colorado. On any other project the UTM readout and the UTM tab are not there. What you get Where it is UTM readout Under the Latitude and Longitude fields, next to the DMS and DDM values UTM readout On the coordinate chip in the corner of the site map, on the project and on the work order location card UTM entry tab In the Adjust GPS Location modal, beside Map pick, Decimal entry, and DMS entry Step by Step: Enter a Location in UTM 1. Open a Colorado project and click Adjust Location . 2. Click the UTM entry tab. If the project already has coordinates, the field starts with them in UTM, so you can read the current location before you change it. 3. Type the zone and hemisphere, the easting, then the northing, separated by spaces, as in 13N 500000 4427757 . 4. Click Update Location . DrillerDB converts the entry and saves the location. The work order location card opens the same modal with two tabs, Map / decimal and UTM entry , and its button reads Save Location . Which Zone to Use Zone Covers 12N Colorado west of 108 degrees west 13N Colorado east of 108 degrees west DrillerDB reads the zone from the longitude, so a readout on an existing project already shows the right one. You type the zone yourself when you enter a location. An entry DrillerDB cannot place in zone 12N or 13N is refused with this message: \"Enter valid UTM coordinates in zone 12N or 13N, for example 13N 500000 4427757. Easting and northing must fall within the entered zone.\" Nothing is saved until the entry is valid, so correct it and click the button again. UTM is an entry and display format. DrillerDB still stores decimal degrees, so maps, directions, exports, and state reports work exactly as they do on a project you set from the map. Coordinate Validation The system validates all GPS coordinates to ensure accuracy and catch errors. Validation Rules Check Valid Range Error If Outside Latitude 90 to 90 degrees Rejected with error Longitude 180 to 180 degrees Rejected with error North America Within continent bounds Warning triggered Special Validation Cases Value Status Meaning 0, 0 Flagged Likely geocoding failure Outside North America Warning Possible data entry error Invalid format Rejected Cannot be parsed Projects with invalid coordinates cannot be displayed on maps until the coordinates are corrected. Adjusting Coordinates GPS coordinates can be adjusted at any time from the project details screen. Step by Step: Adjust Coordinates 1. Open project record 2. Click Adjust Location button 3. Edit mode activates 4. Use any input method: Type new address Enter new lat/long values Set location on the map modal 5. Marker updates in real time 6. Click Save to confirm What Gets Logged Change Logged Coordinate update Yes, with timestamp Who made change Yes, user recorded Previous value Yes, for audit trail The audit trail of location changes is important for regulatory compliance and troubleshooting mapping issues. Coordinate Precision DrillerDB stores GPS coordinates with six decimal place precision. Precision Details Decimal Places Accuracy Use Case 6 places stored 4 inches Meets all drilling industry needs 5 places displayed 3.3 feet Readable format for users Storage vs Display Aspect Value Database precision 6 decimal places User display 5 decimal places Actual data Full precision maintained Importing Coordinates Bulk coordinate updates are supported through the project import system. Import Process Step Action 1 Prepare CSV or Excel file 2 Include project identifiers 3 Include GPS coordinates 4 Upload file 5 System validates all entries 6 Review flagged errors 7 Complete import Import File Requirements Column Required Format Project ID Yes Match existing project Latitude Yes Any supported format Longitude Yes Any supported format Invalid coordinates are flagged in import results. Correct errors before completing the import. Regulatory Reporting Many states require GPS coordinates in well completion reports and regulatory submissions. State Format Requirements State Required Format Wisconsin DNR Decimal Degrees, 5 places Other states Adapts to jurisdiction Automatic Formatting Export Type What Happens Wisconsin DNR submission Auto formatted to spec Other state reports Format adapted automatically Custom exports Your preference applied DrillerDB automatically formats coordinates for each state's requirements, eliminating manual conversion. Troubleshooting Coordinates won't save? Check format is supported Verify latitude/longitude ranges Try decimal degrees format Geocoding placing marker wrong? Rural addresses often geocode poorly Use Adjust Location to correct position Try more specific address Coordinates showing 0, 0? Geocoding likely failed Enter coordinates manually Use Adjust Location to set location Import failing validation? Check file format (CSV/Excel) Verify coordinate format consistency Review flagged rows for errors Map not showing marker? Project may lack coordinates Coordinates may be invalid Check validation status No UTM entry tab in the modal? UTM entry is Colorado only Check the project's state is Colorado Set the state on the project, then reopen the modal UTM entry refused? Use zone 12N or 13N Type the easting before the northing Check both values fall inside the zone you typed Related Topics Project Map Individual project maps Job Map All projects on map Directions Navigation integration Map Filtering Filter map markers"},{"id":"projects/proposals-line-items","title":"Proposals & Line Items","category":"projects","categoryTitle":"Projects & Proposals","description":"Step-by-step guide to creating and managing proposal line items for accurate quotes","headings":"Quick Start: Build a Proposal in 5 Steps Understanding Line Items What Each Line Item Contains Step-by-Step: Adding Line Items Method 1: Manual Entry Method 2: Pull an item from inventory Method 3: Using Templates Managing Line Items Editing Items Reordering Items Deleting Items Line Item Categories Setting Up Default Items Creating Saved Line Items Updating Default Pricing Creating Templates Step-by-Step: Create a Template Template Best Practices Calculating Totals Automatic Calculations Configuring Tax Setting Deposit Requirements Item Descriptions Adding Detailed Descriptions What to Include Reviewing Before Sending Proposal Checklist Preview Feature Troubleshooting Related Topics","content":"Proposals & Line Items Line items are the foundation of your proposal. They detail the specific services, materials, and costs that make up your quote. This guide walks you through building professional, accurate proposals. Quick Start: Build a Proposal in 5 Steps 1. Open or create a project 2. Go to the Proposal tab 3. Click Add Line Item 4. Enter item details and pricing 5. Repeat for all items, then Save Understanding Line Items What Each Line Item Contains Field Description Example Item Name Service or material description Drilling per foot Quantity Number of units 150 Unit Measurement type Feet Unit Cost Your internal cost per unit $45.00 Retail The price the customer sees $60.00 Taxable Whether tax applies to this line Yes Total Auto calculated $9,000.00 Description Optional details, on its own row 6\" diameter borehole Unit Cost and Retail are different numbers, and Retail is the one that bills. When a line has a retail price, the total uses it. The total falls back to unit cost only when retail is blank or zero. Leaving retail at an old value is the usual reason a proposal total does not match what you expected. Step by Step: Adding Line Items Method 1: Manual Entry 1. Open the project 2. Go to the Proposal tab 3. Click Add Line Item 4. Enter item name 5. Set quantity and unit cost 6. Add description (optional) 7. Click Add to confirm 8. Repeat for each item The button reads Add Line Item in the sections view, which is the view the Proposal tab opens in. In the flat list view the same button reads Add Custom Row . Method 2: Pull an item from inventory The Item Name box on each row searches your inventory as you type. 1. Add a row. 2. Start typing in the Item Name box. It reads Search inventory or type item name . 3. Pick an item from the list that drops down. 4. The unit cost, unit, taxable setting, and description fill in from that item. 5. Set the quantity. You bind one item per row this way. To enter something that is not in inventory, type the name and keep going. Method 3: Using Templates 1. Open the Select Template... dropdown. 2. Choose a template. 3. Review the line items it brings in, then adjust them. 4. Click Save . The dropdown appears only after your company saves at least one template. If you have never made one, the Proposal tab shows no template dropdown at all. Create templates for common job types to speed up proposal creation. Templates can include standard line items with default pricing. To build one, go to Settings Proposal Templates . Applying a template no longer wipes an estimate you have already written. Before 18 August 2026, picking a template replaced the whole estimate, and a template that had no priced items could blank the proposal outright. DrillerDB now checks the proposal for existing content first. Written scope counts as content, so section titles, descriptions, and an add on's pros and cons all protect the estimate, not just priced rows. Managing Line Items Editing Items 1. Click on any line item field 2. Edit the value inline 3. Total recalculates automatically 4. Click Save when done Reordering Items 1. Click and hold anywhere on the row, next to the grip mark (⋮⋮). 2. Drag the row to its new position. 3. Release to drop it. 4. The customer proposal follows the same order. The flat list view also gives each row a Move up and a Move down arrow. Use those when a drag is awkward, such as on a touch screen. Deleting Items Click the trash icon at the end of the row. The row goes straight away, with no confirmation step, so check that you have the right row before you click. The line is not gone for good until you click Save . To get it back before then, leave the page without saving. There is no per item Duplicate action. To repeat a line, add a row and pick the same inventory item. Line Item Categories Organize items by category for clear proposals: Category Common Items Drilling Per foot drilling, casing advancement Casing PVC casing, steel casing, drive shoe Materials Grout, bentonite, filter pack, sand Permits State permit fee, county fee Pump Equipment Submersible pump, pressure tank, pitless adapter Labor Pump installation, well development, testing Mobilization Setup fee, travel, equipment transport Testing Water quality test, bacteria test, yield test Setting Up Default Items Creating Saved Line Items 1. Go to Settings Projects & Proposals 2. Find Default Line Items 3. Click Add Item 4. Enter: Item name Default price Category Description 5. Save Updating Default Pricing 1. Go to Settings Projects & Proposals 2. Find Default Line Items 3. Click item to edit 4. Update pricing 5. Save Updating default pricing only affects new proposals. Existing proposals keep their original pricing. Creating Templates Step by Step: Create a Template 1. Go to Settings Projects & Proposals 2. Find Proposal Templates 3. Click New Template 4. Name your template (e.g., \"Residential 6 inch Well\") 5. Add line items typical for this job type 6. Set default quantities and pricing 7. Save template Template Best Practices Good templates include: All common line items for that job type Realistic default quantities Current pricing Clear item descriptions Template naming conventions: Residential Standard Commercial Small Hi Cap Agricultural Geo Vertical 4 Ton Calculating Totals Automatic Calculations DrillerDB automatically calculates: Calculation How It Works Line Total Quantity × Retail. When Retail is blank or zero, Quantity × Unit Cost Subtotal Sum of all line totals Tax Subtotal × Tax Rate, on taxable lines only Grand Total Subtotal + Tax Deposit Percentage or fixed amount Configuring Tax 1. Go to Settings Billing & Invoicing 2. Set your default tax rate 3. Enable or disable tax per project 4. Tax applies to subtotal automatically Setting Deposit Requirements 1. Go to Settings Billing & Invoicing 2. Configure deposit options: Percentage (e.g., 50%) Fixed amount (e.g., $1,000) None required 3. Choose if payment is required for approval Item Descriptions Adding Detailed Descriptions 1. Click line item to expand 2. Find Description field 3. Enter detailed information 4. Description appears below item name in proposal What to Include Good descriptions include: Materials specifications Work methodology Warranty information Exclusions or conditions Example: \"6\" diameter Schedule 40 PVC casing, includes threaded couplings, installed per manufacturer specifications. 10 year manufacturer warranty on materials.\" Reviewing Before Sending Proposal Checklist Before sending, verify: [ ] All line items are complete [ ] Quantities are accurate [ ] Pricing is current [ ] Descriptions are clear [ ] Tax is correct [ ] Deposit amount is set [ ] Customer email is correct Preview Feature 1. Click Preview Proposal 2. See exactly what customer sees 3. Check formatting and totals 4. Close preview when satisfied Troubleshooting Line items not saving? Check for validation errors Ensure quantity and price are numbers Verify required fields are complete Template not loading? Check template exists in Settings Verify you have permission to use templates Template may be deactivated Totals calculating incorrectly? Check quantity and unit cost values Verify tax rate in Settings Look for hidden line items Can't add more items? Check your subscription limits Verify proposal isn't locked Try refreshing the page Related Topics Creating Projects Start new projects Sending Proposals Send to customers Project Settings Configure defaults Billing Settings Tax and deposits"},{"id":"reports/monthly-reports","title":"Monthly Reports","category":"reports","categoryTitle":"Reports & Statistics","description":"Automated and on-demand monthly company performance reports","headings":"Quick Start: Generate or view a report How reports are generated Delivery status What the report covers Troubleshooting Related Topics","content":"Monthly Reports DrillerDB generates monthly performance reports that summarize the previous month's activity across sales, production, financials, field operations, and team usage. Reports are emailed automatically and archived for long term tracking. Quick Start: Generate or view a report 1. Open Reports , then open Monthly Reports . 2. Review the report history each row shows its delivery status (sent, failed, or not emailed). 3. Click any report to open the full HTML summary; save it as PDF from your browser if you want a copy. 4. Admins can pick a month in Generate & send a report , optionally add recipients, and click Generate & Send . Reports are retained indefinitely, so you can compare month over month and year over year at any time. The history list refreshes on its own while a freshly generated report is still sending. How reports are generated Automatically reports go out on the 1st of each month (early morning) for the previous month, for companies with monthly reports enabled. They are emailed to all admin and office users. On demand admins can generate a report for any of the last 12 months from the Generate & send a report panel on the Monthly Reports page. This computes the metrics for the selected month and emails the report immediately to all admin and office users, plus any additional recipients you enter (useful for shareholders or external stakeholders). It uses the same code path as the automated job, so an on demand report matches what the cron would send. Enabling automated monthly reports is a company level setting. If your company isn't receiving them, ask an admin to confirm they're turned on for your account. Delivery status Each report in the history carries its true delivery state: Sent emailed successfully. Failed the report was computed and saved, but email delivery failed. It still appears in the history. Pending still sending; the list updates itself until the status settles. What the report covers The monthly report rolls up the same operational metrics the company tracks: Proposals and sales proposals created and approved, and the resulting close rate. Project activity projects completed, total well footage, and average project duration. Financials invoices sent and aggregate revenue. Field operations field report submissions, including tower up / tower down reports. Documentation images uploaded to projects. Resource utilization total system events and unique active users. Inventory transactions, quantity used, and material cost. Customer growth new customers added. GPS and field tracking crew check ins at job sites. Troubleshooting Not receiving monthly reports? Confirm monthly reports are enabled for your company (ask an admin). Check your spam/junk folder. Verify your admin/office email is correct. A report shows \"Failed\"? The metrics were computed and saved; only email delivery failed. Open it from the history, or regenerate it for that month. Can't find a report? Open Reports Monthly Reports and scroll the history. Reports exist from when the feature was first enabled or first generated on demand. Related Topics Reports & Analytics The full reports hub and analytics tabs Export Options CSV, IIF, and PDF exports QuickBooks Export Accounting export and sync"},{"id":"scheduling","title":"Scheduling","category":"scheduling","categoryTitle":"Scheduling","description":"Plan and coordinate your team's work with multiple scheduling views","headings":"Quick Start: Build Tomorrow's Schedule Scheduling Views Route Map Key Features Topics in This Section Getting Started with Scheduling Step-by-Step: Weekly Scheduling Workflow Mobile Access Related Topics","content":"Scheduling DrillerDB's scheduling system helps you plan and coordinate your drilling operations. Scheduling is a single workspace: you open it once from the sidebar, then switch the view that fits the question using the view switcher in the toolbar. Every view shows the same underlying schedule data, so you never leave the page or lose your filters when you change views. Quick Start: Build Tomorrow's Schedule 1. Open Scheduling from the sidebar 2. Use the toolbar view switcher to pick List or Calendar 3. Add unscheduled projects to the right teams 4. Drag to reorder by priority and travel efficiency 5. Save changes and notify crews Scheduling Views The toolbar view switcher offers four views of the schedule. It defaults to List , and remembers your last choice: Calendar presents your schedule as a familiar month, week, day, or agenda calendar with drag and drop rescheduling. This view is ideal for visualizing project timelines and quickly understanding when work is scheduled. Gantt displays projects as horizontal bars on a timeline, making it easy to see project sequences, gaps, and resource allocation over extended periods. Use this view for long term planning and capacity analysis. List organizes scheduled work into team cards, showing detailed project information and allowing drag and drop reordering within a team or between teams. This is the default view and is best for day to day dispatch review. Teams focuses on team based scheduling: review crew members, vehicles, and workload before you assign or move work. This view reflects the collaborative nature of drilling operations where work requires coordinated crews. Alongside the four views, the toolbar has a Map button. It is an action, not a fifth view see the Route Map section below. Route Map The toolbar's Map button opens a routing pop up for the schedule you are currently looking at, rather than switching to a separate view. The pop up plots the scheduled stops in order as a driving route and reports: Numbered stop markers in scheduled order, connected by a driving route line. Total trip mileage and drive time, summed across every leg. A per leg breakdown each stop, its address, and the drive to the next grouped by scheduled day, so an overnight gap is never counted as drive time. Any stops without GPS coordinates listed separately as unroutable. Use it to sanity check travel before you commit a day's dispatch. Each team card in List view also has its own Map button that opens the full map filtered to that team. Key Features The scheduling system includes features to streamline your planning workflow: Drag and drop scheduling allows you to reorder, reschedule, and reassign projects intuitively by clicking and dragging items to new positions. Automatic conflict detection prevents double booking and scheduling errors by validating changes before saving them. Cascade scheduling automatically adjusts following projects when you reschedule work, maintaining proper sequencing and preventing gaps or overlaps. When enabled for your company, live refresh behavior helps connected users see schedule changes sooner. Manual refresh remains the fallback. GPS integration calculates distances between sequential projects and displays route maps, helping optimize crew travel and fuel costs. Working hours configuration respects your company's work schedule, automatically skipping weekends and preventing scheduling outside business hours. Topics in This Section Learn more about specific scheduling features: Calendar View Month and week calendar with drag and drop scheduling Gantt View Timeline visualization for project planning and dependencies Board View Team cards showing each crew's scheduled work in run order Teams View Team based scheduling and resource allocation Drag and Drop clear drag and drop interface for rescheduling projects Assigning Crews Assign employees, drillers, and equipment to projects Conflict Detection Automatic detection and resolution of scheduling conflicts Getting Started with Scheduling To begin scheduling projects, open the Scheduling section from the sidebar. The system defaults to List view but remembers your preferred view selection. Start with Scheduling & Crews for the rebuilt console orientation to Calendar, List, Teams, and assignment controls. Add projects to the schedule by selecting them from the project dropdown at the bottom of each team card. The system automatically assigns dates based on estimated hours and the team's current workload. Reorder projects by dragging them to new positions. The system recalculates dates automatically to maintain proper sequencing and prevent conflicts. Switch between views using the view buttons in the toolbar. Each view displays the same underlying schedule data in different formats optimized for specific tasks. Step by Step: Weekly Scheduling Workflow 1. Review unscheduled proposals and work orders 2. Prioritize jobs by commitment date and business urgency 3. Assign high priority jobs to appropriate teams 4. Reorder within teams to reduce travel and idle time 5. Resolve detected scheduling conflicts 6. Save and communicate finalized assignments 7. Revisit the schedule daily for changes and delays Mobile Access Field technicians can view their scheduled work on mobile devices through the DrillerDB mobile web interface. Crews see their upcoming projects in sequence with relevant details like customer information, GPS directions, and estimated hours. The mobile web interface automatically syncs with office schedule changes, ensuring field crews always have current information. When schedules are updated, mobile users receive notifications about changes affecting their assigned work. Related Topics Projects Source records for scheduled work Pump & Service Work Orders Service jobs included in schedule planning Timecards Validate planned vs recorded hours"},{"id":"scheduling/teams-view","title":"Teams View","category":"scheduling","categoryTitle":"Scheduling","description":"Team-based scheduling and resource allocation","headings":"Quick Start: Work with Teams Understanding Teams What is a Team? Team Types Team Composition What Team Cards Show Step-by-Step: View Team Members Managing Team Membership Assigning Projects to Teams Step-by-Step: Assign via Dropdown Step-by-Step: Reassign Between Teams What Can Be Assigned Team Availability and Capacity Reading Capacity Step-by-Step: Check Team Capacity Automatic Capacity Calculation Team Colors Color Usage Across Views Benefits of Team Colors Customizing Colors Team Communication Automatic Notifications What Field Teams See Historical Team Performance Metrics Tracked Using Performance Data Managing Multiple Teams Comparing Team Workloads Step-by-Step: Balance Workload Team Scheduling Best Practices For Team Stability For Routing Efficiency For Communication Troubleshooting Related Topics","content":"Teams View Teams is one of the views in the Scheduling workspace. It focuses on team based scheduling, letting you review and assign work to entire crews rather than individual employees. This view is ideal for operations where multiple field technicians work together as coordinated units. Quick Start: Work with Teams 1. Open Scheduling from the sidebar and click Teams in the view switcher 2. View team cards with members listed 3. Assign projects using dropdown 4. Drag projects between teams to reassign 5. Review team workload and capacity Understanding Teams What is a Team? Component Description Team Name Identifier for the crew Lead Driller Primary field technician Helper(s) Supporting crew members Equipment Operator If separate from driller Team Types Type Description Permanent teams Fixed membership, same crew daily Ad hoc teams Assembled for specific projects Specialty teams For specific job types Team Composition What Team Cards Show Element Information Team name Header of card Members list All crew members with roles Scheduled projects Upcoming work queue Capacity indicator Current workload Step by Step: View Team Members 1. Find the team card in List View 2. Team name appears at top 3. Member names and roles listed below 4. See each person's assignment Managing Team Membership Action Where View members Team card in scheduling Edit team Settings Teams Add member Team settings Remove member Team settings Changes to team membership in Settings immediately sync to the scheduling system and field mobile devices. Assigning Projects to Teams Step by Step: Assign via Dropdown 1. Find the team's card in List View 2. Locate project selector at bottom 3. Click dropdown and search 4. Select unscheduled project 5. Project adds to team's queue 6. Date assigned automatically Step by Step: Reassign Between Teams 1. Find the project in current team's card 2. Click and hold the project 3. Drag to different team's card 4. Drop in desired position 5. Both teams' schedules update What Can Be Assigned Item Requirements Proposals Must be Approved status Work Orders Must be Open status Team Availability and Capacity Reading Capacity Indicator Meaning Few projects Team has capacity Many projects Team is busy Projects far out Team at capacity Gaps in schedule Available time slots Step by Step: Check Team Capacity 1. View team card 2. Count scheduled projects 3. Look at latest scheduled date 4. Compare to other teams 5. Balance work across teams When adding work to a team with many projects queued, the new project will schedule further in the future. Consider reassigning to a team with more immediate capacity. Automatic Capacity Calculation Factor Effect on Scheduling Estimated hours Determines project duration Current workload Pushes new projects later Working hours Limits daily capacity Work week Skips weekends Team Colors Color Usage Across Views View How Color Appears Calendar View Event block color Gantt View Bar color List View Card accent color Benefits of Team Colors Quick visual identification Easy to spot team's projects Helps when comparing schedules Consistent across all views Customizing Colors 1. Go to Settings Teams 2. Select team to edit 3. Choose color from picker 4. Save changes 5. All views update Team Communication Automatic Notifications Event Who's Notified Project assigned All team members Schedule changed All team members Project completed Team lead Conflict detected Office staff What Field Teams See Device Information Shown Mobile app Upcoming projects in sequence Notifications Schedule changes Project details Customer, location, specs Historical Team Performance Metrics Tracked Metric What It Shows On time completion Projects finished as scheduled Early completion Projects finished ahead Delays Projects that ran over Productivity Hours estimated vs actual Using Performance Data Purpose How Capacity planning Adjust project estimates Team training Identify needs Resource allocation Optimize assignments Scheduling accuracy Improve estimates Managing Multiple Teams Comparing Team Workloads Review Look For Project counts Balance across teams Schedule dates Who has capacity Geographic spread Optimize routing Skill requirements Match team expertise Step by Step: Balance Workload 1. Review all team cards 2. Identify overloaded teams 3. Identify teams with capacity 4. Drag projects from overloaded to available 5. Verify dates work for customer 6. Save changes Team Scheduling Best Practices For Team Stability Practice Benefit Consistent membership Better coordination Defined roles Clear responsibilities Regular crews Improved efficiency For Routing Efficiency Practice Benefit Geographic clusters Minimize travel Sequential scheduling Logical routing Map review Identify inefficiencies For Communication Practice Benefit Regular schedule reviews Stay current Proactive updates Inform crews early Clear project details Reduce questions Troubleshooting Team not showing in list? Check if team is active in settings Verify team has members assigned Refresh the page Can't assign project to team? Verify project status (Approved/Open) Check project isn't already scheduled Search for correct project name Team members not receiving notifications? Check member notification settings Verify mobile app is installed Check internet connectivity Wrong team color showing? Update color in Settings Teams Clear browser cache Refresh scheduling view Capacity seems incorrect? Review project estimated hours Check working hours settings Verify all projects have estimates Related Topics Board View Team card interface Assigning Crews Employee assignments Drag and Drop Moving projects Conflict Detection Prevent double booking"},{"id":"settings/foundation","title":"Foundation Software Integration","category":"settings","categoryTitle":"Settings & Admin","description":"Connect DrillerDB with Foundation Software for construction accounting","headings":"Quick Start: Connect Foundation Step-by-Step Workflow What is Foundation Software? Setting Up Foundation Initial Connection Required Permissions What Gets Synced Customers Invoices Payments Sync Configuration Sync Direction Sync Frequency Customer Matching Managing the Connection Viewing Sync Status Handling Sync Errors Disconnecting Foundation vs QuickBooks Troubleshooting Connection Issues Sync Issues Support Related Topics","content":"Foundation Software Integration DrillerDB integrates with Foundation Software through the Agave API, enabling construction contractors to sync customers, invoices, and payments with their accounting system. Quick Start: Connect Foundation 1. Go to Settings Integrations Accounting 2. Click Connect Foundation 3. Sign in to Foundation via Agave 4. Grant access permissions 5. Return to DrillerDB to confirm Only one accounting system can be connected at a time. If you currently use QuickBooks, you'll need to disconnect it before connecting Foundation. Step by Step Workflow 1. Go to Settings Integrations Accounting 2. Click Connect Foundation 3. Sign in to Foundation via Agave 4. Grant access permissions 5. Return to DrillerDB to confirm What is Foundation Software? Foundation Software is a leading construction accounting system used by contractors for job costing, accounts receivable, accounts payable, and general ledger management. The DrillerDB integration eliminates double entry by syncing financial data between systems. Setting Up Foundation Initial Connection To connect Foundation Software: 1. Go to Settings Integrations Accounting 2. Click Connect Foundation 3. You'll be redirected to the Agave authorization page 4. Sign in to your Foundation Software account 5. Grant DrillerDB permission to access your data 6. Return to DrillerDB to confirm the connection The integration uses Agave API as a middleware layer, providing secure OAuth authentication and standardized data sync. Required Permissions Foundation integration requires these permissions: Read and write customers Read and write invoices Read and write payments Read chart of accounts What Gets Synced Customers Customer records sync bidirectionally: Company name and contact information Billing addresses Phone numbers and email addresses Customer IDs for cross reference Invoices Invoices created in DrillerDB sync to Foundation: Invoice number (format: {projectId} INV {invoiceId} ) Invoice date and due date Line items with descriptions and amounts Customer reference Project/job reference Payments Payment records sync from Foundation back to DrillerDB: Payment amount and date Payment method Applied invoice references Outstanding balance updates Sync Configuration Sync Direction Configure how data flows: DrillerDB to Foundation Invoices push to Foundation automatically Foundation to DrillerDB Payments recorded in Foundation sync back Bidirectional Full two way sync (recommended) Sync Frequency Set how often data syncs: Real time Syncs immediately when data changes Hourly Syncs every hour Daily Syncs once per day Customer Matching When syncing customers: 1. DrillerDB first checks for existing Foundation customer by ID 2. If not found, creates new customer in Foundation 3. Stores Foundation customer ID in DrillerDB for future syncs Managing the Connection Viewing Sync Status Monitor sync activity in Settings Integrations: Last successful sync timestamp Number of records synced Any sync errors or warnings Pending items awaiting sync Handling Sync Errors Common errors and solutions: Customer Not Found Customer must exist in Foundation before invoice sync Enable auto create customers or manually create first Authentication Error Re authorize the Foundation connection Check that your Foundation account is still active Rate Limit Exceeded Wait and retry (automatic retry built in) Contact support if persistent Disconnecting To disconnect Foundation: 1. Go to Settings Integrations Accounting 2. Click Disconnect next to Foundation 3. Confirm the action 4. Previously synced data remains in both systems Foundation vs QuickBooks DrillerDB supports both Foundation and QuickBooks Online. Choose based on your existing accounting system: Feature Foundation QuickBooks Online Customer sync Yes Yes Invoice sync Yes Yes Payment sync Yes Yes Job costing Yes Limited Construction focus Yes General API method Agave Direct You can only connect one accounting system at a time per company. Troubleshooting Connection Issues If you can't connect: Verify your Foundation credentials Check that your Foundation subscription is active Ensure pop ups are enabled for the authorization flow Try clearing browser cache and cookies Sync Issues If data isn't syncing: Check the sync status for error messages Verify the record exists in the source system Review sync logs for detailed error information Contact support with specific error messages Support Need help with Foundation integration? Contact: Email : support@drillerdb.com Phone : (920) 709 9975 Related Topics Integrations Overview All integrations QuickBooks Online Alternative accounting sync Billing Settings Invoice configuration Activity Log Sync logs"},{"id":"settings/stripe-connect","title":"Stripe Connect Integration","category":"settings","categoryTitle":"Settings & Admin","description":"Enable online credit card and ACH payment processing for customer invoices","headings":"Quick Start: Enable Online Payments Step-by-Step Workflow Setting Up Stripe Creating a Stripe Account Connecting Existing Account Payment Methods Credit Card Payments ACH Bank Transfers Digital Wallets Payment Processing How Payments Work Payment Confirmation Failed Payments Fee Structure Stripe Fees DrillerDB Fees Passing Fees to Customers Payout Settings Bank Account Payout Schedule Payout Timing Security & Compliance PCI Compliance Fraud Prevention Secure Payments Stripe Dashboard Accessing Stripe Stripe Reports Disconnecting Stripe Troubleshooting Related Topics","content":"Stripe Connect Integration Accept credit card and ACH bank transfer payments directly through DrillerDB using Stripe Connect. This integration enables customers to pay invoices online through the customer portal. Quick Start: Enable Online Payments 1. Go to Settings Integrations Stripe Connect 2. Click Connect with Stripe 3. Create new or use existing Stripe account 4. Complete business verification 5. Add bank account for payouts DrillerDB does not charge additional fees for payment processing. You only pay Stripe's standard rates (2.9% + $0.30 for credit cards). Step by Step Workflow 1. Go to Settings Integrations Stripe Connect 2. Click Connect with Stripe 3. Create new or use existing Stripe account 4. Complete business verification 5. Add bank account for payouts Setting Up Stripe Creating a Stripe Account If you don't have a Stripe account: 1. Go to Settings Integrations Stripe Connect 2. Click Connect with Stripe 3. Choose Create a new Stripe account 4. Enter your business information 5. Provide bank account details for payouts 6. Submit identity verification documents Connecting Existing Account If you already use Stripe: 1. Go to Settings Integrations Stripe Connect 2. Click Connect with Stripe 3. Choose Use existing Stripe account 4. Sign in to your Stripe account 5. Authorize DrillerDB to process payments Stripe Connect uses OAuth for secure authorization without sharing credentials. Payment Methods Credit Card Payments Accept all major credit cards: Visa Mastercard American Express Discover Credit card payments process instantly and funds are available within 2 business days. ACH Bank Transfers Enable ACH payments for bank to bank transfers: Lower processing fees than credit cards Customers enter bank account and routing numbers Takes 3 5 business days to process Ideal for large invoice amounts Enable ACH in Stripe settings under Payment Methods. Digital Wallets Support modern payment methods: Apple Pay Google Pay Automatically available when enabled in Stripe Payment Processing How Payments Work When a customer pays an invoice: 1. Customer receives invoice email with Pay Online link 2. Customer portal displays invoice details and payment form 3. Customer enters payment information 4. Stripe securely processes the payment 5. DrillerDB automatically marks invoice as paid 6. Payment syncs to QuickBooks if connected Payment Confirmation After successful payment: Customer receives email confirmation Your team receives notification Invoice status updates to \"Paid\" Payment appears in payment tracking Failed Payments If a payment fails: Customer sees error message with reason No charges are applied Customer can retry with different payment method You receive notification of failed attempt Fee Structure Stripe Fees Standard Stripe Connect fees: Credit Cards : 2.9% + $0.30 per transaction ACH Transfers : 0.8% (capped at $5.00) International Cards : Additional 1.5% Currency Conversion : 1% Fees are deducted before funds reach your bank account. DrillerDB Fees DrillerDB does not charge additional fees for payment processing. You only pay Stripe's standard rates. Passing Fees to Customers Option to add processing fees to customer invoices: Calculate fees automatically Display fee breakdown to customers Complies with card network rules Enable in Settings Invoicing & Tax State law can cap what you add, and can forbid it. Colorado caps a card surcharge at 2 percent (C.R.S. 5 2 212) and bans surcharging a debit card rather than capping it. DrillerDB does not surcharge debit cards in Colorado. Pass through is not yet applied to Colorado credit cards either: the card type is not known when a payment is priced, so a Colorado credit card payment on an invoice or a deposit collects no surcharge on an ordinary payment and your company absorbs the processing fee. The 2 percent cap is the rule DrillerDB will enforce once pass through reaches Colorado credit cards, and only when your company's state is set to Colorado. See Billing Settings for what the rules cost you and what they do not cover. Payout Settings Bank Account Configure where payments are deposited: Add bank account in Stripe dashboard Verify account with micro deposits Set as default payout account Support for multiple bank accounts Payout Schedule Choose when funds are transferred: Daily Automatic payouts every business day Weekly Payouts on specified day of week Monthly Payouts on specified day of month Manual Request payouts when needed Most businesses use daily automatic payouts. Payout Timing Funds availability depends on business type: Standard : 2 business days after payment Instant Payouts : Available for eligible businesses (additional fee) First Payouts : May take 7 10 days for new accounts Security & Compliance PCI Compliance Stripe handles all PCI compliance requirements: DrillerDB never stores credit card numbers All payment data is tokenized Stripe is PCI Level 1 certified You remain compliant automatically Fraud Prevention Stripe provides built in fraud detection: Machine learning fraud scoring Velocity checks for suspicious activity Address verification (AVS) Card security code (CVC) verification Secure Payments Customer payment data is protected: 256 bit SSL encryption Tokenization of sensitive data 3D Secure for international transactions No card data stored in DrillerDB Stripe Dashboard Accessing Stripe View detailed payment data in Stripe: 1. Go to Settings Integrations Stripe 2. Click Open Stripe Dashboard 3. View transactions, customers, and payouts 4. Access detailed analytics and reports Stripe Reports Stripe provides complete reporting: Transaction history Payout summaries Fee breakdowns Tax documents (1099 K) Dispute and chargeback tracking Disconnecting Stripe To disconnect Stripe: 1. Go to Settings Integrations Stripe 2. Click Disconnect 3. Confirm the action 4. Payment links stop working immediately 5. Historical payment data remains in DrillerDB You can reconnect at any time, but customers cannot make payments while disconnected. Troubleshooting Payments not processing? Verify Stripe connection is active Check Stripe dashboard for holds or issues Ensure invoice has Pay Online link Payouts delayed? New accounts may take 7 10 days for first payout Check Stripe dashboard for payout status Verify bank account is verified Related Topics Integrations Overview All integrations Payment Processing Accept payments Customer Portal Customer payment experience Invoicing Creating invoices"},{"id":"troubleshooting/no-compliance-forms","title":"No Compliance Forms Are Showing","category":"troubleshooting","categoryTitle":"Troubleshooting","description":"Why a project's Compliance tab can be empty, and how the company Default State fills it","headings":"Quick Start: Fill an Empty Compliance Tab What the Empty Card Is Telling You When the Tab Asks for the County Where the Project's State Comes From The tab tells you where the state came from Step-by-Step: Set Your Company Default State Still Empty After Setting the Default State Related Topics","content":"No Compliance Forms Are Showing The Compliance tab lists the forms your state requires for a project. It finds those forms by matching the project's state against the compliance rules DrillerDB holds for that state. If DrillerDB cannot work out which state a project is in, it has nothing to match, so the tab comes up empty even though forms exist for the state you work in. Quick Start: Fill an Empty Compliance Tab 1. Open the project and click the Compliance tab. 2. Read the message on the empty card. It tells you which of the causes below applies. 3. If the message names a state you do not work in, set the state on the project itself. 4. If the message names no state, go to Settings Company Info . 5. In the Company Information card, set Default State , then click Save . 6. Reload the project's Compliance tab. Setting Default State is the fix for most empty Compliance tabs. It also gives every future project a state to fall back on, so the problem does not come back on the next job. What the Empty Card Is Telling You The Compliance tab shows one of five messages when it has no forms to list. They mean different things, so read the message before you change anything. Message What it means What to do No Compliance Requirements DrillerDB worked out a state for this project and found no forms configured for it. The message names the state. Check the named state is right. If it is, contact support so the forms for that state can be added. Add the county on the Location tab to finish the requirements check The project has no county. DrillerDB needs one before it can work out which local permits apply. Click Go to Location under the message. It opens the project with the County field selected. Choose the county, then reload the tab. Requirements not fully determined DrillerDB could not finish deciding which rules apply, and the county is not what is missing. A warning appears above the card and names what it needs. Give the warning what it asks for, then reload the tab. No [timing] forms required You have a timing filter on, such as After Completion, and nothing matches it. Clear the timing filter to see all required forms. No State Set DrillerDB found no state on the project. A second line is added when it can confirm you have no company default either. If that line is absent, it could not read your company settings on that load. Set the project's state in the Main tab. To cover every blank state project at once, set a company Default State instead. When the Tab Asks for the County A project with no county cannot be matched against county permit rules, so the requirements check stops before it finishes. Rather than say the check did not finish, the tab says what it needs: Add the county on the Location tab to finish the requirements check You see that line in the warning above the requirements, and as the heading on the card when there is nothing to list. Under it is a Go to Location link. It opens the project's Overview tab and puts the cursor in the County field, which sits in the Well Location section. The message names a Location tab, and no tab carries that name. Use the link and it takes you to the right field. When the county is the only thing missing, that one sentence is the whole message. When something else is missing too, a second sentence follows it: Add the county on the Location tab to finish the requirements check. Select the project work type on Overview to determine all applicable compliance requirements. Read both sentences before you leave the tab. Each thing the check needs gets its own link, so a project missing the county and the work type shows Go to Location and Go to Overview . Setting the county alone leaves the check unfinished and the message comes back for the rest. The county is what adds local permits. State requirements do not wait on it, so the forms DrillerDB holds for the project's state are listed whether or not the county is set. Where the Project's State Comes From DrillerDB looks in two places, in order. First, the project's own state. This is the well state recorded on the project. When it is set and DrillerDB carries forms for that state, it wins and the Compliance tab uses it. If we carry no forms for that state, the project's state does not win. DrillerDB falls back to your company default and says so, naming both states, so you can tell a genuine gap in our catalog from a wrong state on the project. If the company default cannot help either, the note says so and what it asks you to do depends on why: You have no company default. The note says we do not carry forms for this state yet and that your company has no default state to fall back on, then asks you to set a default in settings or correct the project's state. You have a default, and we carry no forms for that state either. The note names that default state and says it has none either. Here it does not ask you to set a default, because you already have one. It asks you to correct the project's state, or to tell us which state the work is in. Second, your company's Default State. When the project has no state of its own, DrillerDB falls back to the Default State in your company settings. This is what fills most empty Compliance tabs. If neither is set, the tab has no state to work with and lists no forms. Setting Default State is what fixes that case. The tab says so on screen. It shows No State Set and asks you to set the project's state in the Main tab. When DrillerDB could also read your company settings, it adds that your company has no default state either and links you to Settings , where setting a default covers every project with a blank state. If that second sentence is missing, DrillerDB could not read your company settings on that load. It is not telling you that you have no default. Reload the tab, and set the project's state in the meantime. The tab tells you where the state came from The Compliance tab shows a note above the forms whenever there is something to disclose about the state it used. You do not have to guess whether the forms in front of you are the right ones. If the state came from your company default, the note reads Using company default state followed by the two letter code, and under it: This project has no state of its own, so these forms come from your company default. Set the project's state if the work is somewhere else. A Set the project's state link takes you straight to the project's main tab. When someone typed the state on the project and we carry forms for it, there is no note, because there is nothing to disclose. The no forms cases above are the exception: the state was typed in, and the note is there to say what happened instead. DrillerDB can also work a state out from somewhere other than the project, and each source has its own note: Where the state came from What the note says The project's GPS location State derived from the project's GPS location The project's address State derived from the project's address The customer's address State inferred from customer address Your company's Default State, recorded on the project State inferred from company default Your company's business address Using the company's business address state, followed by the code The customer's address is the common one by a distance. If a note names a source you did not expect, the project has no state of its own and DrillerDB reached for the nearest thing it had. The fourth row is not the same as the note higher up this page. Using company default state is worked out while the tab loads and is not written down. State inferred from company default was recorded on the project itself. When the state comes from your company default, nothing is written to the project. You keep seeing your default state's forms until you set the state on the project itself. If you work in more than one state, set the state on each project rather than relying on the default. Step by Step: Set Your Company Default State 1. Go to Settings Company Info . 2. Find the Company Information card. 3. Click the Default State field and choose your state from the list. Each option shows the two letter code and the full name, such as VA Virginia . 4. Click Save . 5. Open the project again and click the Compliance tab. The required forms now appear. If your company's Country is set to Canada, this field is labeled Default Province and lists provinces instead of states. It works the same way. Your change takes effect the next time the Compliance tab loads. You do not need to wait or sign out and back in. Still Empty After Setting the Default State Work through these in order. The project has its own state, and it is blank or wrong. The project's own state beats the company default. Open the project, set the correct well state on it, and reload the Compliance tab. The message names a state, but no forms are listed. That means DrillerDB has no compliance forms configured for that state yet. Contact support at support@drillerdb.com and say which state you need. A warning sits above the empty card. The warning names what the requirements check still needs. If it asks for the county, click Go to Location and set the county on the project. Otherwise give the warning what it asks for. Then reload the tab. You cannot open the settings page. The Company Info page is open to Admin and Office users only. A Field Supervisor, Driller, or Accountant cannot reach it, so ask an Admin or an Office user on your account to set the Default State. Related Topics General Settings Where Default State lives Submit a Required Compliance Form Filling and submitting a form once it appears User Roles Who can change company settings Contact Support How to reach the DrillerDB team"},{"id":"work-orders/pump-logs","title":"Pump Logs","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Record pump installation data on a Pump/Service job and review submitted pump-log reports","headings":"Quick Start Where Pump Data Lives Pump Installation Data Pump Log History Troubleshooting Related Topics","content":"Pump Logs The Pump tab on a Pump/Service job captures the pump installation record for the well and lists the pump log reports submitted for the job. This guide shows where it lives and what it holds. Quick Start 1. Open the Pump/Service job. 2. Go to the Pump tab. 3. Click Add Pump Data (or Edit Pump Data if a record already exists). 4. Enter the installation details and save. Where Pump Data Lives Pump data is part of the Pump/Service job, on its Pump tab. Open Pump/Service from the sidebar, open the job, and switch to Pump . The tab has two parts: the Pump Installation Data record and the Pump Log History list. Pump Installation Data Click Add Pump Data to open the installation form. It is grouped into sections: Section Fields Installation Well ID, water temperature, date installed Pump Manufacturer, model, depth, PSI, pump wire, riser pipe Motor Specs, max amps, serial number Well Measurements Well depth, casing diameter, casing depth, static water level, drawdown water level Pressure Tank Manufacturer, model, precharge PSI, cut on PSI, cut off PSI Fill in the sections that apply and save. Saved data displays as a set of summary cards; click Edit Pump Data to change it later. You do not need every field. Enter the measurements you have; the summary only shows the sections with data. Pump Log History Below the installation record, the Pump Log History list shows the pump log reports that have been submitted for this job, each with its report number, who submitted it, and the date. Use it to see the history of pump reports tied to the job. If no reports have been submitted yet, the list shows an empty state. Troubleshooting No pump data showing? Confirm you are on the Pump tab of the right job. If the record exists but looks empty, click Edit Pump Data to view the saved fields. Can't save the form? Check numeric fields contain numbers. Try refreshing the page and re opening the tab. Related Topics Work Order Details The job workspace and its tabs Run a Pump/Service Job Move a job through its lifecycle Create a Pump/Service Job Start a pump or service job"},{"id":"accounting/aia-billing","title":"AIA Billing","category":"accounting","categoryTitle":"Accounting","description":"G702/G703 progress billing for construction contracts - Schedule of Values, monthly draws, and retainage","headings":"How AIA billing works The AIA hub The project workspace Build the Schedule of Values Create a pay application (draw) Enter completed work Submit and approve Related topics","content":"AIA Billing AIA Billing handles progress billing for construction contracts the standard G702 (Application and Certificate for Payment) and G703 (Continuation Sheet) format used on larger construction jobs. You set up a Schedule of Values once, then bill against it each month as work is completed. Open Accounting AIA Billing . The header reads \"AIA Billing G702 / G703 progress billing for construction projects.\" How AIA billing works 1. Schedule of Values (SOV) break the contract into line items with a scheduled value each. The total is your contract sum. 2. Monthly draws each period, record how much of each line was completed. Previously billed amounts auto populate from the last approved draw. 3. Retainage a configurable percentage (default 10%) is held back on each draw and released at substantial completion. 4. Approval approving a draw creates a customer invoice for the net billable amount and posts the general ledger entry automatically. G702 and G703 PDFs generate on demand. The AIA hub The main page lists every project that has AIA billing set up, in a card titled \"Projects with AIA billing\": Column Shows Project Project name (links to its AIA workspace) Customer Customer name Contract sum Total scheduled value SOV lines Number of Schedule of Values lines Applications Number of draws (with an open count) Latest draw The most recent application and its status If no project has AIA billing yet, open a construction project and choose Set up AIA billing to create its first Schedule of Values. The project workspace Click a project to open its workspace. The header reads \"AIA Billing Project #[id]\" with a Back to hub link. Build the Schedule of Values 1. In the Schedule of Values card, click Add line for each item. 2. Enter the line number, a Description (for example, Foundation, framing, electrical), and the Scheduled value . 3. Click Save SOV . The contract sum is the sum of all line values. Once an application exists that is not a draft (or voided/rejected), the Schedule of Values locks so the contract can't shift underneath billed work. To edit it again, void the open draft. A \"Locked\" badge shows when this happens. Create a pay application (draw) 1. Click New draw . 2. Choose the Customer , set Period from and Period to , and confirm the Retainage rate (%) (default 10). 3. Click Start application . Enter completed work In the application's line grid the G703 continuation sheet each line shows # , Description , Scheduled , Previous , This period , Stored , % complete , and Retainage . 1. Enter the This period amount (work completed this period) and any Stored materials per line. They save automatically as you move off each field. 2. Previous , % complete , and Retainage calculate for you. 3. The summary tiles show This period + stored , Retainage held , and Net billable . Submit and approve 1. Click Submit for approval once at least some work or stored materials are entered. 2. Approve the draw (optionally recording the architect's name). Approval creates the linked customer invoice for the net billable amount and posts the ledger entry. 3. Use Reject or Void with a reason if a draw needs to be sent back or cancelled. From an application's header, click G702 or G703 to generate the standard AIA PDFs the certificate for payment and the continuation sheet ready to submit to the owner or architect. Once approved, the application links to its customer invoice (in Receivables) and its journal entry , so the paper trail stays connected end to end. Related topics Job Costing retainage, WIP, and construction reporting Receivables the invoices AIA draws create Creating Invoices standard (non AIA) invoicing"},{"id":"billing/invoice-reminders","title":"Invoice Reminders","category":"billing","categoryTitle":"Billing & Invoices","description":"Step-by-step guide to sending payment reminders","headings":"Quick Start: Send a Reminder Step-by-Step: Sending Manual Reminders Step 1: Find Unpaid Invoices Step 2: Open the Invoice Step 3: Click Send Reminder Step 4: Customize Message Step 5: Send Reminder Email Contents What Customers Receive Sample Reminder Messages Tracking Reminders Viewing Reminder History Email Tracking Best Practices When to Send Reminders Recommended Schedule Multiple Invoices Batch Reminders Statement Option Following Up After Sending Reminder Phone Follow-Up When to Escalate Troubleshooting Related Topics","content":"Invoice Reminders DrillerDB allows you to send payment reminders to customers with unpaid invoices. This guide covers sending reminders and best practices for follow up. Quick Start: Send a Reminder 1. Open an unpaid invoice 2. Click Send Reminder 3. Review/customize message 4. Click Send Step by Step: Sending Manual Reminders Step 1: Find Unpaid Invoices 1. Go to Billing Invoices 2. Filter by Unpaid or Overdue 3. Find invoice to follow up on Step 2: Open the Invoice 1. Click the invoice 2. Review details: Amount due Due date Days overdue Previous reminders sent Step 3: Click Send Reminder 1. Click Send Reminder button 2. Reminder dialog opens 3. Default message appears Step 4: Customize Message The default includes: Customer name Invoice number Amount due Days overdue Payment link Personalizing: Add Example Context \"Following up on the Smith project\" Urgency \"Your account is now 30 days past due\" Offer help \"Please call if you have questions\" Next steps \"Payment is needed by Friday\" Step 5: Send 1. Review final message 2. Click Send 3. Reminder delivers immediately 4. Activity logged on invoice Reminder Email Contents What Customers Receive Section Content Subject Payment Reminder: Invoice # {number} Greeting \"Dear {customer name} \" Body Your customized message Invoice Summary Number, date, amount Payment Link Direct to payment portal Contact Info Your phone/email Sample Reminder Messages Friendly First Reminder: \"Just a friendly reminder that Invoice #2024 0156 for $3,500.00 is due. Click below to pay online or contact us with any questions.\" Second Reminder (Overdue): \"Your invoice #2024 0156 is now 15 days past due. Please make payment at your earliest convenience to avoid service interruption.\" Final Notice: \"This is a final notice regarding Invoice #2024 0156, now 45 days overdue. Payment of $3,500.00 is required within 7 days.\" Tracking Reminders Viewing Reminder History 1. Open the invoice 2. Go to Activity section 3. See all reminders with: Date sent Recipient Email status Customer response Email Tracking Event Meaning Sent Email delivered Opened Customer opened Clicked Customer clicked link Paid Payment made Best Practices When to Send Reminders Timing Purpose 3 days before due Gentle heads up On due date Payment due today 7 days overdue First follow up 14 days overdue Second follow up 30 days overdue Escalate urgency 60+ days overdue Final notice Recommended Schedule Week 1: Friendly Mention invoice is due Provide payment link Offer assistance Week 2 3: Professional Note invoice is overdue Request prompt payment Include consequences Week 4+: Firm State payment required Mention collections possibility Set deadline Document all reminder attempts. This history is valuable if you need to escalate collections. Multiple Invoices Batch Reminders For customers with multiple unpaid invoices: 1. Go to Billing Invoices 2. Filter by customer 3. Select multiple invoices 4. Click Send Reminder 5. One email lists all invoices Statement Option Alternatively, send account statement: 1. Go to customer record 2. Click Send Statement 3. Shows all outstanding invoices 4. Single payment link for total Following Up After Sending Reminder If Then Customer pays Thank them Customer opens, doesn't pay Call them No response Send another reminder Disputes invoice Resolve issues Phone Follow Up If email isn't working: 1. Check activity for opens 2. If opened but no payment, call 3. Document call in notes 4. Set follow up reminder When to Escalate Consider escalation if: 60+ days overdue Multiple reminders ignored Large balance No communication Options: Personal call from owner Formal collection letter Collections agency Small claims court Troubleshooting Customer says they didn't receive reminder? Check email address Ask them to check spam Resend to different email Call and get new email Reminder bounced? Invalid email address Update customer record Use phone follow up Customer received but disputes amount? Review invoice for errors Discuss with customer Adjust if needed Resend corrected invoice Too many reminders being sent? Track in activity log Space out reminders Consider phone instead Related Topics Sending Invoices Initial delivery Payment Tracking Monitor status Stripe Payments Online payment Creating Invoices Invoice creation"},{"id":"customers/consolidating-duplicates","title":"Consolidating Duplicates","category":"customers","categoryTitle":"Customer Management","description":"Find and merge duplicate contact records","headings":"Quick Start: Merge Duplicates Why Duplicates Occur Finding Potential Duplicates Step-by-Step: Find Duplicates Verify Before Merging Comparison Checklist When NOT to Merge How the Merge Works Step-by-Step: Run a Merge After Merging Preventing Future Duplicates Troubleshooting Related Topics","content":"Consolidating Duplicates Duplicate contacts build up over time typos, different formatting, or two people adding the same customer. DrillerDB's Merge tool combines them into one clean record and moves every linked project, invoice, and work order to the record you keep. Quick Start: Merge Duplicates 1. Search Contacts and confirm the two records are the same customer 2. Open the record you want to keep (the primary) 3. Click Merge 4. Search for the duplicate and select it 5. Review the side by side preview and click Merge Contacts Only admins see the Merge button. If you don't have it, ask an account admin to run the merge. Why Duplicates Occur Cause Example Name variations \"John Smith\" vs \"J. Smith\" Business vs personal \"ABC Construction\" vs \"John Smith (ABC)\" Phone formatting \"(555) 123 4567\" vs \"555 123 4567\" Address abbreviations \"123 Main Street\" vs \"123 Main St\" Two people entering the same customer Duplicate record created Finding Potential Duplicates Search is the fastest way to surface duplicates. Phone number and email are the most reliable, because they are usually unique to one customer. Step by Step: Find Duplicates 1. Open Contacts 2. Search by phone number 3. If more than one record appears, compare them 4. Also search by email and by address The same phone or email showing up on two records is a strong sign they are the same customer. Verify Before Merging The merge cannot be easily undone, so confirm the records really are the same customer first. Comparison Checklist Compare What to Check Names Same person or business? Address Same location? Phone / email Any matching values? Project locations Same properties? When NOT to Merge Scenario Keep Separate Same name, different cities Likely different people Family members at one address Different individuals Business partners Track separately People can share names or even addresses (family members, partners). Check that project locations line up before you merge. How the Merge Works Merging keeps the contact you opened (the primary ) and removes the duplicate. Specifically: Every value already filled in on the primary is kept Empty fields on the primary are backfilled from the duplicate All of the duplicate's linked records projects, invoices, work orders, and more transfer to the primary The duplicate record is then removed Because the merge only backfills empty primary fields, open the primary first and make sure the details you want to keep are already there. Step by Step: Run a Merge 1. Open the primary. Open the contact you want to keep. 2. Start the merge. Click Merge in the header. 3. Find the duplicate. Search by name, company, phone, or email, then select the matching contact. 4. Review the preview. The wizard shows the two records side by side and lists the records that will transfer. Fields highlighted on the primary are the ones being kept. 5. Confirm. Click Merge Contacts . When it finishes, the linked records are on the primary and the duplicate is gone. After Merging Open the primary and confirm its Timeline and Invoices show the transferred records Spot check that the project count went up as expected If any detail from the duplicate was missing on the primary, add it via Edit Preventing Future Duplicates Step Action 1 Search Contacts by phone before adding anyone 2 Also search by email 3 Create a new contact only when there is no match Consistent formatting (phone numbers, company suffixes like \"Inc.\" or \"LLC\") makes duplicates easier to catch before they happen. Troubleshooting No Merge button? Merge is admin only ask an account admin to run it Can't find the duplicate in the merge search? Enter at least two characters Try phone, then email, then name Not sure the records are duplicates? Compare project locations When in doubt, keep them separate Something looks wrong after merging? Open the primary and review Timeline, Invoices, and Details Add any missing detail via Edit Related Topics Contacts Overview Navigate the contact database Adding Contacts Create new contacts Customer History Projects, invoices, and communications Contact Types Types and roles"},{"id":"equipment/overdue-maintenance","title":"Overdue Maintenance","category":"equipment","categoryTitle":"Equipment Management","description":"Find and clear past-due maintenance tasks on your equipment","headings":"Quick Start: Clear an Overdue Task How Overdue Is Determined Prioritizing Overdue Work Taking Equipment Out of Service Clearing the Backlog Related Topics","content":"Overdue Maintenance Equipment with overdue maintenance poses safety risks, may void warranties, and faces higher breakdown rates. DrillerDB tracks maintenance schedules per piece of equipment so past due tasks are easy to spot and clear. Quick Start: Clear an Overdue Task 1. Go to Equipment in the sidebar and open the equipment 2. Open the Maintenance tab 3. Find the task whose due date has passed 4. Perform the work, then record it as a Service Log entry 5. Update the schedule's next due date so tracking stays current How Overdue Is Determined Each maintenance schedule has a Task Name , a Due Date , and an optional recurrence Interval in days, miles, or hours. A task is overdue once its due date has passed, or once usage has run past a meter based interval. For interval based maintenance in miles or hours, out of date readings hide overdue work. Record odometer and engine hours whenever you add a service log. Prioritizing Overdue Work Not every overdue task carries the same urgency. A practical triage order: Situation Priority Action Safety item overdue (brakes, structural) Immediate Take the unit out of service Warranty required service at risk Urgent Schedule within days Regulatory requirement (DOT, certifications) Urgent Complete before the deadline High use or project critical equipment High Plan for the next available slot Minor item slightly overdue Normal Fold into the next service cycle Taking Equipment Out of Service If a unit should not be used until service is done: 1. Open the equipment and click Edit 2. Change Status to Maintenance 3. Save — the status is visible across the fleet list, and you can filter the Equipment list by Maintenance status Clearing the Backlog Record completed work as Service Logs entries (type, date, cost, odometer, engine hours) so the history is auditable Update or delete schedules that no longer reflect how you actually service the unit — an overdue list full of stale tasks hides the real problems Review the Maintenance tab of high use units on a regular cadence (weekly works for most fleets) Related Topics Maintenance Schedules Configure tasks, due dates, and intervals Service Logs Record completed work Equipment List Fleet view and status filters DVIR Reports Daily inspections"},{"id":"field-operations/gps-checkins","title":"GPS Check-ins","category":"field-operations","categoryTitle":"Field Operations","description":"Location tracking and verification for field personnel and equipment","headings":"Quick Start: GPS Check-in How GPS Check-ins Work Check-in Process Multiple Check-ins Automatic Location Capture Automatic Capture Events Geofencing and Alerts Geofence Configuration Geofence Alerts Step-by-Step: Configure Geofence Integration with Scheduling Automatic Status Updates Scheduling Benefits Location History and Analytics History Uses Step-by-Step: View Location History Privacy and Data Security Privacy Safeguards Troubleshooting Related Topics","content":"GPS check ins in DrillerDB provide location based verification that field personnel and equipment are at the correct project sites. This feature enhances operational visibility, improves customer service, and provides documentation of field activities. Quick Start: GPS Check in 1. Enable location services on mobile device 2. Open project in DrillerDB app 3. Tap Check In 4. Location captured automatically 5. Office receives notification How GPS Check ins Work GPS check ins capture coordinates and verify site attendance. Check in Process Step What Happens Tap Check In GPS coordinates captured Timestamp added Date/time recorded Location compared Verified against project address Notification sent Office alerted in real time Record created Permanent log of site visit Multiple Check ins Use Case Benefit Start of day Document arrival Between sites Track movements End of day Document departure Project transitions Chronological record GPS check ins can be performed multiple times throughout the day, creating a complete chronological record of field activities. Automatic Location Capture The system automatically captures GPS with certain actions. Automatic Capture Events Event Location Captured Daily log creation Yes Tower Up/Down Yes Field report submission Yes Manual check in Yes Passive location tracking requires no additional action from field personnel while providing valuable verification. Geofencing and Alerts Project locations can be configured with geofencing parameters. Geofence Configuration Setting Purpose Center point Project address coordinates Radius Acceptable arrival zone size Entry alert Notify when crew arrives Exit alert Notify when crew leaves Geofence Alerts Situation Alert Type Check in outside zone Warning to field user Check in outside zone Alert to office Entry into zone Status update option Exit from zone Departure notification Step by Step: Configure Geofence 1. Open project settings 2. Go to Location section 3. Set geofence center (usually project address) 4. Set radius (e.g., 500 feet) 5. Enable alerts as needed 6. Save settings Geofencing helps catch navigation errors before they cause project delays. Particularly valuable for companies with many project sites. Integration with Scheduling GPS check in data integrates with scheduling for real time updates. Automatic Status Updates GPS Event Status Change Check in at scheduled project \"In Progress\" Check out from project \"Crew departed\" Arrival notification Stakeholders alerted Scheduling Benefits Feature Benefit Real time visibility Know where crews are Scheduling conflicts Identified early Routing optimization Data driven improvement On time tracking Performance metrics Location History and Analytics All GPS check ins are stored permanently for analysis. History Uses Use Application Verify site visits Customer inquiries Mileage tracking Vehicle maintenance, reimbursement Pattern analysis Optimize routing Performance review On time arrival rates Step by Step: View Location History 1. Go to Reports GPS History 2. Select employee or project 3. Set date range 4. View map of check ins 5. Export data if needed Privacy and Data Security GPS location data is handled with appropriate protections. Privacy Safeguards Protection Description Work hours only Data collected during active work User awareness Personnel know when tracked Encryption In transit and at rest Access control Authorized personnel only Location data is used solely for operational purposes like verifying site attendance and optimizing routing. Troubleshooting Location not capturing? Enable location services on device Allow DrillerDB location permission Check GPS signal (indoor locations may fail) Check in showing wrong location? Wait for GPS to acquire signal Move outdoors for better accuracy Verify device time/date correct Geofence alerts not working? Verify geofence is configured Check alert recipients set Confirm alerts are enabled Related Topics Daily Logs Activity documentation Tower Up/Down Drilling time tracking Real Time Updates Notification system Scheduling Calendar and assignments"},{"id":"getting-started/set-up-your-team","title":"Set Up Your Team","category":"getting-started","categoryTitle":"Getting Started","description":"Add employees, assign roles, and configure permissions for your crew.","headings":"Quick Start Step-by-Step: Set Up Your Team Open Settings > Users Search or filter by role Open Add User Choose the right role Submit only when access is approved Access boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Use Settings Users to review who has access, filter the team by role, edit existing users, and prepare new team members with the right contact details and role. Creating or inviting a user changes account access, so this guide records the review and prepared add boundary without submitting the new user. Quick Start 1. Open Settings Users . 2. Review active users, role badges, MFA status, and account status. 3. Search or filter by role before editing access. 4. Open Add User and enter the teammate's contact details. 5. Choose the least privileged role that matches the teammate's work. 6. Click Add User only after the email, password, phone, and role are approved. Step by Step: Set Up Your Team Open Settings Users Open the Users settings page to review active users, role badges, MFA indicators, and account status. This is the admin workspace for team access. Search or filter by role Use Search to find a teammate by name, email, phone, or role. Use Filter by role to narrow the list to admins, office staff, supervisors, field techs, or standard users before making changes. Open Add User Click Add User to prepare a new teammate. The form collects name, email, phone, initial password, and role. Choose the right role Pick the least privileged role that matches the person's work. Admins can manage company settings; office users handle office workflows; supervisors and drillers support field operations. Only use Admin for people who should manage users, settings, billing configuration, and other company wide controls. Submit only when access is approved Review the email, role, phone, and password before clicking Add User. The guide recording stops at this review point and proves the prepared example user was not created. Adding a user grants account access. Confirm the role and recipient before submitting. Access boundary Adding a user grants access to the company account. The guide recording prepares a realistic teammate record, stops before Add User , and verifies that the example user was not created. Use the final submit step only after the teammate, email address, initial password path, and role have been reviewed by an admin or owner. Related Topics Getting Started Create Your First Project Track Time Security Settings"},{"id":"inventory/inventory-reports","title":"Reporting & Exports","category":"inventory","categoryTitle":"Products & Services","description":"Value, usage, low-stock, and CSV exports for Products & Services","headings":"At-a-Glance Metrics Usage Chart Low Stock Alerts Cost and Retail Exporting Data Step-by-Step: Export for Analysis Using the Data for Decisions Troubleshooting Related Topics","content":"Reporting & Exports Products & Services surfaces its analytics directly on the working screens rather than in a separate reports section. The Items list shows value and low stock at a glance, the usage chart tracks consumption over time, and CSV exports let you take the raw data into a spreadsheet for anything deeper. At a Glance Metrics The summary cards at the top of the Items list update as your catalog changes. Card Shows Use for Total Value Quantity times unit cost across stocked items Capital tied up in inventory Categories Number of active categories Catalog breadth Low Stock Materials below their reorder point Reorder planning Below zero items count as $0 in Total Value until you reconcile them, so a Total Value that looks low can be a sign to clear the negative stock banner first. Usage Chart A usage chart on the Items list plots material consumption over a date range you choose. It is the fastest way to see which periods drove the most usage and to sanity check reorder points against real demand. Low Stock Alerts The Low Stock Alerts panel lists every material below its reorder point, with the current quantity against the threshold. Click an item to open it, or use Show Low Stock Only to filter the whole list to reorder candidates before building a purchase order. Cost and Retail Unit cost drives the value figures on the list and the value column on each row. On an item's detail page, the retail calculator works out a retail price from a markup, or a markup from a target retail price, so you can price consistently across the catalog. Exporting Data CSV export is the path to custom analysis. Two exports cover most needs. Export Where Contains Items Export CSV on the Items list The current filtered catalog with names, SKUs, categories, quantities, costs, reorder points, and locations Transactions Export CSV on the Transactions tab The filtered transaction log for a period or type Step by Step: Export for Analysis 1. Open the Items list or the Transactions tab 2. Apply the filters you want (category, type, date range) 3. Click Export CSV 4. Open the file in your spreadsheet tool Because exports respect the active filters, you can narrow to one category or one month first and export exactly that slice rather than the whole catalog. Using the Data for Decisions Decision Where to look What to reorder Low Stock card and Show Low Stock Only filter How much to order Usage chart and recent usage in the New PO flow Where value is concentrated Total Value card and the Items CSV by category Pricing adjustments Unit cost trends in the transaction export Troubleshooting Numbers look off? Confirm unit costs are current Clear the negative stock banner so below zero items stop reading as $0 Export not downloading? Check your browser's popup or download blocker Narrow the filters to reduce the export size Related Topics Managing Items View items and value Transactions Record and export usage Stock Level Tracking Reorder points and status Purchase Orders Turn reorder needs into orders"},{"id":"maps","title":"Maps & Geospatial","category":"maps","categoryTitle":"Maps & Geospatial","description":"Visualize your jobs on a map and manage GPS coordinates","headings":"Quick Start: Use the Job Map Features Map Views Step-by-Step: Correct a Project Location Step-by-Step: Plan Tomorrow's Route Cluster Topics in This Section Related Topics","content":"Maps & Geospatial DrillerDB provides interactive mapping to help you visualize job locations and navigate to sites. Quick Start: Use the Job Map 1. Open Maps and review the rebuilt console map tabs 2. Use status chips to narrow visible projects 3. Apply layers and filters for employee, well, drill, priority, GPS, geology, and township context 4. Click a marker to open project details 5. Use route and direction controls only after the office reviews the crew handoff Features Job Map View all jobs on an interactive map Project Maps See individual project locations GPS Coordinates Manage and adjust location data Directions Get driving directions to job sites Map Views Color coded markers by status Interactive map navigation Filter by status chips and dropdown controls Info windows with project details Step by Step: Correct a Project Location 1. Open the project record 2. Go to the location/map section 3. Click Adjust Location 4. Move or refine the marker in the map modal 5. Save and verify map placement Step by Step: Plan Tomorrow's Route Cluster 1. Filter map to Open Job status 2. Narrow to the target employee/team 3. Pan to the service region 4. Open each marker and validate travel order 5. Send crews with map based directions Topics in This Section Job Map View all jobs on an interactive map with project markers Maps & Geology Review rebuilt console map, layer, route, public well, and geology estimator surfaces Map Filtering Filter map markers by status chips and dropdown controls Project Map View individual project locations with detailed map information GPS Coordinates Input, adjust, and validate GPS coordinates for projects Directions Get turn by turn directions to job sites using Google Maps integration Related Topics Projects Core records that drive map markers Scheduling Use map context for route planning DepthMap Standalone well map workflows"},{"id":"projects/sending-proposals","title":"Send a Project Proposal","category":"projects","categoryTitle":"Projects & Proposals","description":"Build proposal line items, preview the customer-facing proposal, and send or create the proposal without sending.","headings":"Quick Start Step-by-Step: Send a Project Proposal Open the project Proposal tab Add or review proposal line items Click Create Proposal Confirm recipients and customer-facing options Create or send the proposal Customer delivery and training mode Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. The Proposal tab turns a project shell into a customer facing quote. Use it to review line items, add pricing, set terms, choose recipients, configure down payments, and either send the proposal or create the customer proposal record without sending while you are still drafting. Quick Start 1. Open the project Proposal tab. 2. Add or review proposal line items. 3. Click Create Proposal . 4. Confirm recipients, message, attachments, approval link, and down payment settings. 5. Click Send for real customer delivery or Create Without Sending for a draft/customer portal snapshot. Step by Step: Send a Project Proposal Open the project Proposal tab From a project page, open the Proposal tab. This is where project pricing, proposal terms, customer facing proposal records, approvals, change orders, and resend controls live. Right after you create a project, the Proposal tab is the next step before converting the work to an open job. Add or review proposal line items Use the line item editor to describe the work, quantity, unit cost, and tax setting. The section builder helps with grouped proposals; the flat list is fastest for a simple well quote. Save the proposal after major pricing changes. Create Proposal also saves pending edits before it opens the send dialog. Click Create Proposal Click Create Proposal in the header. DrillerDB saves the latest pricing snapshot and opens the Send Proposal dialog for proposal date, validity, name, recipients, message, attachments, approval link, and down payment settings. Confirm recipients and customer facing options Review the primary recipient and CC list, customize the email message, decide whether to attach the PDF, include the approval link, require a signature line, and set any required or optional down payment. For a dry run, use Create Without Sending . For real customer delivery, verify the recipient address and then click Send . Create or send the proposal Click Send to email the proposal to the customer. If you are still drafting, click Create Without Sending to create the proposal record and customer portal snapshot without sending email. The Sent Documents section then shows the proposal status, recipient, total, and customer link controls. Customer delivery and training mode Use Send only when the recipient email, message, terms, attachments, approval link, and down payment settings are ready for the customer. Use Create Without Sending when you want to create the proposal record, snapshot, and customer portal version without delivering email yet. For guide recordings and QA assets, the DrillerDB team uses Create Without Sending so the workflow can be demonstrated without emailing a customer. Related Topics Projects & Proposals Create Your First Project Project Statuses Billing"},{"id":"reports/quickbooks-export","title":"QuickBooks Export","category":"reports","categoryTitle":"Reports & Statistics","description":"Export completed projects to QuickBooks and keep accounting in sync","headings":"Quick Start: Export completed projects (IIF) One-click IIF export Live QuickBooks sync What syncs Choosing an approach Troubleshooting Related Topics","content":"QuickBooks Export DrillerDB moves project and invoice data into QuickBooks two ways: a one click QuickBooks IIF export from the Reports page for QuickBooks Desktop, and a live QuickBooks connection (Online or Desktop Web Connector) managed from Settings and Accounting. Quick Start: Export completed projects (IIF) 1. Open Reports from the navigation ( Data group). 2. Scroll to Operational Exports . 3. On the QuickBooks IIF card, click Download IIF . 4. In QuickBooks Desktop, choose File Utilities Import IIF Files and select the downloaded file. 5. Completed projects import as invoices. The IIF export is a manual, one file at a time hand off for QuickBooks Desktop. For automatic, ongoing sync of invoices, proposals, and payments, set up the live QuickBooks connection instead (see below). One click IIF export The QuickBooks IIF card on the Reports page exports your completed projects as invoices in tab separated IIF format the import format QuickBooks Desktop understands. The file downloads to your browser; you then import it in QuickBooks via File Utilities Import IIF Files . Nothing is sent to QuickBooks automatically with this method it is a manual export. Live QuickBooks sync For continuous sync, connect QuickBooks once and let DrillerDB push data as it changes: Connect go to Settings Integrations and connect QuickBooks Online, or connect QuickBooks Desktop through the Web Connector wizard. Full setup steps are in QuickBooks Online Integration. Sync behavior the Accounting Settings page controls automatic sync: turn auto sync on or off, choose whether invoices and proposals sync automatically, and set job site sales tax by well location. Queue a full sync once connected, you can queue a full sync of all eligible records from Accounting Settings. Monitor Accounting Sync Status shows the QuickBooks Desktop connection state, queue depth (pending, in flight, failed), recent job history, and Force sync / Retry failed controls. What syncs The live connection keeps customers, invoices, and payments aligned between DrillerDB and QuickBooks. When a customer doesn't yet exist in QuickBooks, DrillerDB creates one from your contact record. Line items on the project export as invoice line items. Choosing an approach IIF export simplest hand off when you only need to move completed projects into QuickBooks Desktop occasionally and don't want a live connection. Live sync best when you want invoices and payments to stay current automatically without repeated manual imports. Troubleshooting IIF import errors confirm you are importing into QuickBooks Desktop (IIF is a Desktop format) and use File Utilities Import IIF Files. Live sync not running open Accounting Sync Status . Check the connection state and failed job count, then use Retry failed, or reconnect from Settings Integrations if the connection dropped. For QuickBooks Desktop, remember the Web Connector polls on its own schedule, so a forced sync takes effect at the next poll. Customer or item conflicts verify customer names and email addresses match, and that referenced products/services exist in QuickBooks. Related Topics Export Options All report export formats Reports & Analytics The full reports hub QuickBooks Online Integration Connection setup and live sync configuration"},{"id":"scheduling/drag-drop","title":"Drag and Drop Scheduling","category":"scheduling","categoryTitle":"Scheduling","description":"Clear drag-and-drop interface for rescheduling projects","headings":"Quick Start: Drag and Drop How Drag and Drop Works Basic Process Works Across All Views Reordering in List View Within a Team Step-by-Step: Reorder in List Between Teams Step-by-Step: Move Between Teams Rescheduling in Calendar View In Month View In Week View Step-by-Step: Calendar Reschedule Resizing Events Rescheduling in Gantt View Moving Along Timeline Step-by-Step: Gantt Reschedule Resizing Bars Cascade Scheduling What is Cascade? How Cascade Works Working Days Respected Validation and Error Handling What Gets Validated Error Messages Step-by-Step: Handle Validation Error Touch Support for Mobile and Tablet Touch Gestures Mobile-Specific Features Step-by-Step: Touch Drag Batch Updates and Performance How Updates Work Visual Indicators Error Recovery Automatic Recovery Manual Recovery Troubleshooting Related Topics","content":"Drag and Drop Scheduling Drag and drop is an interaction available across the Scheduling workspace, not a separate view it works in the List, Calendar, and Gantt views. It makes it fast and clear to organize, reorder, and reschedule your work: click and drag projects to new positions, dates, or teams to update your schedule in real time. Quick Start: Drag and Drop 1. Click and hold a project item 2. Drag to new position/date/team 3. Release to drop 4. System validates and saves 5. Following projects cascade automatically How Drag and Drop Works Basic Process Step Action 1. Click and hold Start the drag operation 2. Drag Move to desired location 3. Release Drop and save change 4. Validate System checks for conflicts 5. Cascade Following projects adjust Works Across All Views View Drag Action List View Reorder within team, move between teams Calendar View Move to new date/time Gantt View Move along timeline, resize duration Reordering in List View Within a Team Action Result Drag up Earlier in sequence, earlier date Drag down Later in sequence, later date Drop in position Dates recalculate for all projects Step by Step: Reorder in List 1. Find the project to move 2. Click and hold on the project row 3. Drag up or down in the list 4. Watch for drop zone indicator 5. Release when in desired position 6. All dates recalculate automatically Between Teams Action Result Drag to different team Project reassigned Original team Schedule recalculates New team Project added, dates set Step by Step: Move Between Teams 1. Click and hold project in source team 2. Drag to target team's card 3. Position in desired spot 4. Release to drop 5. Both teams' schedules update When moving between teams, drop the project in the position where you want it in the new team's sequence. Rescheduling in Calendar View In Month View Action Result Drag to new day Changes scheduled date Drop on same team Updates date only Drop on different week Moves to that week In Week View Action Result Drag to new day Changes date Drag to new time Changes start time Resize edges Adjusts duration Step by Step: Calendar Reschedule 1. Locate event block on calendar 2. Click and hold 3. Drag to new date/time cell 4. Event snaps to valid slot 5. Release to confirm 6. System validates and saves Resizing Events Drag Edge Effect Right edge right Increase duration Right edge left Decrease duration Left edge Adjust start time (Week View) Rescheduling in Gantt View Moving Along Timeline Drag Direction Result Drag left Schedule earlier Drag right Schedule later Release Snaps to work day Step by Step: Gantt Reschedule 1. Click and hold project bar 2. Drag left (earlier) or right (later) 3. Ghost bar shows new position 4. Release on target date 5. System validates and saves Resizing Bars Drag Action Effect Expand right edge Increase estimated hours Shrink right edge Decrease estimated hours Bar lengthens/shortens Duration changes Resizing a bar changes the project's estimated hours. This affects the project record, not just the schedule display. Cascade Scheduling What is Cascade? When You Following Projects Move earlier Shift earlier (if room) Move later Shift later Make longer Shift later Make shorter Shift earlier (close gap) How Cascade Works Step Description 1 You move/resize a project 2 System identifies following projects 3 Dates recalculate for each 4 Sequence maintained 5 No gaps or overlaps Working Days Respected Scenario System Behavior Cascade lands on weekend Moves to Monday Cascade lands on holiday Moves to next work day Outside working hours Adjusts to next valid time Validation and Error Handling What Gets Validated Check Prevents Overlap detection Double booking team Working hours Scheduling outside business hours Work week Scheduling on weekends Resource availability Conflicts with other assignments Error Messages Error Meaning Solution \"Scheduling conflict\" Would overlap Choose different date \"Non working hours\" Outside work day Move to valid time \"Team unavailable\" Team has conflict Choose different team Step by Step: Handle Validation Error 1. Attempt drag operation 2. System detects invalid move 3. Project returns to original position 4. Notification explains why 5. Try alternative position/date Touch Support for Mobile and Tablet Touch Gestures Gesture Action Press and hold Start drag Drag finger Move item Lift finger Drop and save Mobile Specific Features Feature Benefit Larger drop zones Easier targeting Visual feedback Shows drop position Haptic feedback Confirms actions (if enabled) Step by Step: Touch Drag 1. Press and hold project item (wait for haptic/visual feedback) 2. Drag finger to new position 3. Watch for drop zone highlight 4. Lift finger to drop 5. System validates same as mouse Batch Updates and Performance How Updates Work Scenario Behavior Single change Saves immediately Rapid changes Groups into batch Batch saves Single server transaction Visual Indicators Indicator Meaning Saving spinner Update in progress Green check Save successful Red warning Error occurred Wait for the saving indicator to complete before making additional changes to avoid conflicts. Error Recovery Automatic Recovery Situation System Response Validation fails Returns to original position Server error Reverts change, shows notification Connection lost Queues change for retry Manual Recovery Need To How Undo a move Drag back to original position Reset schedule Refresh page for server state Start over Contact admin to restore Troubleshooting Drag not starting? Ensure clicking directly on the item Try clicking and holding longer Check browser isn't blocking drag events Project snapping to wrong position? Release more precisely over target Zoom in for more control Use keyboard shortcuts if available Changes not saving? Check internet connection Wait for processing indicator Refresh and try again Cascade moving too many projects? This is by design for sequencing Adjust individual projects as needed Consider if original move was correct Touch not working on mobile? Press and hold longer before dragging Ensure touch isn't registering as scroll Try single finger drag Related Topics Calendar View Month/week calendar Gantt View Timeline visualization Board View Team card interface Conflict Detection Handling conflicts"},{"id":"settings/security","title":"Security & Multi-Factor Authentication","category":"settings","categoryTitle":"Settings & Admin","description":"Secure your DrillerDB account with MFA, passkeys, and other security features","headings":"Quick Start: Enable MFA Step-by-Step Workflow Multi-Factor Authentication (MFA) Available MFA Methods Setting Up MFA First-Time Setup Adding Additional Methods Requiring MFA for Your Company Signing In with MFA With Authenticator App With Passkeys With Backup Code Managing Security Settings Viewing Active Sessions Revoking Passkeys Regenerating Backup Codes Account Recovery Lost Authenticator Access Lost All MFA Methods Security Best Practices Recommended Setup Session Lifetime (Current Defaults) Password Guidelines Device Security Troubleshooting Authenticator Code Not Working Passkey Not Working Locked Out of Account Support Related Topics","content":"Security & Multi Factor Authentication DrillerDB provides security controls to protect your account and company data. This guide covers setting up multi factor authentication (MFA) and managing account security settings. Quick Start: Enable MFA 1. Go to Settings Security 2. Click Enable Multi Factor Authentication 3. Choose method: Authenticator App (recommended) or Passkey 4. Complete setup verification 5. Save backup codes securely Always generate and save backup codes after enabling MFA. These are your only way to recover account access if you lose your phone or authenticator app. Step by Step Workflow 1. Go to Settings Security 2. Click Enable Multi Factor Authentication 3. Choose method: Authenticator App (recommended) or Passkey 4. Complete setup verification 5. Save backup codes securely Multi Factor Authentication (MFA) MFA adds an extra layer of security beyond your password. Even if someone obtains your password, they can't access your account without the second factor. Available MFA Methods DrillerDB supports three MFA methods: 1. Authenticator App (TOTP) Use an authenticator app like Google Authenticator, Authy, or 1Password to generate time based one time passwords. Setup: 1. Go to Settings Security 2. Click Enable Authenticator App 3. Scan the QR code with your authenticator app 4. Enter the 6 digit code from the app to verify 5. Save your backup codes securely Benefits: Works offline Compatible with any TOTP authenticator Codes refresh every 30 seconds 2. Passkeys (WebAuthn) Passkeys provide passwordless authentication using biometrics (fingerprint, face) or hardware security keys. Setup: 1. Go to Settings Security 2. Click Add Passkey 3. Follow your browser/device prompts to create a passkey 4. Name your passkey for identification (e.g., \"MacBook Touch ID\") Benefits: Phishing resistant authentication No codes to enter Works across devices with synced passkeys (iCloud, Google Password Manager) Supports hardware keys like YubiKey Supported Passkey Types: Touch ID (Mac) Face ID (iPhone/iPad) Windows Hello Android biometrics Hardware security keys (FIDO2) 3. Backup Codes One time use codes for emergency account access when other methods aren't available. Setup: 1. MFA must be enabled first 2. Go to Settings Security 3. Click Generate Backup Codes 4. Save or print the 10 codes 5. Store securely (not on your computer) Usage: Each code can only be used once Generate new codes anytime (invalidates old codes) Use only when other MFA methods fail Setting Up MFA First Time Setup 1. Navigate to Settings Security 2. Click Enable Multi Factor Authentication 3. Choose your primary method (Authenticator App recommended) 4. Complete the setup verification 5. Generate and save backup codes Adding Additional Methods After enabling MFA, you can add more methods: Multiple passkeys (one per device) Both authenticator app and passkeys for flexibility Backup codes always available as fallback Requiring MFA for Your Company Administrators can enforce MFA for all users: 1. Go to Settings Security Company Security 2. Enable Require MFA for all users 3. Set grace period for existing users to set up MFA 4. Users without MFA will be prompted at next login Signing In with MFA With Authenticator App 1. Enter your email and password 2. Open your authenticator app 3. Enter the current 6 digit code 4. Click Verify With Passkeys 1. Enter your email 2. Click Sign in with Passkey 3. Complete biometric verification (Touch ID, Face ID, etc.) 4. You're signed in (no password needed) With Backup Code 1. Enter your email and password 2. Click Use backup code below the code field 3. Enter one of your backup codes 4. The code is now used and can't be reused Managing Security Settings Viewing Active Sessions See all devices currently signed into your account: 1. Go to Settings Security Active Sessions 2. View device type, location, and last activity 3. Click Sign out to end any session remotely Revoking Passkeys Remove a passkey if a device is lost or compromised: 1. Go to Settings Security Passkeys 2. Find the passkey to remove 3. Click Revoke 4. The passkey can no longer be used to sign in Regenerating Backup Codes If you've used or lost your backup codes: 1. Go to Settings Security 2. Click Regenerate Backup Codes 3. Old codes are immediately invalidated 4. Save the new codes securely Account Recovery Lost Authenticator Access If you lose access to your authenticator app: 1. Use a backup code to sign in 2. Go to Settings Security 3. Disable and re enable authenticator app 4. Set up with your new device Lost All MFA Methods If you've lost access to all MFA methods: 1. Contact support@drillerdb.com 2. Provide account verification information 3. Support will verify your identity 4. MFA can be reset after verification Security Best Practices Recommended Setup For maximum security: 1. Enable authenticator app as primary method 2. Add at least one passkey for convenient access 3. Generate backup codes and store offline 4. Enable session timeout for automatic logout Session Lifetime (Current Defaults) Web sessions: 7 days Mobile sessions: 90 days Password Guidelines Even with MFA, use strong passwords: Minimum 12 characters Mix of letters, numbers, symbols Don't reuse passwords across sites Consider a password manager Device Security Protect devices used to access DrillerDB: Keep devices locked when not in use Enable device encryption Keep software updated Don't access from public computers Troubleshooting Authenticator Code Not Working Verify your device's time is correct (codes are time sensitive) Make sure you're using the right account in your authenticator app Try the next code if current one just expired Passkey Not Working Ensure your browser supports WebAuthn Try a different browser if issues persist Verify biometric sensors are working Check that passkey wasn't revoked Locked Out of Account First try backup codes If no backup codes, contact support Have account verification information ready Support Security questions or concerns? Contact: Email : support@drillerdb.com Phone : (920) 709 9975 Related Topics Users & Access User management User Roles Permission levels Activity Log Security monitoring Creating Your Account Account setup"},{"id":"settings/users-access","title":"User Management","category":"settings","categoryTitle":"Settings & Admin","description":"Add, edit, and manage team member access in DrillerDB","headings":"Quick Start: Add a User Step-by-Step Workflow Users vs Employees Add or Edit a User Deactivate a User Password and Sign-In Management Session Behavior (Current Production) Troubleshooting Related Topics","content":"User Management Use Settings Users & Access to manage login accounts, role assignments, and account lifecycle. Quick Start: Add a User 1. Open Settings Users & Access 2. Click Add User 3. Enter name and email 4. Assign a role 5. Save the user record Step by Step Workflow 1. Open Settings Users & Access 2. Click Add User 3. Enter name and email 4. Assign a role 5. Save the user record Users vs Employees Type Login Access Typical Use User Yes Office staff, managers, field users who need app login Employee No Scheduling/assignment records without login Add or Edit a User 1. Open Settings Users & Access 2. Click Add User or select an existing user 3. Update profile details 4. Set the role 5. Save changes Deactivate a User Deactivation is preferred over deletion because it preserves history. 1. Open user details 2. Change status to inactive/deactivated 3. Save Password and Sign In Management Admins can trigger password resets. Google sign in can be used when configured for the account. Session behavior is managed by backend auth rules. Session Behavior (Current Production) Web sessions default to a 7 day lifetime. Mobile sessions use a longer lifetime (90 days). Users can sign out and sign back in to refresh auth state. Troubleshooting User cannot sign in Confirm the account is active Verify email spelling Trigger password reset Role update did not apply Save changes and have user sign out/in Confirm you edited the correct user User not visible in list Check search/filter state Confirm company context Related Topics User Roles Role definitions Security Settings MFA and account security Activity Log Audit history"},{"id":"work-orders/work-order-billing","title":"Pump & Service Work Order Billing","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Turn a completed Pump/Service job into a customer invoice","headings":"Quick Start: Bill a Job Where the Charges Come From Create the Invoice After Creating Troubleshooting Related Topics","content":"Pump & Service Work Order Billing Once a Pump/Service job is finished, billing turns the recorded work into a customer invoice. The line items you saved while running the job carry straight into the invoice, so there is no re entry. Quick Start: Bill a Job 1. Record labor and parts on the Proposal & Items tab as you run the job. 2. Move the job to Complete . 3. Open the Invoices tab, or click Create Invoice in the header. 4. Review the invoice, then create it (with or without sending). Billing is limited to office, admin, and accountant roles. If you do not see the Invoices tab or the Create Invoice button, check your role in Settings. Where the Charges Come From On a pump/service job, the quote lines and the service items are the same list, kept on the Proposal & Items tab. Add labor, parts, and any other billable rows there while you run the job. 1. Open the job and go to Proposal & Items . 2. Add each billable line with a description, quantity, and unit price. 3. Save. See Run a Pump/Service Job for the full flow. Parts pulled from stock are tracked on the Inventory tab and stay tied to the job. Create the Invoice 1. Confirm the job is Complete and the line items are correct. 2. Click Create Invoice in the header (or open the Invoices tab and start one). 3. Review the invoice number, recipients, due date, message, terms, and payment options. 4. Create the invoice. Use Create Without Sending when the office needs a reviewable record before it reaches the customer. The full step by step, including the review before sending boundary, lives in the companion billing guide: Create an Invoice from Completed Work. After Creating Created invoices appear in the job's Invoices tab, where you can review, send, take payment, revise, or void them, and open the customer invoice page. Review the recipient, terms, total, and payment options before sending. Use Create Without Sending first if the office wants to check the customer facing record. Troubleshooting No Create Invoice button? Your role must be office, admin, or accountant. Invoice total looks wrong? Check the line items on the Proposal & Items tab. Confirm parts and quantities on the Inventory tab. Invoice didn't reach the customer? Verify the recipient email on the invoice. Resend from the Invoices tab, or open the customer invoice page. Related Topics Create an Invoice from Completed Work The full invoicing walkthrough Run a Pump/Service Job Record the billable work Work Order Details The job workspace Billing Invoicing and payment workflows"},{"id":"accounting/banking","title":"Banking","category":"accounting","categoryTitle":"Accounting","description":"Manage bank and credit-card accounts, import and categorize transactions, reconcile, and connect bank feeds","headings":"Bank Accounts Register Import Bank Feeds For Review Rules Reconcile Undeposited Funds Related topics","content":"Banking The Banking tab manages your bank and credit card accounts and the transactions in them. Add accounts, bring transactions in (manually, by CSV import, or through an automatic bank feed), categorize them to your ledger, reconcile against statements, and deposit undeposited funds. Open Accounting Banking . The header shows a running total like \"3 accounts $12,345.00 cash\" (the headline total is cash only; credit card balances are excluded because they're liabilities). A New Bank Account button sits in the top right, and an account selector below the tabs sets which account most tabs act on. The page has eight tabs: Register , Bank Feeds , For Review , Reconcile , Rules , Import , Undeposited Funds , and Bank Accounts . Bank Accounts Each account shows as a card with its name, institution, balance, type, and last four digits, plus Default or Inactive badges where they apply. Add an account: 1. Click New Bank Account . 2. Enter the Account Name (required), optionally the Institution , and choose an Account Type (Checking, Savings, Credit Card, Petty Cash, Money Market, or Other). 3. Select the General Ledger Account it maps to (required). 4. Optionally set Last 4 , an Opening Balance , and whether it's the Default Account . 5. Click Save Bank Account . Register The transaction register for the selected account. Columns are Date , Description , Category , Amount , Balance , Status , and Booked (linking to the journal entry, or an \"Unbooked\" badge). Deposits show green, withdrawals red, and transfer linked rows carry a \"Transfer\" badge. Search transactions and page through 50 at a time. Add a transaction manually: 1. Select the account, then on the Register click Add Transaction . 2. Set the Transaction Date and Transaction Type (Deposit, Withdrawal, Fee, Interest, or Adjustment), enter the Amount , and optionally a Payee , Description , and Reference Number . 3. Click Save Transaction . Import Bring transactions in from a bank CSV file. 1. Select the target bank account and open Import . 2. Click Choose File and pick a .csv file, then click Import Transactions . 3. Review the preview it lists each transaction and how many are ready to import. 4. Click Confirm Import . Duplicates are detected and skipped, and the count is reported. Bank Feeds Connect a bank through Plaid to import transactions automatically. 1. Open Bank Feeds and use the connect button to link an institution. 2. Linked accounts import on their own. Each connection card shows the institution, how many accounts are linked, the last sync, and a status. 3. Click a card to see its detail linked accounts and their GL mappings, plus a sync history. For Review New feed and imported transactions land here to be categorized before they post to the ledger. Each row offers three actions: Categorize pick the GL account, then click Confirm & Post JE to post the entry. (If a rule matches, a suggested account appears with a confidence percentage.) Match link the transaction to an existing journal entry from the candidate list. Transfer link it to its counterpart on another account (a matching, opposite direction transaction) and click Record Transfer . There's no separate Transfers screen. To record a transfer, find the transaction in For Review, click Transfer , and link it to the matching entry on the other account. Both sides then show a \"Transfer\" badge in their registers. Rules Rules speed up review by suggesting a category for transactions whose description matches a pattern. 1. Click New Rule . 2. Set the Rule Name , the Contains Text to match, the Match Type (All or Any), the Post to Account , and an optional Payee . 3. Click Save Rule . A matching rule pre fills a suggestion in the For Review queue it does not post anything on its own. You still confirm each transaction. Reconcile Reconcile the selected account against a bank statement. 1. Open Reconcile , enter the Statement Date and Statement Ending Balance , and click Begin Reconciliation . 2. The session shows Statement Balance , Cleared Balance , Difference , and Items to Clear . 3. Click Clear / Unclear on items until the Difference reaches $0.00. 4. Click Complete Reconciliation (enabled only when the difference is zero). The difference must be $0.00 before you can finish. If it won't zero out, check for a transaction that's on the statement but not yet in the register (import or add it) or one entered at the wrong amount. Undeposited Funds When customer payments are collected but not yet deposited, they sit in undeposited funds until you group them into a bank deposit. 1. Open Undeposited Funds and make sure the correct bank account is selected at the top of the page. 2. Select the payments to deposit and click Add Selected (into a new or existing open batch), or click Create Deposit Batch first. 3. Set the Deposit Date and Deposit Memo . 4. Click Finalize Batch to post the deposit to the register as a single transaction. Related topics Payables paying bills draws from these accounts Receivables customer payments feeding undeposited funds Chart of Accounts the GL accounts bank accounts map to"},{"id":"billing/down-payments","title":"Down Payments","category":"billing","categoryTitle":"Billing & Invoices","description":"Step-by-step guide to configuring and collecting deposits","headings":"Quick Start: Collect a Down Payment Why Use Down Payments Configuration Options Company-Wide Default Per-Customer Settings Per-Project Override Step-by-Step: Setting Up Down Payment Step 1: Open Project Proposal Step 2: Configure Down Payment Step 3: Set Requirements Step 4: Send Proposal Collection Workflow How It Works Step-by-Step: Customer Pays Deposit Card Fees on a Deposit Manual Collection Down Payment Invoice What's Created Sending Invoice Applying to Final Invoice Automatic Application Manual Application Handling Cancellations When Customer Cancels Recommended Cancellation Policies Accounting Treatment QuickBooks Integration Manual Accounting Multiple Deposits Progress Billing Setting Up Progress Payments Troubleshooting Related Topics","content":"Down Payments Down payments help improve cash flow and reduce financial risk on large projects. This guide covers configuring deposits, collecting payments, and managing credits. Quick Start: Collect a Down Payment 1. Configure down payment in proposal 2. Send proposal to customer 3. Customer approves and pays deposit 4. Final invoice credits the deposit Why Use Down Payments Benefit Description Cash flow Receive funds before work Risk reduction Customer committed Material costs Cover upfront expenses Trust building Professional process Configuration Options Company Wide Default Set default for all projects: 1. Go to Settings Billing & Invoicing 2. Find Down Payment Settings 3. Set default percentage or amount 4. Save Per Customer Settings Override for specific customers: 1. Go to Contacts 2. Open the customer contact 3. Find Billing Preferences 4. Set custom down payment 5. Save Per Project Override Set for individual proposals: 1. Open project 2. Go to Proposal tab 3. Find Down Payment section 4. Set amount or percentage 5. Save Step by Step: Setting Up Down Payment Step 1: Open Project Proposal 1. Go to Projects 2. Open or create project 3. Navigate to Proposal tab 4. Add line items as usual Step 2: Configure Down Payment Option How to Set Percentage Enter % (e.g., 50%) Fixed Amount Enter dollar amount None Leave blank or set to 0 Example Settings: Scenario Setting Large project 50% down New customer 50% down Repeat customer 25% down Small job No down payment Step 3: Set Requirements Setting Effect Required Must pay to approve Optional Can pay now or later None No payment shown For large projects with new customers, require down payment before approval. This ensures commitment and reduces risk. Step 4: Send Proposal 1. Review proposal with deposit shown 2. Customer sees: Total project cost Down payment required Balance due after 3. Click Send Proposal Collection Workflow How It Works Step by Step: Customer Pays Deposit 1. Customer receives proposal 2. Reviews and clicks Approve 3. If payment required: Payment form appears Customer pays via card/ACH 4. Down payment recorded 5. You receive notification 6. Begin work Card Fees on a Deposit If you pass processing fees to customers, a card deposit adds 2.9 percent plus 30 cents on top of the deposit itself. On a $1,000 deposit that is $29.30, so the customer is charged $1,029.30. Paying by bank transfer adds a flat 50 cents, and most companies do not pass that one on at all. Colorado caps a card surcharge at 2 percent (C.R.S. 5 2 212), and the same statute bans surcharging a debit card outright rather than capping it. DrillerDB does not surcharge debit deposits in Colorado. Pass through is not yet applied to Colorado credit card deposits either: a deposit is quoted before the customer picks a card, a card's funding type cannot be read until they do, and nothing re prices the deposit after that, so a Colorado deposit collects no card fee on an ordinary payment whatever card the customer uses, and your company absorbs the processing fee on a credit card deposit. The 2 percent cap is the rule DrillerDB will enforce once pass through reaches Colorado credit cards, and only when your company's state is on file. See Billing Settings for the pass through switch. If you absorb fees instead, nothing is added and the customer is charged the deposit amount. Manual Collection If customer pays offline: 1. Create down payment invoice 2. Send to customer 3. Customer pays by check/cash 4. Record payment manually Down Payment Invoice What's Created Separate invoice with: \"Down Payment\" label Project reference Due: Immediately Amount: Deposit amount Sending Invoice Automatic: Created when proposal approved Sent immediately if configured Manual: 1. Open project 2. Click Create Down Payment Invoice 3. Send to customer Applying to Final Invoice Automatic Application When creating final invoice: 1. System detects down payment 2. Shows as credit line item 3. Reduces balance due Example: Line Item Amount Drilling services $10,000 Materials $2,000 Subtotal $12,000 Down Payment Credit $6,000 Balance Due $6,000 Manual Application If down payment not auto applying: 1. Open final invoice 2. Click Apply Credit 3. Select down payment 4. Credit added to invoice Handling Cancellations When Customer Cancels If a customer cancels before work begins: 1. Review your cancellation policy 2. Determine any applicable credits 3. Process refunds manually through your payment processor Automated refund processing is not currently available. Process refunds directly through your Stripe dashboard or issue manual refunds as needed. Recommended Cancellation Policies Scenario Common Policy Cancel before work Full refund Cancel after mobilization 50% retained Cancel after work starts No refund Customer dispute Case by case Include your cancellation and refund policy in proposals and contracts. Clear policies prevent disputes. Accounting Treatment QuickBooks Integration When connected: Down payment syncs as customer deposit (liability) Final invoice shows deposit credit Accounting handled correctly Manual Accounting If not using QuickBooks: Record deposit as customer deposit liability Transfer to revenue when work performed Apply credit on final invoice Multiple Deposits Progress Billing For very large projects: 1. Initial deposit (e.g., 25%) 2. Mid project payment (e.g., 25%) 3. Final payment (50%) Setting Up Progress Payments 1. Create first down payment 2. After milestone, create additional invoice 3. Record payments as received 4. Final invoice credits all deposits Troubleshooting Down payment not showing on proposal? Check Settings for default Verify amount entered Refresh and check again Customer can't pay deposit? Verify Stripe is connected Check payment requirement setting Try manual invoice instead Deposit not crediting final invoice? Ensure down payment marked as paid Link to same project Manually apply if needed Refund not processing? Check Stripe dashboard Verify within refund window (180 days ACH) Process manual refund if needed Related Topics Creating Invoices Invoice creation Stripe Payments Online payments Approval Workflow Customer approval QuickBooks Integration Accounting sync"},{"id":"equipment/dvir-reports","title":"DVIR Reports","category":"equipment","categoryTitle":"Equipment Management","description":"Driver Vehicle Inspection Reports for DOT compliance and safety","headings":"Quick Start: Complete a DVIR How DVIR Works in DrillerDB The Inspection Checklist Overall Condition Signatures Reviewing and Retaining Records Access an Equipment Record's Inspections Fleet DVIR History Benefits Beyond Compliance Troubleshooting Related Topics","content":"DVIR Reports Driver Vehicle Inspection Reports (DVIR) are required by the Department of Transportation for commercial vehicles. These inspections surface safety issues before they cause accidents or breakdowns, and the records prove compliance during audits. DVIR is a compliance feature enabled per account (Professional tier / compliance forms). If you do not see it, contact support@drillerdb.com to enable DVIR for your organization. Quick Start: Complete a DVIR 1. Open the DVIR form (mobile app, a project's inspection tab, or a new DVIR from the console) 2. Work through the inspection checklist and check any defective items 3. Add a detail note for each defect and any general remarks 4. Mark whether the vehicle's condition is satisfactory 5. Sign and date the report How DVIR Works in DrillerDB Drivers typically complete a DVIR from the mobile app. In the office, you can record or review one from a project's inspection tab or by creating a new DVIR in the console. Completed reports roll up to a fleet DVIR history at Equipment DVIR , and each equipment record shows its inspections on the Inspections & DVIR tab. The Inspection Checklist The DVIR form is a single checklist. You check the items that are defective anything left unchecked is considered fine. The checklist covers: Service Brakes Trailer Brake Connections Parking (Hand) Brake Steering Mechanism Lights and Reflectors Tires Horn Windshield Wipers Rear Vision Mirrors Coupling Devices Wheels and Rims Emergency Equipment For each item you mark defective, add a short detail describing the problem. A separate Remarks box captures any general notes. Overall Condition A single checkbox records whether \"the condition of the above vehicle is satisfactory.\" Combined with the checked defects, this drives the report's status (for example, pass, defects noted, or corrected). Signatures The report has three signature rows, each with a date: Signature Purpose Driver's Signature The driver who performed the inspection Company Agent's Signature The company representative who reviewed defects Driver Review The driver acknowledging the report before operating When defects are present, the review section includes two options: the above defects have been corrected , or the above defects need not be corrected for safe operation . These record how noted defects were handled. Fill in the defect details and remarks thoroughly they are the record you will rely on during a DOT audit or a dispute. Reviewing and Retaining Records Access an Equipment Record's Inspections 1. Open the equipment record 2. Open the Inspections & DVIR tab 3. Click any report to view its details Fleet DVIR History Go to Equipment DVIR for a fleet wide list of reports, where you can see status at a glance (pass, defects, corrected) and open individual reports. Benefits Beyond Compliance Benefit How It Helps Early problem detection Catch issues before they cause breakdowns Condition documentation Track vehicle condition over time Driver accountability Ownership of equipment care Audit readiness Records on hand for roadside and DOT reviews Liability protection Proof of proper inspection and follow up Troubleshooting Don't see DVIR at all? DVIR is enabled per account; contact support@drillerdb.com to turn it on Can't complete a DVIR on mobile? Make sure the mobile app is updated and you are signed in A report isn't showing on the equipment record? Check the Inspections & DVIR tab on that record, and the fleet list at Equipment DVIR Related Topics Equipment List View all equipment Service Logs Record repairs Maintenance Schedules Scheduled service GPS Tracking Equipment location"},{"id":"equipment","title":"Equipment Management","category":"equipment","categoryTitle":"Equipment Management","description":"Track your fleet, maintenance schedules, and equipment costs","headings":"Quick Start: Run Daily Equipment Workflow Dashboard Overview Key Features Step-by-Step: Add and Assign Equipment Step-by-Step: Close Out End-of-Day Equipment Updates Topics in This Section Getting Started Maintenance Management Analytics and Operations Quick Links Related Topics","content":"Equipment Management Manage your drilling fleet with complete equipment tracking, maintenance scheduling, and cost analysis. Quick Start: Run Daily Equipment Workflow 1. Open Equipment from the sidebar 2. Review overdue maintenance and inspection items 3. Open today's assigned equipment and verify readiness 4. Log any service work completed today 5. Confirm DVIR completion for road going units Dashboard Overview The equipment dashboard shows: Total equipment count Available equipment Overdue maintenance items Average utilization rate Key Features Equipment inventory management Service log tracking Maintenance scheduling DVIR (Daily Vehicle Inspection Reports) Cost tracking and analytics GPS device integration QR code generation Step by Step: Add and Assign Equipment 1. Create the equipment record in Equipment List 2. Set category, status, and identifying details 3. Add maintenance schedule intervals 4. Link the equipment to a project or work order 5. Confirm assignment visibility in operations views Step by Step: Close Out End of Day Equipment Updates 1. Open Service Logs 2. Record repairs, inspections, and parts used 3. Update equipment status if availability changed 4. Review Overdue Maintenance for tomorrow's planning 5. Export or review analytics for management follow up Topics in This Section Explore these topics to learn how to manage your drilling fleet effectively: Getting Started Equipment List View and filter your equipment inventory Adding Equipment Create new equipment records with required fields Maintenance Management Service Logs Record maintenance and repair activities Maintenance Schedules Configure scheduled maintenance intervals Overdue Maintenance Track and manage past due service items DVIR Reports Daily Vehicle Inspection Reports for DOT compliance Analytics and Operations Costs & Analytics Track equipment costs and analyze fleet performance Equipment Assignment Assign equipment to employees and track assignment history GPS Tracking Real time location tracking with Motive and GPS Trackit Quick Links For Daily Operations: Check equipment availability for project scheduling Log completed maintenance and repairs Review overdue maintenance items Complete DVIR inspections before vehicle operation For Management: Analyze equipment costs and utilization rates Plan maintenance schedules and replacement decisions Review GPS tracking data for fleet optimization Generate reports for budgeting and compliance Related Topics Scheduling Assign equipment to daily plans Field Operations Capture usage and inspection context Reports Analyze equipment performance metrics"},{"id":"field-operations/real-time-updates","title":"Real-Time Updates","category":"field-operations","categoryTitle":"Field Operations","description":"Live notification and schedule-refresh behavior, including company-context limits","headings":"Quick Start: Enable Real-Time Notifications How Real-Time Updates Work Connection Management Connection Status Indicators Automatic Recovery Process Step-by-Step: Configure Notification Preferences Supported vs Not Documented Here Chat Behavior Note Troubleshooting Related Topics","content":"Real time behavior in DrillerDB is company context dependent. When a signed in session has a valid positive company id, selected events can trigger faster notification and schedule refresh behavior between active sessions in the same company. Live delivery requires a valid company context and an active network connection. If an event does not arrive, refresh the page to reload current server data. Quick Start: Enable Real Time Notifications 1. Sign in to DrillerDB 2. Open Settings Notifications 3. Enable the notification categories you want 4. Open a second session and trigger a test change 5. Confirm live behavior, or refresh manually if another session does not update How Real Time Updates Work When enabled, the WebSocket connection can trigger: Notification refresh events for in app notifications Schedule refresh triggers for active scheduling views Automatic reconnect attempts after disconnects (up to 10 retries with backoff) Live events are a performance improvement, not a replacement for manual refresh. Connection Management The WebSocket client includes automatic reconnect logic when enabled. Connection Status Indicators Status Display User Action Connected Live updates active None needed Reconnecting Temporary interruption Wait for auto reconnect Disconnected No live events Refresh after connectivity returns Automatic Recovery Process Step What Happens 1. Disconnect detected Client starts reconnect logic 2. Exponential backoff Retry: 1s, 2s, 4s, 8s... (max 30s) 3. Retry limit reached Stops after 10 retries 4. Manual fallback User refreshes page to resync Step by Step: Configure Notification Preferences 1. Go to Settings Notifications 2. Enable/disable categories you want to receive 3. Save settings 4. Trigger a test event from another session 5. Confirm notification count/list updates If live updates stop, refresh the page. Manual refresh always restores current server state. Supported vs Not Documented Here Area Current Documentation Position Live notification refresh Supported with a valid company context Live schedule refresh triggers Supported with a valid company context User presence dots/availability UI Not documented as supported Guaranteed offline queue/sync for chat Not documented as supported Cross company event delivery Not supported; sessions must share company context Chat Behavior Note Chat is available in DrillerDB, but this page does not assume WebSocket backed chat delivery for all accounts. If message state appears stale, refresh the conversation. Troubleshooting No live updates at all? Confirm both sessions have a valid company context Check internet connectivity Refresh active sessions Schedule view looks stale? Refresh Scheduling Confirm the change actually saved Verify both users are in the same company context Connection repeatedly disconnects? Check network stability Disable problematic browser extensions Clear browser cache and retry Related Topics Real Time Features Company context overview Live Notifications Notification behavior Real Time Schedule Updates Scheduling sync behavior Connection Issues Network troubleshooting"},{"id":"getting-started/which-app","title":"Which DrillerDB App Am I In?","category":"getting-started","categoryTitle":"Getting Started","description":"DrillerDB runs two apps. This page explains which one your account uses and why a sign-in can move you.","headings":"Which one your account uses Where the Sign In link goes Why a sign-in can move you If you think you are in the wrong app Related Topics","content":"Which DrillerDB App Am I In? DrillerDB runs two apps against the same account and the same data: The console , at console.drillerdb.com. The classic app , at app.drillerdb.com. Your work is safe in either one. They read the same projects, the same customers, and the same invoices. Which one your account uses Your company belongs on the console if any of these is true: Someone created the company through sign up on the website. The company came from a DepthMap subscription. The company was created by a purchase through Stripe. Someone claimed a quote, and the claim link created the company. An admin turned on the console preview for your user. Companies that predate those paths stay on the classic app until someone moves them. Where the Sign In link goes The Sign In link on drillerdb.com opens the console sign in page. If your account still uses the classic app, the console tells you so and sends you to the classic sign in page with your email filled in. You enter your password there, once. Why a sign in can move you If your account belongs on the console and you sign in at the classic app, DrillerDB sends you to the console sign in page. That is expected, and nothing is wrong with your account. The account decides where you belong, so a browser that has opened the classic app for months does not change the answer. If your account does not belong on the console, signing in at the classic app keeps you there. You might see a note offering the console. You do not have to take it. If you think you are in the wrong app Sign in at the address for the app you expect: The console is at console.drillerdb.com. The classic app is at app.drillerdb.com. If a sign in still sends you somewhere you did not expect, write to support@drillerdb.com. Tell us the address you used and the address you landed on. The two together identify the rule that moved you. Related Topics Creating Your Account Sign up and sign in Dashboard Overview What you see after you sign in"},{"id":"inventory/purchase-orders","title":"Purchase Orders","category":"inventory","categoryTitle":"Products & Services","description":"Build purchase orders, browse supplier catalogs, and receive stock","headings":"Quick Start: Create a Purchase Order Suppliers Supplier Catalog Building a Purchase Order Step 1: Select a Supplier Step 2: Add Items Step 3: Review and Create The Purchase Order Builder Finalizing an Order Receiving Materials Step-by-Step: Record Received Materials Handling Discrepancies When to Use Purchase Orders Troubleshooting Related Topics","content":"Purchase Orders Purchase orders in Products & Services help you formalize what you are ordering from a supplier and keep a record of it. You build an order as a draft, refine its line items, then finalize it to assign a PO number. Quick Start: Create a Purchase Order 1. Open Products & Services , then the Purchase Orders tab 2. Click New PO 3. Select a supplier 4. Add line items (from the catalog, recent usage, or by hand) 5. Review the order and click Create Draft 6. Finalize the draft when it is ready to send Suppliers Purchase orders are built against your connected suppliers, managed on the Suppliers tab. Element Purpose Supplier card Contact details and catalog/PO counts for each vendor Data sharing Toggle whether a supplier's catalog is shared with your account Enabling data sharing with a supplier lets you browse their catalog and pull products straight onto a purchase order. Suppliers appear here once they are connected to your account. Supplier Catalog The Catalog tab lets you browse the products of any supplier you have enabled. 1. Open the Catalog tab and pick a supplier 2. Search or filter their products by category 3. Click the cart icon on a product to add it to a purchase order draft Each product shows its wholesale price, MSRP, and minimum order quantity, so you can compare and order without leaving the page. Building a Purchase Order The New PO flow is a three step wizard. Step 1: Select a Supplier Pick from your connected suppliers. If none are listed, connect one on the Suppliers tab first. Step 2: Add Items You have three ways to add line items, and you can mix them. Method How it works Catalog search Start typing in a line and choose a matching item from your catalog; price and unit prefill Add from usage Pull your recent usage (last 14, 30, or 60 days) in as suggested lines Manual entry Type a description, quantity, and unit price for anything not in the catalog Step 3: Review and Create Check the supplier, line items, and total, then click Create Draft . The draft opens in the Purchase Order Builder. The Purchase Order Builder Opening a draft gives you the full editor. Section What you can do Draft details Set the requested delivery date, delivery address, supplier notes, and internal notes Line items Edit description, quantity, and unit price; add manual items; remove lines Usage suggestions Add recently used items for this supplier with one click Draft field changes auto save after a few seconds, and Save Draft commits them immediately. Finalizing an Order When the draft is complete, click Finalize Purchase Order . Finalizing converts the draft into a supplier purchase order and assigns it a PO number. Drafts you have not finalized stay editable; a finalized order is locked as a record of what you committed to. Status Meaning Editable? Draft Still being built Yes Finalized Converted to a numbered PO No Receiving Materials Receiving stock is a manual step: finalizing a purchase order records the order but does not change inventory quantities. When a shipment arrives, record what you received with stock adjustments. Step by Step: Record Received Materials 1. Open Products & Services 2. For each item received, open it and click Adjust Stock 3. Choose Add and enter the received quantity 4. Note the PO number in the reason (for example, \"Received PO 1234\") 5. Repeat for each item on the order Referencing the PO number in each adjustment note ties the receipt back to the order, so the transaction history reads as a clean receiving record. Handling Discrepancies Discrepancy What to record Short shipment Add only what arrived; receive the rest later Over shipment Add the actual quantity and note the variance Wrong items Note the discrepancy and contact the supplier Damaged goods Add the undamaged quantity; note the damage When to Use Purchase Orders Purchase orders are optional. Use them when you want an ordering record and a committed total; skip them for simple, direct buying and just record receipts as stock adjustments. Troubleshooting No suppliers to choose from? Connect a supplier and enable data sharing on the Suppliers tab Can't finalize a draft? Add at least one line item; empty drafts cannot be finalized Inventory didn't change after finalizing? That is expected. Record receipts with stock adjustments referencing the PO Related Topics Managing Items View the catalog Transactions Record received stock Stock Level Tracking Reorder points and status Reporting & Exports Analyze spending and usage"},{"id":"maps/directions","title":"Directions","category":"maps","categoryTitle":"Maps & Geospatial","description":"Get turn-by-turn directions to job sites using Google Maps integration","headings":"Quick Start: Get Directions Getting Directions Platform Behavior Step-by-Step: Navigate to Job Site Alternative Navigation Apps Mobile Navigation Mobile Features Mobile Route Options Step-by-Step: Mobile Navigation Desktop Directions Desktop Features When to Use Desktop Directions Multi-Stop Routes Planning Multi-Stop Routes Step-by-Step: Plan Daily Route Distance and Travel Time Distance Information How Estimates Are Used Step-by-Step: Update Default Office Location Offline Access Offline Options Step-by-Step: Prepare for Offline Navigation Backup Navigation Options Troubleshooting Related Topics","content":"Directions DrillerDB integrates with Google Maps to provide turn by turn driving directions to job sites directly from project records. This navigation integration helps field crews reach project locations efficiently and reduces confusion caused by rural addresses or GPS inaccuracies. Quick Start: Get Directions 1. Open project record 2. Scroll to map section 3. Click Get Directions 4. Google Maps opens with route 5. Follow turn by turn navigation Getting Directions Platform Behavior Platform What Opens Desktop Google Maps website in new tab Mobile (app installed) Google Maps app Mobile (no app) Google Maps mobile website Step by Step: Navigate to Job Site 1. Open the project record 2. Locate map section 3. Click Get Directions below map 4. Google Maps launches automatically 5. Current location detected via GPS 6. Route calculated to job site 7. Follow turn by turn directions Alternative Navigation Apps App How to Use Apple Maps Copy GPS coordinates, paste in app Waze Copy GPS coordinates, paste in app Other apps Use latitude/longitude from project GPS coordinates are displayed on the project details page and can be copied for use with any navigation application. Mobile Navigation Mobile navigation is particularly valuable for field crews traveling between multiple job sites throughout the day. Mobile Features Feature Benefit Prominent button placement Quick access at top of project details Driving mode Ready for voice instructions Auto location detection No manual starting point needed Mobile Route Options Option Purpose Alternative routes Choose different paths Avoid tolls Skip toll roads Avoid highways Use surface streets Preview route See full path before starting Step by Step: Mobile Navigation 1. Open project on mobile device 2. Tap Get Directions button 3. Google Maps app opens 4. Location detected automatically 5. Review route options if desired 6. Tap Start for voice navigation Consider equipment transport restrictions when choosing routes. Avoid low bridges, weight restricted roads, and narrow streets. Desktop Directions Desktop users receive directions via the Google Maps website. Desktop Features Feature Shows Route map Visual path overview Written instructions Step by step directions Multiple routes Compare travel times Traffic overlay Current conditions When to Use Desktop Directions Use Case Benefit Route planning Plan before departing Travel time estimation Schedule appointments Access challenges Identify issues ahead of time Multi Stop Routes When traveling to multiple job sites in a single day, plan efficient multi stop routes. Planning Multi Stop Routes Method How View schedule map See projects by location Sequence by proximity Group nearby jobs together Manual ordering Arrange for efficient travel Step by Step: Plan Daily Route 1. Open project schedule 2. View scheduled projects on map 3. Note geographic clusters 4. Sequence stops by location 5. Navigate to first job 6. Continue to subsequent jobs Distance and Travel Time Project records automatically display distance and estimated travel time from your company's main office location. Distance Information Data Source Distance Google Maps road network Travel time Actual driving paths Traffic Typical patterns for time of day How Estimates Are Used Use Case Benefit Scheduling decisions Plan realistic timelines Fuel cost calculations Estimate travel expenses Customer communication Accurate arrival times Step by Step: Update Default Office Location 1. Go to Settings Company Settings 2. Find office address field 3. Update to primary dispatch location 4. Save changes 5. Future distance calculations use new location If you dispatch from multiple locations, set the most common origin as your default, then manually adjust estimates for exceptions. Offline Access While directions require internet connectivity to generate, you can prepare for offline use. Offline Options Method How It Works Pre load route Access directions while connected Download offline maps Save service area in Google Maps Dedicated GPS Portable unit works anywhere Step by Step: Prepare for Offline Navigation 1. While connected to internet, open directions 2. Route caches in Google Maps app 3. For full offline: download area maps 4. In Google Maps: tap profile Offline maps 5. Select your service region 6. Download completes for offline use Backup Navigation Options Device Benefit Dedicated GPS unit Works without cell coverage Downloaded maps Basic navigation offline Printed directions No electronics required Record project coordinates in a portable GPS device as backup. Many field crews carry dedicated units for remote areas without cell coverage. Troubleshooting Directions not generating? Verify project has valid GPS coordinates Check internet connection Try browser refresh Route seems wrong? Verify marker is in correct location Update coordinates if needed Check for road closures Route impractical for equipment? Avoid low bridges Check weight restrictions Use manual route selection Button not working on mobile? Check Google Maps app is installed Update Google Maps to latest version Try long press and \"Open in new tab\" Wrong starting location? Enable location services on device Grant browser location permission Manually adjust start in Google Maps Travel time seems inaccurate? Estimates are based on typical traffic Check real time conditions before departing Account for rural road speeds Related Topics Project Map Project location maps GPS Coordinates Coordinate management Job Map View all project locations Scheduling Overview Schedule management"},{"id":"projects/approval-workflow","title":"Approval Workflow","category":"projects","categoryTitle":"Projects & Proposals","description":"Step-by-step guide to customer proposal approval and digital signatures","headings":"Quick Start: How Approval Works Customer Portal Experience What Customers See Mobile-Responsive Design Step-by-Step: Customer Approval Process Step 1: Customer Opens Email Step 2: Customer Reviews Proposal Step 3: Customer Signs Digitally Step 4: Payment Processing (If Required) Down Payment Integration Configuring Down Payment Payment Methods Supported Payment Security Approval Notifications Instant Alerts Notification Contents After Approval Converting to Open Job What Happens Next Tracking Approval History Audit Trail Contents Viewing Approval Details Legal Protection Voiding and Revising Proposals When to Void How to Void a Proposal Sending a Revised Proposal Best Practices for Revisions Troubleshooting Related Topics","content":"Approval Workflow Once you send a proposal, customers review and approve it through the secure customer portal. DrillerDB's approval workflow captures legally binding digital signatures and optional down payments. Quick Start: How Approval Works 1. Customer receives proposal email 2. Customer clicks secure link to view proposal 3. Customer reviews line items and totals 4. Customer signs digitally and optionally pays deposit 5. You receive instant approval notification Customer Portal Experience What Customers See When customers click the proposal link, they access a secure portal showing: Section Contents Header Your company logo and contact info Project Details Location, well type, and project description Line Items Complete breakdown with descriptions and pricing Totals Subtotal, tax, deposit required, and grand total Terms Your terms and conditions Signature Digital signature capture field Mobile Responsive Design The portal works on all devices: Desktop : Full layout with sidebar navigation Tablet : Optimized touch interface Phone : Single column scrolling layout Customers can review and approve from anywhere. Step by Step: Customer Approval Process Step 1: Customer Opens Email 1. Customer receives email with subject line containing project details 2. Email displays your custom message 3. Customer clicks the View Proposal button The proposal link is unique to each customer and project. It cannot be forwarded to work for others without your permission. Step 2: Customer Reviews Proposal 1. Customer sees your company branding 2. Line items display with descriptions and pricing 3. Totals show subtotal, any taxes, and deposit amount 4. Terms and conditions are visible for review Step 3: Customer Signs Digitally To approve, customers must: 1. Scroll to signature section at bottom of proposal 2. Type their full legal name in the signature field 3. Check the checkbox agreeing to terms and conditions 4. Click Approve Proposal button Step 4: Payment Processing (If Required) If you've configured a down payment: Required Payment: 1. After signing, payment form appears 2. Customer enters credit card or selects ACH 3. Customer completes payment 4. Approval finalizes only after successful payment Optional Payment: 1. Customer can choose to pay now or later 2. Approval completes with or without payment 3. Invoice sent separately if payment deferred No Payment Required: 1. Approval completes immediately after signature 2. No payment form displayed Down Payment Integration Configuring Down Payment 1. Go to Settings Billing & Invoicing 2. Set default deposit percentage or fixed amount 3. Choose payment requirement: Setting Customer Experience Required Must pay to approve Optional Can skip payment None No payment displayed Payment Methods Supported DrillerDB uses Stripe for secure payment processing: Credit/Debit Cards : Visa, Mastercard, Amex, Discover ACH Bank Transfer : Direct bank payment (lower fees) Apple Pay/Google Pay : Where available Payment Security All payments are processed through Stripe's PCI compliant infrastructure: Card numbers never touch your server Bank level encryption Fraud detection built in Approval Notifications Instant Alerts When a customer approves, you receive: Notification Type Where Email Project manager's inbox Push Notification Mobile app In App Alert Bell icon in header Dashboard Update Project card updates Notification Contents Approval notifications include: Customer name Project ID and location Approval timestamp Payment status (if applicable) Link to view project After Approval Converting to Open Job Once approved, advance the project status: 1. Open the approved project 2. Click Convert to Open Job or advance status manually 3. Project moves to scheduling queue 4. Triggers downstream workflows If an admin turns on Move the project to Open Job when a proposal is accepted in Settings Notifications, an accepted proposal moves the project to Open Job on its own and you can skip the step above. It works the same whether the customer signs in the portal or someone in the office records an acceptance that came by phone or on paper. It applies only to proposals, and only while the project is still a Proposal. The switch is off until someone turns it on, so the manual step above is what happens by default. What Happens Next Action When It Occurs Status Update Immediately Scheduling Queue Immediately Invoice Created If configured Crew Notification After assignment Tracking Approval History Audit Trail Contents DrillerDB maintains a full approval audit trail: Data Point Purpose Signer Name Who approved Timestamp Exact date/time IP Address Location verification Device Info Browser/device used Payment Details Transaction ID if paid Proposal Version Which version was signed Viewing Approval Details 1. Open the project 2. Go to Activity tab 3. Find \"Proposal Approved\" entry 4. Click to view full details Legal Protection The audit trail provides: Proof of customer agreement Timestamped acceptance Terms accepted at approval Digital signature record Voiding and Revising Proposals When to Void Customer requests changes after viewing Pricing needs correction Scope changed before approval Error discovered after sending How to Void a Proposal 1. Open the project 2. Go to Proposal tab 3. Click Void Proposal 4. Enter reason for voiding 5. Confirm the void action Voided proposals cannot be restored. The customer can no longer approve the voided version. Sending a Revised Proposal After voiding: 1. Make necessary changes on Proposal tab 2. Review all line items 3. Click Send Proposal 4. Include message explaining revisions 5. New proposal replaces voided version Best Practices for Revisions Always contact customer before voiding Explain changes clearly in new email Highlight what changed from original Set new response deadline if needed Troubleshooting Customer can't find signature field? Signature section is at bottom of proposal Instruct customer to scroll down Mobile users may need to scroll further Approval not showing in system? Check Activity tab for status Verify customer completed all steps Check if payment was required but failed Refresh project page Customer approved but payment failed? Approval is on hold until payment succeeds Contact customer about payment issue Customer can retry payment via same link Consider marking payment as received manually Wrong person signed the proposal? Void the proposal Update customer contact if needed Resend to correct person Document in activity notes Customer wants to change after approval? Approved proposals are legally binding Create change order for modifications Document all changes in writing Both parties must agree to changes Related Topics Sending Proposals Email delivery Customer Portal Portal features Project Statuses Status workflow Stripe Connect Payment setup"},{"id":"reports/state-well-report-autofill","title":"State Well Report Autofill (Chrome Extension)","category":"reports","categoryTitle":"Reports & Statistics","description":"Fill Wisconsin, Colorado, Kansas, Texas, South Carolina and Oklahoma well report forms straight from your DrillerDB well data","headings":"Quick Start What it covers Before you start Step-by-Step: Fill a form Tables fill in too After you submit When something goes wrong A word of caution Related Topics","content":"State Well Report Autofill (Chrome Extension) You already typed the well data once. The DrillerDB Chrome extension puts it into the state's online well report form so you do not type it again. It works on the state agency's own website. You still review the form and you still hit submit. The extension only fills the boxes. Quick Start 1. Log in to app.drillerdb.com in Chrome. 2. Open the state well report form on the agency's site. 3. Type the Well ID into the DrillerDB Import box at the top right and click Import . 4. Read the filled form, then submit it on the state's site. 5. Come back and click Mark as submitted so the project's compliance status updates. What it covers State Agency Form Wisconsin DNR Well Construction Report Colorado DWR Well Construction Report Colorado DWR Well Abandonment Report Kansas KGS / KDHE Water Well Record (WWC5.2) Texas TDLR / TWDB Well Report (TWRSRS) South Carolina SCDES Notice of Intent to Construct (D 3647) Oklahoma OWRB Multi Purpose Well Completion and Plugging Report These are state forms. County and city permit forms are not part of the extension. For those, use the compliance tab on the project. Before you start 1. Use Google Chrome. The extension does not run in Safari or Firefox. 2. Install the DrillerDB State Well Report Autofill extension. 3. Log in to app.drillerdb.com in the same browser. That last step matters. The extension pulls your well data using your DrillerDB login, so if you are logged out it has nothing to pull. There is no separate password for the extension. Some states also need their own account, which is separate from DrillerDB: Kansas needs a KOLAR login. Your contractor details come from KOLAR, not from DrillerDB. Texas needs a TDLR/TWDB login. You also have to pick your driller and open a saved or new well report before the import will do anything. South Carolina needs an SCDES ePermitting login. Step by Step: Fill a form 1. Open the state's well report form in Chrome and get to the page where you would normally start typing. 2. Look at the top right of the page. A white box titled DrillerDB Import appears there once the extension recognizes the form. 3. Type the Well ID or Permit # into the box. 4. Click Import . 5. The box says \"Fetching data from DrillerDB\", then \"Filling form\". Give it a second. 6. Read the whole form before you submit it. Check the numbers against your own records. If the DrillerDB Import box never shows up, the extension did not recognize that page. Check that you are on one of the forms in the table above and that you are past the agency's login screen. Tables fill in too Geology, casing, and the other repeating rows are filled in as well, not just the single boxes. Every state lays these out differently, so this is the part most worth a careful read before you submit. A row in the wrong order is easy to miss and annoying to fix after filing. After you submit Once you have filed the report on the state's site, tell DrillerDB about it. The DrillerDB Import box shows a Mark as submitted button after a successful fill. 1. Type the state's confirmation number into the box if they gave you one. You can leave it blank. 2. Click Mark as submitted . This updates the compliance status on the project, so the well stops showing up as still owing a report. Skipping this does not break anything on the state's side, but your project will keep looking unfiled in DrillerDB. When something goes wrong \"Please enter a valid Well ID (letters, numbers, hyphens).\" The box is empty or has a character it does not accept. Retype the ID. \"Not logged in to DrillerDB. Log in at app.drillerdb.com and try again.\" Your DrillerDB session expired. Open app.drillerdb.com in another tab, log in, then come back and click Import again. You do not need to reload the state's form. \"This submission was already recorded in DrillerDB.\" You already marked this one as submitted. Nothing to do. The form filled, but some boxes are still empty. The extension only fills what DrillerDB has. If a field is blank, the well record is probably missing that value. Fill it in by hand on the state form, then add it to the well log in DrillerDB so the next report has it. A word of caution Read the filled form before submitting it. The extension is a typing shortcut, not a replacement for checking your own work. You are the one signing the report. Related Topics Well Log the well data the extension pulls from Reports & Statistics the rest of the reporting tools"},{"id":"scheduling/assigning-crews","title":"Assigning Crews","category":"scheduling","categoryTitle":"Scheduling","description":"Step-by-step guide to assign employees, drillers, and equipment to scheduled projects","headings":"Quick Start: Assign a Crew in 4 Steps Step-by-Step: Assigning a Team From List View From Project Details Step-by-Step: Assigning Driller & Helper Assign a Lead Driller Assign a Helper Step-by-Step: Assigning Equipment Add Equipment to a Project Check Equipment Availability Checking Crew Availability View Team Schedules Handling Conflicts Reassigning Projects Move to Different Team Swap Crew Members Crew Notifications Best Practices Keep Teams Stable Plan for Backups Consider Geography Match Skills to Jobs Weekly Review Troubleshooting Related Topics","content":"Assigning Crews Proper crew assignment ensures each project has the right people and equipment. This guide shows you how to assign teams, drillers, helpers, and equipment to your scheduled projects. Quick Start: Assign a Crew in 4 Steps 1. Open the project from Scheduling 2. Select a team 3. Assign lead driller and helper 4. Add required equipment Step by Step: Assigning a Team From List View 1. Open Scheduling from the sidebar and click Board in the view switcher 2. Find the project in its current team card, or add an unscheduled project from a team card's project selector 3. Drag the project onto the desired team's card 4. Release to assign dates auto calculate based on team workload List view groups scheduled work under each team card there is no separate \"unassigned\" bucket. To schedule an unscheduled project, use the project selector on the team card you want it on, or open the project and pick a team from its details. From Project Details 1. Click any project to open the details modal 2. Find the Team dropdown 3. Select the team to assign 4. Click Save to confirm Team assignments sync immediately. All team members receive notifications about new assignments. Step by Step: Assigning Driller & Helper Assign a Lead Driller 1. Open the project details (click project in any scheduling view) 2. Locate the Driller dropdown 3. Select the lead driller from available field employees 4. Save changes The lead driller: Receives priority notifications Can update project status from mobile Is shown as primary contact on schedules Assign a Helper 1. Open project details 2. Find the Helper dropdown 3. Select an assistant from the team roster 4. Save changes Helpers receive the same project information as the lead driller. Step by Step: Assigning Equipment Add Equipment to a Project 1. Open project details 2. Scroll to the Equipment section 3. Click Assign Equipment 4. Select from your equipment inventory: Drill rigs Pumps Service vehicles Tooling 5. Add multiple items as needed 6. Save assignments Check Equipment Availability Before assigning equipment: 1. Go to Equipment in sidebar 2. Click an equipment item 3. View the Schedule tab 4. Check for conflicts with other projects The system warns you if equipment is double booked but allows override if needed. Checking Crew Availability View Team Schedules In List View: Each team column shows assigned projects Red highlights indicate overload Gray dates show availability gaps In Gantt View: Timeline shows team workload visually Overlapping bars indicate conflicts Drag to adjust dates and resolve conflicts In Calendar View: Daily/weekly view of all assignments Click empty slots to add projects See all teams at once Handling Conflicts When you assign a crew to overlapping projects: 1. System displays a warning message 2. Review the conflict details 3. Choose to: Proceed anyway (field crews can handle both) Reassign to different team Adjust project dates Reassigning Projects Move to Different Team Using Drag and Drop (List View): 1. Click and hold the project card 2. Drag to the new team's column 3. Release to reassign Using Project Details: 1. Open project details 2. Change the Team dropdown 3. Save changes Swap Crew Members 1. Open project details 2. Change Driller or Helper selection 3. Save old assignee is removed, new one added 4. Both receive notifications of the change Crew Notifications When you make assignments, the system sends automatic notifications: Action Who Gets Notified Team assignment All team members Driller assignment Assigned driller Helper assignment Assigned helper Equipment assignment Equipment manager (if configured) Schedule change All assigned crew Notifications go via: Push notification (mobile app) Email In app notification bell Best Practices Keep Teams Stable Crews that work together regularly develop better coordination. Avoid frequent reassignments when possible. Plan for Backups Assign backup crew for critical projects in case of delays or emergencies on other jobs. Consider Geography Assign teams based on region to minimize drive time. Teams closer to the job site can respond faster. Match Skills to Jobs Complex wells → experienced crews Simple residential → newer team members (training opportunity) Specialized work → certified technicians only Weekly Review Every week, review upcoming projects to ensure: All projects have complete crew assignments No scheduling conflicts exist Equipment is available Special requirements are noted Troubleshooting Can't find an employee in the dropdown? Check their user role (must be Field or Admin) Verify they're active in the system They may already be assigned to a conflicting project Equipment showing as unavailable? Check equipment schedule for conflicts Equipment may be out for maintenance Clear the previous assignment first Team not showing in List View? Teams are configured in Settings Scheduling Team must have at least one member Check team visibility settings Notifications not sending? Verify employee email is correct Check notification preferences in Settings Mobile push requires app installation Related Topics Teams View Manage team configurations Calendar View Day and week scheduling Gantt View Timeline scheduling Conflict Detection Resolve scheduling conflicts"},{"id":"settings/user-roles","title":"User Roles & Permissions","category":"settings","categoryTitle":"Settings & Admin","description":"What Admin, Office, Field Supervisor, Driller, and Accountant can each open in the console","headings":"Quick Start: Assign the Correct Role Step-by-Step: What each role can open What each role can do in Settings > Billing Admin Office Field Supervisor Driller Accountant The User role means different things in the two apps Troubleshooting Related Topics","content":"User Roles & Permissions Every person on your account has one role. The role decides which pages they can open in the console. On Settings Billing the role also decides which controls on that page they can use. An admin sets the role under Settings Users . Roles apply to the whole account, not to one project, so a person keeps the same role on every job. Quick Start: Assign the Correct Role 1. Open Settings Users . 2. Select the person. 3. Choose the role. 4. Save. 5. Ask them to sign out and back in. Only an admin can change a role. Step by Step: What each role can open An admin can open every page. The table covers the other three staff roles. Area Office Field Supervisor Driller Dashboard, projects, work orders, own timecards, equipment, maps Yes Yes Yes Scheduling Yes Yes No Invoices Yes Yes No Contacts Yes Yes No Reports and well inspections Yes Yes No Geology and geothermal Yes No Yes Accounting Yes No No Communications Yes No No Compliance and liens Yes No No Inventory Yes No No Open work queue Yes No No Fleet DVIR history Yes No No Timecard policy and pay settings Yes No No Settings, general Yes No No Settings Users No No No Settings Billing Yes Yes No Security, integrations, and API keys No No No Office and Field Supervisor can open Settings Billing and manage the card on file. Only an admin can change the plan or cancel the subscription. Only an admin can add, remove, and edit users. What each role can do in Settings Billing Page access is not the whole answer. The console checks the role again for each action on the page. Action Admin Office Field Supervisor Open the page Yes Yes Yes See the plan, the status, and the seat count Yes Yes Yes Add a card or update the card on file Yes Yes Yes Start a subscription when the company has none Yes Yes Yes Change the plan on an active subscription Yes No No Cancel the subscription Yes No No Set up Stripe Connect to accept customer payments Yes No No Driller and Accountant cannot open the page. The console hides the controls a role cannot use. The Cancel subscription button and the Stripe Connect card do not appear for Office or Field Supervisor. Admin For owners and the people you trust with the account itself. Admins reach every page, including billing, users, security, integrations, and API keys. Keep at least two admins so you are never locked out of plan changes, cancellation, or user management. Office For coordinators and office staff. Projects, scheduling, invoices, accounting, contacts, communications, compliance, liens, inventory, and reports, plus general settings. An Office user can open Settings Billing and manage the card on file. An Office user cannot change the plan, cancel the subscription, or manage users. Field Supervisor For the people running crews and jobs. Projects, scheduling, work orders, timecards, equipment, invoices, contacts, and reports. In the console, Settings Billing is the only settings page a Field Supervisor can open. They can see the plan and manage the card there. They cannot change the plan or cancel the subscription. On the classic app a Field Supervisor reaches the same pages an Office user does. Driller For field crews. Projects, work orders, timecards, equipment, maps, geology, and geothermal. No scheduling, no invoices, no contacts, and no settings. Accountant An outside CPA you invite from Accounting Settings . They see the Accounting area and nothing else, and you can revoke the invitation at any time. You cannot assign this role from Settings Users; it exists only through that invitation. See Accounting for what that area contains. The User role means different things in the two apps Some accounts still carry an older role named User . What it grants depends on which app the person opens, so decide from the app your team actually uses. In the console , despite the name, it is not a limited role. It grants the same access as Office, with one exception: a User cannot open Settings Billing . The Billing tab does not appear for them. In the classic app at app.drillerdb.com , it is genuinely limited, and far more so than Office. A User is shut out of areas an Office user reaches, including accounting and the QuickBooks connection, job costing, invoices, timecards, forms, team management, equipment, service contracts, compliance and billing. So the same person can reach most of Office's work in the console and be refused most of it in the classic app. If you meant to give someone Office's access, set their role to Office rather than leaving them on User, and it will mean the same thing in both places. A User on the classic app is not a safe or read only account, though. Many actions are not role gated at all, so a User can still do things like send a text or an email, add equipment, delete an equipment file, and start a bulk import. Use Driller or Field Supervisor if you want a role that is actually restricted. To give a User billing access in the console, change their role to Office, Field Supervisor, or Admin. If you want a limited role, use Driller or Field Supervisor instead. If someone is set to User and should have less access, change their role. Troubleshooting Someone cannot open a page you expected Check their role against the table above. If the role is right, have them sign out and back in so the change takes effect. Someone can open more than you intended If this is the console, check whether they are set to User, which grants Office access there. Move them to Driller or Field Supervisor. Someone can open less than you intended If this is the classic app, check whether they are set to User. It is much more limited than Office there, so accounting, job costing, invoices, timecards, forms, team, equipment and compliance are all closed to them. Change the role to Office. An Office user has no Billing tab Check whether their role is the older User rather than Office. In the console a User gets Office access everywhere except billing. Change the role to Office. An Office or Field Supervisor user cannot see the Cancel subscription button Cancellation is limited to admins. The console hides the button for the other two roles. It does not show a control that then fails. Ask an admin to cancel. Related Topics User Management adding, editing, and deactivating accounts Accounting the area an invited accountant can reach Security Settings password and sign in controls Activity Log who did what, and when"},{"id":"timecards/track-time","title":"Track Time","category":"timecards","categoryTitle":"Timecards","description":"Clock in, review weekly totals, and prepare manual time entries safely.","headings":"Quick Start Step-by-Step: Track Time Open Timecards Review weekly hours Open Add Entry Fill the shift details Submit only after review Review boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. The Timecards page is the place for office and admin users to review this week's hours and prepare manual time entries when the office needs to correct or add a shift. Payroll export and weekly approval are separate review steps, so this guide records the safe review flow and stops before creating a new manual entry. Quick Start 1. Open Timecards . 2. Review the clock in card, weekly totals, overtime, and recent entries. 3. Use Weekly Review only after the daily entries look right. 4. Click Add Entry when the office needs to prepare a manual time record. 5. Choose the employee, date, times, shift type, and notes. 6. Click Add Entry only after the manual entry has been reviewed. Step by Step: Track Time Open Timecards Open Timecards from the sidebar to see this week's hour totals, overtime totals, employee summaries, and recent entries. Review weekly hours Use the summary cards and Employee Hours This Week section to spot total hours, overtime, and employees who need a closer review. Use Weekly Review for approvals and payroll review after the daily entries look right. Open Add Entry Click Add Entry when the office needs to prepare a manual shift entry for an employee from the web console. Fill the shift details Choose the employee, date, start time, end time, shift type, and notes that explain why the entry is being added manually. Leave End Time blank only for an in progress shift. Closed manual entries should include both start and end times before payroll review. Submit only after review Review the employee, times, shift type, and notes before clicking Add Entry. The guide recording stops at this boundary and proves the example entry was not created. Payroll exports and approval actions are separate externally important review steps. Confirm the time entry first, then move to Weekly Review. Review boundary This guide records the daily time tracking and manual entry preparation flow. It does not clock a user in, create a manual entry, approve time, or export payroll data. Use Add Entry , Weekly Review , approvals, and payroll export only after the employee, dates, hours, notes, and payroll period have been reviewed by the office. Related Topics Timecards Time & Payroll Review Time Off Approvals Timecard Settings Set Up Your Team"},{"id":"work-orders/create-service-work-order","title":"Create a Pump/Service Job","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Start from the customer, let DrillerDB generate the project number, and capture the requested pump or service work.","headings":"Quick Start Step-by-Step: Create a Pump/Service Job Open the customer and click New Pump/Service Leave the project number on Auto-generate Choose the category and describe the work Confirm the customer, then create the job Service workflow context Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Start from the customer's Contacts page whenever the job may be quoted or billed. That path attaches the customer directly to the Pump/Service job. You can also start from the Pump/Service list and search for the customer on the form. DrillerDB generates the project number for you; link an existing project only when the service work belongs to a drilling job you already have. Quick Start 1. Open Contacts , choose the customer, and click New Pump/Service . 2. Leave Project number set to Auto generate Project # (default) ; DrillerDB assigns the number. 3. Choose Link to an existing project (optional) only when the service work belongs to a drilling job you already have. 4. Choose the category, optionally assign a field tech, and add the work requested note. 5. Confirm the customer, then click Create Pump/Service . If the customer is unassigned, add one in the workspace Contacts tab before invoicing. Step by Step: Create a Pump/Service Job Open the customer and click New Pump/Service Click Contacts in the left sidebar and open the customer. Click New Pump/Service in the top right corner. The setup form opens with that customer already selected. You can also start from Pump/Service New Pump/Service and search for the customer in the Customer field on the form. Leave the project number on Auto generate Auto generate Project # is selected by default, and it is the right choice for most pump and service calls: a Pump/Service job is its own project, so DrillerDB creates the project record with it. Choose Link to an existing project only when this work belongs to a drilling job you already have, then enter that project number. A number you have not used yet is created as a new project; a deleted one is refused. You do not need to create a project first. New Project Pump/Service brings you to this same form, carrying the customer you already picked. Choose the category and describe the work Choose the closest service category. You can assign a field tech now or leave it blank and dispatch the job later. In Work requested , write the short note the office or field tech needs, such as 'Pitless adapter leak excavate and reseal the pitless, then pressure test.' A short request is enough at creation time. Add labor, parts, pump data, files, and billing details after the workspace opens. Confirm the customer, then create the job Confirm Customer shows the person or company that should receive the proposal or invoice; search for them in that field if it is empty. Then confirm the project number choice, category, and work request, and click Create Pump/Service . DrillerDB creates the service job in Proposal status and opens the workspace. Service workflow context The preferred path is Contacts customer New Pump/Service because it directly attaches the customer needed for proposals and invoices. Starting from the Pump/Service list leaves the customer unassigned; add the customer in the workspace Contacts tab before creating an invoice. A Pump/Service job gets its own project number. Step 4 of the form defaults to Auto generate Project # (default) , so no parent project is needed and nothing has to be created first. Choose Link to an existing project (optional) only when the service work belongs to a drilling job you already have, then search for it by address, customer name, or project number. Continue the service path with Run a Pump/Service Work Order for status, service items, and completion, then use Quote Service Work when customer pricing needs to be saved before delivery. Related Topics Create Your First Project Pump & Service Work Orders Run a Pump/Service Work Order Quote Service Work Create an Invoice from Completed Work"},{"id":"equipment/costs-analytics","title":"Equipment Costs","category":"equipment","categoryTitle":"Equipment Management","description":"Track operating costs per piece of equipment","headings":"Quick Start: Record a Cost Cost Categories Reports Related Topics","content":"Equipment Costs Understanding what each piece of equipment costs to run helps you decide what to maintain, what to replace, and what a job really costs. DrillerDB records cost entries per equipment on a dedicated Costs tab. Quick Start: Record a Cost 1. Go to Equipment in the sidebar and open the equipment 2. Open the Costs tab 3. Click Add Cost 4. Pick a category, enter the amount and date, and add a description 5. Save — the entry joins the equipment's cost history and running total Cost Categories Each entry is filed under one category: Category Examples Fuel Diesel, gasoline Parts Replacement components Labor Shop or vendor labor Insurance Coverage premiums Registration Plates, permits Tires Replacements and repairs Maintenance Routine service Repair Breakdown fixes Other Anything that doesn't fit above The Costs tab shows the running Total across all recorded entries for the unit. When you record completed service in the Service Logs tab, add the matching cost entry too — together they give a complete maintenance spend picture per unit. Reports The equipment detail page also has a Reports tab (in the More overflow) where you can generate and export reports for the unit. Related Topics Service Logs Record completed service work Maintenance Schedules Plan recurring service Equipment List Fleet overview"},{"id":"inventory","title":"Products & Services","category":"inventory","categoryTitle":"Products & Services","description":"Track materials, services, and products, plus stock, transactions, and purchase orders","headings":"Quick Start Item Types Sections Topics in This Section Getting Started Step-by-Step: Weekly Reconciliation Related Topics","content":"Products & Services Build a catalog of the materials, services, and products your company sells and consumes, then track stock levels, usage, and purchase orders from one place. Select Products & Services in the sidebar to open the catalog. Quick Start 1. Open Products & Services from the sidebar 2. Click Add Item and choose an item type (material, service, or non inventory) 3. Enter a name, and add pricing, unit, and reorder point as needed 4. Record usage on projects and work orders 5. Review value, low stock alerts, and usage on the list, and export CSV for deeper analysis Item Types Every catalog item is one of three types. The type controls whether the item tracks a running quantity. Type Tracks stock? Best for Material Yes Physical goods you hold and consume (casing, grout, fittings) Service No Labor and services you bill (drilling, pump install, testing) Non inventory No Goods you sell or use without holding stock Materials show quantity, reorder point, and stock status. Services and non inventory items are stockless: they carry pricing and tax settings but no on hand quantity. Sections The Products & Services module is organized into tabs across the top. Tab Purpose Items Your catalog: add, edit, adjust stock, import/export Transactions Every stock change and material usage, filterable and exportable Catalog Browse connected suppliers' products and add them to a purchase order Purchase Orders Build and finalize purchase order drafts Suppliers Connected vendors and their shared catalogs Topics in This Section Managing Items Search, filter, edit, and organize your catalog Adding Items Create materials, services, and products Stock Level Tracking Reorder points, stock status, and negative stock cleanup Transactions Recording usage, adjustments, and movements Reporting & Exports Value, usage, low stock, and CSV exports Purchase Orders Build orders, browse supplier catalogs, and receive stock Getting Started Start by adding a few items. A material item can carry an initial quantity and a reorder point so the list warns you before you run out; a service or non inventory item just needs a name and a price. Each item can also hold a SKU, category, unit, tax settings, and an income account for accounting. As crews use materials on projects and work orders, the system records usage transactions automatically and decrements material stock. Reviewing the Transactions tab and the usage chart on the Items list helps you spot trends, tune reorder points, and plan purchasing. Step by Step: Weekly Reconciliation 1. Open the Products & Services list and check the Low Stock alerts 2. Review recent usage on the Transactions tab 3. Compare expected versus on hand quantities for key materials 4. Record stock adjustments with a reason for any variance 5. Build purchase orders for the items you need to reorder Related Topics Projects Apply material usage to project costs Pump & Service Work Orders Track service parts consumption Reports Export cost and usage trends"},{"id":"projects/search-filters","title":"Search & Filters","category":"projects","categoryTitle":"Projects & Proposals","description":"How to find projects quickly using search, filters, and the global search bar in DrillerDB","headings":"Quick Start Global Search The Projects Page Status Pills Search Box Advanced Filters Starring Projects Sorting the List Combining Search Methods Troubleshooting: \"Search Is Not Working\" Common Questions Related Topics","content":"Search & Filters DrillerDB gives you two fast ways to find projects: global search from anywhere in the app, and the Projects page itself, where status pills, a search box, and an advanced filter panel narrow your list. Quick Start 1. Press Cmd+K (Mac) / Ctrl+K (Windows) for the fastest lookup anywhere in the app 2. Open Projects when you want to narrow the project list 3. Click a status pill such as Proposals , Open Jobs , Complete , or Closed 4. Use the search box to find a project by well key, address, or contact name 5. Click Filters to narrow by employee, well type, drill type, state, county, priority, or contact Global Search The fastest way to find anything in DrillerDB. The global search bar sits in the top bar of every page. 1. Click the search bar, or press Cmd+K (Mac) / Ctrl+K (Windows) 2. Start typing a name, project ID (well key), address, or keyword 3. Results appear instantly, grouped by category (Projects, Contacts, Employees, Invoices, Notes, Lab Samples) 4. Click any result to jump directly to it 5. Press Escape to close Global search works no matter which filters are active on the Projects page, so it's the quickest way to reach a specific project. Use the p: prefix (for example p:12345 ) to search projects only. See Global Search for the full list of prefixes. The Projects Page Open Projects from the left menu to work with your list. New Project , Import , and Export CSV buttons sit at the top right. Summary cards show counts for Proposals, Open Jobs, and Complete on the current page, plus the total matching your filters. Status pills , a search box , and a Filters panel let you narrow the list. Status Pills Six pills at the top of the list filter projects by stage, plus an optional Needs a Date pill. Click one to filter instantly. Pill Shows All Every project regardless of status Proposals Projects still in the proposal/quote stage Open Jobs Active jobs being worked Needs a Date (optional) Open Jobs with nothing on the schedule yet accepted work that still needs a date. Shown when your company turns on Settings Display & Features Show the Needs a Date chip on Projects (off by default) Complete Work finished, ready for invoicing Closed Archived projects Starred Only the projects you've starred Needs a Date shows the same work as the Needs a date list on the Scheduling page, so filtering here and reading the scheduling rail give you the same jobs rather than two nearly equal answers. The two totals can still differ, and that is correct: the Scheduling rail also counts unscheduled work orders, and the Projects list does not include work orders at all. The pill is off until an admin turns it on under Settings Display & Features Show the Needs a Date chip on Projects . Turning it off only hides the pill. If you open a link that already has the Needs a Date filter applied, the pill appears anyway so you can see what is filtering the list and clear it. A job counts as needing a date when it is an Open Job with no scheduled date. Having no driller assigned is a separate question a job can be on the calendar with no crew named yet. Search Box The search box above the list filters your projects as you type. It matches on: Well key (the project ID number) Address (well location) Contact name (client or company) The search box narrows the current list. To search across projects, contacts, invoices, and more from anywhere in the app, use global search (Cmd+K). Advanced Filters Click the Filters button to open the advanced filter panel. A badge on the button shows how many filters are active. Filter What it does Employee Show only projects assigned to a specific person Well Type Filter by well type Drill Type Filter by drilling method Priority Filter by priority (1 Not Ready, 2 Almost, 3 Ready, 4 Emergency, 5 On Hold) State Filter by the state where the well is located County Filter by county (the list narrows to your selected state) Contact Search Search by a contact's name, optionally limited to Owner, Builder, or Pump Installer Filters combine with each other and with the status pills and search box. When the panel is closed, active filters appear as removable pills above the list so you can see and clear exactly what's applied. Click Clear all in the panel to reset every advanced filter at once. Selecting Employee = \"Craig\" and the Open Jobs pill together shows only Craig's active jobs. Starring Projects Star the projects you're actively working so you can pull them up fast. Star a project from its row in the list. Click the Starred pill to show only your starred projects. Star the 5 10 projects you're on this week, then click Starred to see just those. Sorting the List Click any column header in the project table to sort by that column status, next step, priority, ID, date, client, address, county, or type. Click the same header again to reverse the direction. By default the list shows the most recently updated projects first. Combining Search Methods For the best results, layer your tools: 1. Start broad : click a status pill (for example Open Jobs ) to narrow the list. 2. Add a filter : open Filters and pick an Employee, State, or County. 3. Then search : type in the search box to find a specific project within the filtered results. To reset, click the All pill and use Clear all in the Filters panel. Troubleshooting: \"Search Is Not Working\" If a project isn't showing up, check these first: Check your status pill. On the Proposals pill you won't see open or completed projects. Click All to search across every status. Check your active filters. An Employee, State, or County filter hides projects that don't match. Look at the active filter pills above the list and remove any you don't need, or click Clear all . Try global search instead. Global search (Cmd+K) looks across all projects, contacts, invoices, and notes regardless of the filters on the Projects page. Search is case insensitive. Typing \"smith\" finds \"Smith\" and \"SMITH\". The most common reason a project seems to \"disappear\" is an active status pill or filter. Always check your active filters first. Common Questions What's the difference between the search box and global search? The search box on the Projects page filters the current project list. Global search (top bar, Cmd+K) searches across projects, contacts, employees, invoices, notes, and lab samples from anywhere in the app. Can I search by well key (project ID)? Yes. Type the number into the Projects search box, or use p:12345 in global search for an exact jump. Can I search by contact type? Yes. Open Filters and use Contact Search , then choose Owner, Builder, or Pump Installer. Do filters carry over between sessions? Status pills and filter selections reset when you leave the page. Starred projects persist across sessions. Related Topics Projects Overview Project management basics Project Statuses Understanding the project lifecycle Creating Projects Adding new projects Global Search Search from anywhere in the app"},{"id":"reports/lab-samples-and-dnr-export","title":"Lab Samples and the DNR XML Export","category":"reports","categoryTitle":"Reports & Statistics","description":"Find a water quality sample on the console Lab page, then download the DNR XML export for a date range","headings":"Quick Start Before you start Step-by-Step: Find a sample What the date boxes start with Step-by-Step: Download the DNR XML export When the download does not happen Related Topics","content":"Lab Samples and the DNR XML Export The Lab page holds your water quality samples, your lab customers, and your public water system records. It is also where you produce the DNR XML file that covers a range of sample dates. This page shows you how to find a sample, and how to download the export. Quick Start 1. Open the Lab page at console.drillerdb.com/lab. 2. Type a lab sample number, an owner name, or a customer name into the search box at the top, then click Search . 3. Click Edit on the row you want. 4. Scroll down to Print Reports . 5. Read the dates in DNR export start and DNR export end , then click Download DNR XML Export . Before you start Three things must all be true before the Lab page opens: You are signed in. Your role is admin or office. Your company is on the lab allowlist. The allowlist holds one company today: company 1, Sam's Well Drilling. No other company reaches the Lab page, whatever its plan. Your plan matters as well, because lab reports are a Professional feature, so a lab company on a lower plan loses the page too. No failed check gives you a message, and each one sends you somewhere different. If you are not signed in, you land on the sign in page, and the console returns you to the Lab page once you sign in. If your role is not admin or office, you land on your own start page: the dashboard for most roles, Accounting for an invited accountant, the customer portal for a portal user. If your company is off the allowlist, or your plan does not include lab reports, you land on the dashboard. The export controls are narrower still. They render only for the admin role, and only on a sample that is already saved. An office user sees the sample editor and the print reports, but no export boxes. Step by Step: Find a sample 1. Open the Lab page. 2. Type into the search box at the top of Water Quality Samples , then click Search . The search matches the lab sample number, the DNR sample number, the owner's first name, the owner's last name, the well address, and the customer name. 3. To narrow by source, click All , Internal , or External . Internal means a lab sample number that does not start with E. External means one that does. 4. The page lists 25 samples at a time. To widen the list, click the link at the bottom of Recent Samples . It reads Load 25 more , or a smaller number when fewer than 25 are left. 5. To go back to the full list, click the Clear link that appears beside the Search button. It drops the search term, keeps any source or date filter you set, and returns the list to 25 rows. 6. Click Edit on the row you want. The matching samples appear in two tables. The upper table is Recent Samples and it is read only. The lower table, also titled Water Quality Samples , carries the Edit button. Both tables show the same search results. The lower table has its own search box, worded the same way. That box filters only the samples already on the page, so it cannot find a sample the server has not sent yet. Use the box at the top when you want to search every sample. If you already know the number, go straight to the sample. The address console.drillerdb.com/lab?sample= followed by the lab sample number opens the editor for that sample. The record ID works there too. What the date boxes start with Both date boxes are filled in when the page loads. The window is the last 24 months, ending today. On 7 September 2026 the boxes read 2024 09 07 and 2026 09 07. The start day never rolls forward into the next month. On 29 February the start date becomes 28 February two years earlier, so the window keeps its full 24 months instead of starting a day late. Both boxes are date pickers, so your browser decides how the date looks on screen. The value sent to the server is always the YYYY MM DD form the DNR validator requires. Step by Step: Download the DNR XML export 1. Open a saved sample, as above. The export controls sit in the Print Reports section, below the report buttons. 2. Set DNR export start and DNR export end . 3. Click Download DNR XML Export . 4. The file downloads with a name built from the range, such as dnr well dates 2024 09 07 2026 09 07.xml . The message line then reads \"Downloaded DNR XML export.\" The file covers every sample collected inside the range, not only the sample you opened. Opening a sample is how you reach the button. It does not narrow the file. Each download carries its own batch id, built from the range and the clock, so the DNR does not reject a second file for the same dates as a duplicate. When the download does not happen \"Choose a start and end date for the DNR XML export.\" One of the two boxes is empty. Fill both in and click again. Nothing is sent to the server until both boxes carry a date. \"startDate cannot be later than endDate.\" The start date falls after the end date. Swap the two dates. \"startDate must be a date in YYYY MM DD form.\" A box holds something the validator does not read as a date. Pick the date again with the picker. The same sentence appears for endDate . \"Unable to download DNR XML export.\" The request failed and the server sent no reason. Click the button again. If the message comes back, write to support@drillerdb.com and quote the two dates you used. No export boxes under Print Reports. Either your role is office rather than admin, or the sample has not been saved yet. Save the sample, then look again. The file holds fewer samples than you expected. The export selects on the collection date, so a sample with a missing or unreadable collection date is left out whatever its lab sample number. Open the samples you expected to see and check the collected date before you file. Related Topics Export Options the other exports on the Reports surface User Roles & Permissions what admin and office can each open Submit a Required Compliance Form filing state and county forms from a project"},{"id":"scheduling/conflict-detection","title":"Conflict Detection","category":"scheduling","categoryTitle":"Scheduling","description":"Automatic detection and resolution of scheduling conflicts","headings":"Quick Start: Handle Conflicts Types of Scheduling Conflicts Team Overlap Conflicts Equipment Conflicts Resource Availability Automatic Conflict Detection When Detection Runs System Response Visual Conflict Indicators In Calendar View In Gantt View In List View Cascade Scheduling Prevention How Cascade Prevents Conflicts Cascade Behavior Working Hours Validation Validated Settings Default Working Hours Resolving Team Conflicts Resolution Options Step-by-Step: Resolve Team Conflict Resolving Equipment Conflicts Resolution Options Step-by-Step: Resolve Equipment Conflict Manual Conflict Review What to Review Manually Review Checklist Conflict Warnings vs Errors Hard Conflicts (Errors) Soft Warnings Best Practices for Conflict Prevention Buffer Time Estimation Accuracy Proactive Management Troubleshooting Related Topics","content":"Conflict Detection DrillerDB's scheduling system includes intelligent conflict detection to prevent double booking, overlapping assignments, and other scheduling errors. The system automatically checks for conflicts when you make scheduling changes and provides warnings and resolution options. Quick Start: Handle Conflicts 1. Make a scheduling change 2. System checks for conflicts 3. If conflict found, see warning 4. Choose resolution: Reschedule project Reassign to different team Adjust duration 5. Save resolved schedule Types of Scheduling Conflicts Conflict Type Description Resolution Team overlap Same team, overlapping dates Reschedule or reassign Equipment conflict Same equipment, overlapping use Reschedule or substitute Resource unavailable Crew on time off or training Assign different crew Working hours Outside business hours Move to valid time Team Overlap Conflicts Situation Example Double booked Team A assigned to two projects same day Overlapping dates Project ends after next project starts Insufficient gap No travel time between distant projects Equipment Conflicts Situation Example Same rig Drill rig assigned to two projects Support equipment Pump/compressor needed elsewhere Critical path Key equipment unavailable Resource Availability Situation Check For Time off Crew member on vacation Training Scheduled training days Other assignments Already assigned elsewhere Automatic Conflict Detection When Detection Runs Action Detection Runs Drag and drop Immediately on drop Date change When saving change Team reassignment When saving change Duration change When resizing/saving System Response Severity Response Hard conflict Prevents save, must resolve Soft warning Allows save with warning Information FYI notification, no action needed Visual Conflict Indicators In Calendar View Indicator Meaning Overlapped events Time conflict Warning color Conflict exists Red border Hard conflict In Gantt View Indicator Meaning Overlapping bars Time conflict Striped pattern Conflict warning Red highlight Must resolve In List View Indicator Meaning Warning badge Conflict detected Red icon Hard conflict Yellow icon Soft warning Click any warning indicator to see details about the conflict and suggested resolutions. Cascade Scheduling Prevention How Cascade Prevents Conflicts Mechanism Effect Auto shift following projects Maintains spacing Respects work days Skips weekends Preserves sequence No overlaps Cascade Behavior When You System Does Move project earlier Shifts following earlier (if room) Move project later Shifts following later Make project longer Pushes following out Make project shorter Pulls following closer Cascade can sometimes push projects further into the future than desired. Review the full schedule after major changes. Working Hours Validation Validated Settings Setting Validation Start time Cannot schedule before End time Cannot schedule after Work days Skips non work days Holidays Skips configured holidays Default Working Hours Day Hours Monday Friday 8:00 AM 5:00 PM Saturday Off (configurable) Sunday Off Configure in Settings General Settings . Resolving Team Conflicts Resolution Options Option When to Use Reschedule Team available on different date Reassign Other team has capacity Adjust duration Can shorten one project Split project Multi day project can break Step by Step: Resolve Team Conflict 1. Identify conflicting projects 2. Decide which to move 3. Check team availability 4. Either: Drag project to new date, OR Drag project to different team 5. Verify no new conflicts created 6. Save changes Resolving Equipment Conflicts Resolution Options Option When to Use Reschedule Equipment available later Substitute Alternative equipment exists Prioritize One project must come first Rent equipment No other option Step by Step: Resolve Equipment Conflict 1. Identify equipment conflict 2. Check equipment inventory 3. Find alternative or available dates 4. Either: Reschedule one project, OR Assign different equipment 5. Update project equipment assignment 6. Save changes Manual Conflict Review What to Review Manually Check Look For Travel time Distant sequential projects Workload balance Team overload Skill matching Certified crew for job type Customer commitments Promised dates Review Checklist Item Action Distance between projects Verify travel time sufficient Workload concentration Spread evenly across teams Skill requirements Match crew to job complexity Customer expectations Confirm promised dates met Conflict Warnings vs Errors Hard Conflicts (Errors) Type Must Resolve Before Save Team double book Yes Equipment double book Yes Working hours violation Yes Soft Warnings Type Can Proceed with Warning Short travel time Yes (your judgment) High workload Yes (your judgment) Close to deadline Yes (your judgment) Best Practices for Conflict Prevention Buffer Time Project Type Recommended Buffer Local projects 15 30 minutes Distant projects 30 60 minutes Complex setups 1+ hour Estimation Accuracy Practice Benefit Track actual vs estimated Improve future estimates Review after completion Identify pattern issues Communicate with crews Get realistic input Proactive Management Practice Benefit Weekly schedule review Catch issues early Daily morning check Confirm day's work Real time updates React to changes Schedule a weekly 15 minute planning session to review upcoming work and address potential conflicts before they become problems. Troubleshooting Conflict warning won't go away? Verify the conflict is actually resolved Check for hidden overlapping projects Refresh page to update display Can't find source of conflict? Check equipment assignments Review team member availability Look for non obvious overlaps System allowing conflict to save? May be a soft warning, not hard error Check system settings Report if appears to be a bug Cascade creating new conflicts? Review entire team schedule Manually adjust projects as needed Consider splitting multi day projects Equipment conflict but equipment shows available? Check for maintenance scheduling Verify equipment status is \"Active\" Review all projects using that equipment Related Topics Calendar View View conflicts visually Gantt View Timeline conflict view Drag and Drop Moving projects Assigning Crews Team assignments Teams View Team capacity"},{"id":"settings/project-settings","title":"Project Settings","category":"settings","categoryTitle":"Settings & Admin","description":"Configure default project fields, templates, and custom field definitions","headings":"Quick Start: Configure Project Settings Step-by-Step Workflow Default Project Fields Basic Defaults Location Settings Date Defaults Project Templates Creating Templates Template Components Using Templates Custom Fields Field Types Creating Custom Fields Field Organization Field Visibility Proposal Configuration Proposal Defaults Line Item Display Pricing Display Project Numbering Numbering Schemes Well Key System Project Stages Defining Stages Status Workflow Document Settings Required Documents Document Templates Saving Changes Troubleshooting Related Topics","content":"Project Settings Project Settings allow you to customize how projects and proposals are created and managed in DrillerDB. Configure default values, templates, and custom fields to match your business processes. Quick Start: Configure Project Settings 1. Go to Settings Projects 2. Set default status and assignment values 3. Create project templates for common job types 4. Add custom fields for business specific data 5. Configure proposal appearance 6. Click Save Project templates can significantly speed up project creation. Create templates for your most common job types like \"Residential Well\" or \"Pump Replacement.\" Step by Step Workflow 1. Go to Settings Projects 2. Set default status and assignment values 3. Create project templates for common job types 4. Add custom fields for business specific data 5. Configure proposal appearance 6. Click Save Default Project Fields Basic Defaults Set default values for new projects: Status Defaults Initial project status (typically \"Quote\" or \"Lead\") Default priority level Automatic status transitions Status change notifications Assignment Defaults Default sales person Default project manager Default crew assignment Equipment assignment rules Financial Defaults Default payment terms (Net 30, Net 15, etc.) Tax rate application Down payment percentage Pricing tier or markup These defaults save time when creating new projects by pre filling common values. Location Settings Configure location related defaults: Default state or region Radius for local vs. travel charges Mileage rate for travel Default township/range format Date Defaults Set how dates are handled: Estimated completion timeframe Default scheduling buffer Proposal expiration period (30 days standard) Reminder timing for follow ups Project Templates Creating Templates Build reusable project templates: 1. Go to Settings Projects Templates 2. Click Create Template 3. Name your template (e.g., \"Residential Well\", \"Commercial Pump\") 4. Configure template settings: Default line items Standard pricing Required fields Custom checklist items 5. Save template Template Components Templates can include: Line Items Pre configured services Standard quantities Default pricing Item descriptions Cost codes Custom Fields Template specific fields Required vs. optional fields Field validation rules Help text for users Documents Standard attachments Required permit forms Safety checklists Customer acknowledgments Using Templates When creating a new project: 1. Click New Project 2. Select template from dropdown 3. All template settings apply automatically 4. Modify as needed for specific project 5. Template original remains unchanged Templates significantly speed up project creation for common job types. Custom Fields Field Types Create custom fields to track business specific data: Text Fields Single line text Multi line text areas Format validation (phone, email, URL) Character limits Number Fields Integer or decimal Min/max value ranges Currency formatting Unit of measure Date Fields Date picker Date range Relative dates (e.g., \"30 days from start\") Selection Fields Dropdown menus Radio buttons Checkboxes Multi select lists Boolean Fields Yes/No toggles True/False checkboxes Conditional visibility Creating Custom Fields To add a custom field: 1. Go to Settings Projects Custom Fields 2. Click Add Field 3. Configure field properties: Field name and label Field type Required or optional Default value Validation rules Help text 4. Choose where field appears (project details, proposal, etc.) 5. Save field definition Field Organization Organize custom fields effectively: Group related fields into sections Use clear, descriptive labels Order fields logically Hide rarely used fields by default Make only essential fields required Field Visibility Control when fields are visible: Show on project creation Display in project details Include on proposals Print on invoices Conditional visibility based on project type Proposal Configuration Proposal Defaults Configure how proposals are generated: Header Information Company logo placement Contact information display Proposal numbering format Date format Content Sections Introduction text Terms and conditions Payment schedule Warranty information Signature requirements Footer Settings Closing statement Company tagline Contact information Legal disclaimers Line Item Display Customize how services appear: Show/hide unit prices Display quantity and units Show item codes Include descriptions Subtotal grouping Pricing Display Control pricing visibility: Show individual line items Display subtotals by category Show/hide cost columns Tax calculation display Total formatting Project Numbering Numbering Schemes Configure project identification: Automatic Numbering Sequential numbering Year based prefixes (2025 001) Category codes (RES 001, COM 001) Custom format patterns Manual Numbering Allow custom project numbers Validation rules Duplicate detection Format requirements Well Key System DrillerDB uses a unique well key system: Automatic assignment Never reused Permanent identifier Linked across all records Configure well key starting number and format. Project Stages Defining Stages Customize project lifecycle stages: 1. Add custom status values 2. Define status colors 3. Set automatic transitions 4. Configure notifications 5. Define required fields per stage Status Workflow Build workflow rules: Required approvals Field completion requirements Document requirements Role based transitions Automatic status changes Document Settings Required Documents Specify documents needed per project type: Safety data sheets Permit applications Customer agreements Insurance certificates Completion reports Document Templates Upload standard documents: Contract templates Proposal formats Invoice layouts Report templates Form letters Templates can include merge fields that auto fill with project data. Saving Changes Project Settings changes affect: Change Type Affects Default values New projects only Templates New projects using template Custom fields All projects (new field visible) Existing projects Previous settings retained Always test new settings with a test project before rolling out company wide. Custom field deletions are permanent. Fields and their data cannot be recovered once deleted. Consider hiding fields instead of deleting. Troubleshooting Template not appearing? Verify template is saved and active Check template is not restricted by role Refresh project creation page Custom field not showing? Verify field visibility settings Check field is assigned to correct section Confirm user role has access Defaults not applying? Verify default values are saved Check for template overriding defaults Try creating project without template Related Topics Creating Projects Project creation workflow Project Templates Template usage Proposals Proposal management Custom Fields Field configuration"},{"id":"timecards","title":"Timecards","category":"timecards","categoryTitle":"Timecards","description":"Review employee hours, time-off requests, and timecard policy settings","headings":"Quick Start: Review Timecards Access Notes Top Tabs Step-by-Step: End-of-Week Timecard Review Topics in This Section Related Topics","content":"Timecards Timecards in DrillerDB help office/admin teams review hours, investigate employee time details, and manage time off and overtime policy settings. Quick Start: Review Timecards 1. Open Timecards from the sidebar and review daily tracking 2. Use Time & Payroll review to move through weekly review, time off, policies, and export readiness 3. Stay on Hours tab for high level employee summaries 4. Click an employee row/card for detailed history 5. Export CSV only when payroll reconciliation is ready 6. Switch to Time Off and Settings tabs as needed Access Notes Web timecards access is intended for office/admin style roles. Field users generally clock and submit from field workflows. Top Tabs Tab Purpose Hours Employee timecard summaries and detail drill down Time Off Review upcoming requests and approval queue Settings Configure policy controls such as overtime behavior Step by Step: End of Week Timecard Review 1. Open Timecards Hours 2. Review total hours and exceptions for each employee 3. Open detail view for any employee needing audit 4. Confirm clock in/clock out and daily descriptions 5. Export CSV for payroll processing Topics in This Section Hours Review Analyze hours and employee detail timelines Track Time Review weekly totals and prepare manual entries safely Time & Payroll Review Review weekly entries, time off requests, policy settings, and payroll export readiness Time Off Approvals Approve or deny pending requests Timecard Settings Configure overtime and related policies Related Topics Scheduling Crew scheduling context Reports KPI and export workflows User Roles Role based access expectations"},{"id":"work-orders/run-service-work-order","title":"Run a Pump/Service Job","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Update service-job details, assign field work, add service items, and move the Pump/Service job through status changes.","headings":"Quick Start Step-by-Step: Run a Pump/Service Job Open the Pump/Service workspace Edit dispatch and service details Move the Pump/Service job to Open Job Add the labor, parts, or service item Review the saved service item total Mark the Pump/Service job Complete After completion Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. After a Pump/Service job exists, the Pump/Service workspace is where the office and field team keep the job moving. Use the Details tab for dispatch notes and equipment, the status buttons for Proposal to Open Job to Complete, and the Proposal & Items tab for labor, parts, and billable work. The rest of the workspace keeps proposal, invoice, pump data, inventory, contacts, billing, files, notes, and history connected to the same service job. Quick Start 1. Open the work order workspace. 2. Use the Details tab to edit dispatch notes, equipment, field tech, and service context. 3. Move the status from Proposal to Open Job when the work is active. 4. Use Proposal & Items to add labor, parts, and billable service rows. 5. Confirm the saved item total. 6. Move the work order to Complete when the field work is finished. Step by Step: Run a Pump/Service Job Open the Pump/Service workspace Open the job from Pump & Service, a customer record, or the linked project. The header shows the service job number, status, linked project, top level actions, and the workspace tabs. Edit dispatch and service details Click Edit on the Details tab. Update the description, category, field tech, pump/work type, equipment needed, admin notes, billing contact, proposal contact, manager, completion date, or amount billed as the service call becomes clearer. Use Equipment Needed for field ready logistics and Admin Notes for internal office instructions. Move the Pump/Service job to Open Job Use the status buttons near the top of the workspace to move the job forward. Proposal means the service work is still being quoted or prepared; Open Job means it is active for dispatch and field work. Add the labor, parts, or service item Open the Proposal & Items tab, click Add Custom Row, then enter the service description, quantity, and unit price. These line items are the practical bridge between the field work and the quote or invoice. Review the saved service item total After you click Save, confirm the item appears in the Proposal & Items table with the right quantity, unit price, and total. You can edit or delete the row from the table if the scope changes. The Pump/Service Proposal & Items tab uses the same line item storage, so clean service items help the quote stay aligned with the actual job. Mark the Pump/Service job Complete When the service call is finished, use the status controls to move the job to Complete. From there, the next office step is usually billing: review billing status, create the invoice, and send it to the customer when ready. After completion Completing the work order means the service job is ready for office follow through. Review service items, proposal context, billing status, and invoice readiness before sending anything to the customer. Related Topics Pump & Service Work Orders Create a Pump/Service Work Order Work Order Billing Billing"},{"id":"equipment/equipment-assignment","title":"Equipment Assignment","category":"equipment","categoryTitle":"Equipment Management","description":"Assign equipment to employees and track assignment history","headings":"Quick Start: Assign Equipment Assigning to an Employee Step-by-Step: Assign from the Equipment Record Reassign or Unassign Bulk Assign from the List Assignment History Step-by-Step: View Assignment History What the History Shows Equipment Status Benefits of Assignment Tracking Troubleshooting Related Topics","content":"Equipment Assignment Equipment assignment tracks which employee is currently responsible for a piece of equipment. Assigning a rig, truck, or tool to a person creates accountability for its care and usage, and every assignment is recorded so you can see who had each asset and when. Assignment in the console is people based. A record can carry an assigned employee and an assigned team, and the ongoing Assign / Reassign / Unassign control tracks the responsible employee. There is no separate project or location assignment equipment is tied to jobs through scheduling and work orders, not through the equipment record. Quick Start: Assign Equipment 1. Open Equipment from the sidebar and click the equipment record 2. On the Details tab, find Employee Assignment 3. Click Assign and choose an employee 4. The current assignee and assigned date are recorded automatically Assigning to an Employee Step by Step: Assign from the Equipment Record 1. Open the equipment record from the Equipment list 2. On the Details tab, locate the Employee Assignment section 3. Click Assign 4. Select an employee from the dropdown 5. Confirm the person becomes the current assignee and the assigned date is set Reassign or Unassign Action What It Does Reassign Moves the equipment to a different employee; closes the previous assignment and opens a new one Unassign Returns the equipment (clears the current assignee) and records the returned date The assigned and returned dates are recorded for you you do not enter them by hand. Bulk Assign from the List Select multiple equipment rows on the Equipment list and use the bulk action bar to assign to a user in one step. This is useful when a crew or yard takes over a group of assets at once. Assignment History Every equipment record keeps a full assignment history. Step by Step: View Assignment History 1. Open the equipment record 2. Open the Assignments tab 3. Review the chronological list of assignments What the History Shows Column Meaning Assignee The employee who held the equipment Assigned When the assignment started Returned When it was unassigned (blank if still active) Status Active (currently held) or Returned Use the history to see who has had an asset over time and how long each assignment lasted. Equipment Status Assignment is separate from status. A record's status describes its operational state: Status Meaning Available Ready for use In Use Currently in service Maintenance Under service or repair Retired No longer in the active fleet Disposed Sold, scrapped, or otherwise removed You can filter the Equipment list by status to find what is available or what is down for maintenance. Benefits of Assignment Tracking Benefit How It Helps Accountability A clear person is responsible for each asset History See who had equipment and when Handoffs Reassign cleanly when crews change Fleet visibility Combine status and assignment to see what is in play Troubleshooting Can't see the Assign control? Confirm you have permission to edit equipment Make sure you are on the equipment record's Details tab Assignment not updating? Refresh the page after assigning, reassigning, or unassigning Check the Assignments tab to confirm the current active assignment Need to tie equipment to a job? Use scheduling and work orders for job level planning the equipment record tracks the responsible employee, not the project Related Topics Equipment List View all equipment Maintenance Schedules Scheduled service Service Logs Record completed service GPS Tracking Equipment location"},{"id":"field-operations","title":"Field Operations","category":"field-operations","categoryTitle":"Field Operations","description":"Manage daily logs, field reports, and tower tracking","headings":"Quick Start: Field Operations Features Overview Field Report Types Step-by-Step: Daily Field Crew Closeout Topics in This Section Related Topics","content":"Field Operations Track your field activities with daily logs, tower up/down tracking, and field reports. Quick Start: Field Operations 1. Download mobile app or access via mobile browser 2. Check in to project site (GPS captured) 3. Record Tower Up when drilling starts 4. Submit daily logs and field reports 5. Record Tower Down when drilling ends Features Overview Feature Purpose Who Uses Daily Logs Record field activities Field crews Tower Up/Down Track drilling start/end Drillers Field Reports Submit standardized reports All field staff GPS Check ins Verify site attendance All field staff Real Time Updates Live refresh for enabled accounts Company dependent Field Report Types Report Purpose When to Use DVIR Vehicle inspection Before/after each trip Pump Logs Pumping operation data During pump tests Hazards Document setback distances to contamination sources During site compliance checks Pardrill Daily Complete daily reports End of each day Field reports support digital signatures and photo uploads for thorough documentation. Step by Step: Daily Field Crew Closeout 1. Confirm tower up/down records are complete 2. Submit all daily logs with crew and equipment notes 3. Upload required site photos and signatures 4. Review the Hazards tab for completeness 5. Verify office can see updates before end of shift Topics in This Section Explore detailed guides for field operations features: Daily Logs Create and manage daily log entries documenting field activities, equipment usage, and personnel hours Note: Daily Logs are available in DrillerDB. SWD Database users may see a different interface or limited functionality for this feature. Tower Up/Down Tracking Record precise drilling start and end times with automated customer and office notifications Field Reports Overview of standardized report types including DVIR, pump logs, and hazard documentation Complete Well Log and Permit Work Use completed daily report and well log data to prepare after completion compliance paperwork from the rebuilt console Submit a Required Compliance Form Fill, save, locally finalize, and review required compliance forms from the rebuilt console without crossing the external filing boundary Hazards Document setback distances from the well to contamination sources GPS Check ins Location based verification and tracking for field personnel and equipment Real Time Updates Live refresh behavior for notifications and scheduling when company level real time access is enabled Related Topics Projects Project context and lifecycle Pump & Service Work Orders Service job field execution Scheduling Crew assignment and sequencing"},{"id":"projects/importing-projects","title":"Importing Projects","category":"projects","categoryTitle":"Projects & Proposals","description":"Import well reports and past projects from PDFs, and bring contacts, equipment and price lists in from CSV","headings":"Quick Start Step-by-Step: Import well reports from PDF What documents work best What gets read out of the document Reviewing what it found Step-by-Step: Import contacts, equipment or your price list Tracking your imports Spreadsheets of past projects Who can import Troubleshooting Related Topics","content":"Importing Projects Bring your existing records into DrillerDB instead of retyping them. Upload PDF well reports and DrillerDB reads each one and builds a project for you to review. Contacts, equipment and your price list come in from CSV files. Importing is free. There is no per page charge and no page limit. Quick Start You have Where to go Format Well reports, driller's logs, completion reports Import in the sidebar PDF Your customer and vendor list Contacts Import CSV Your fleet and equipment list Equipment Import CSV Your parts and price list Products & Services Import CSV Open Import in the sidebar to reach all four. An import cannot be undone in bulk. There is no rollback button. Review the projects in the review step before you approve them, and start with a small batch the first time. Step by Step: Import well reports from PDF 1. Click Import in the sidebar, then New Import 2. Add your files. You can pick individual files, a whole folder, or a folder whose files all belong to one project 3. The import starts. There is no payment step 4. Wait while DrillerDB reads the documents. Large batches take a while and you can leave the page 5. Open the review queue and check each project it built 6. Approve the ones you want, skip the ones you do not 7. Approved projects appear under Projects with the source PDF attached The wizard shows you where you are: Upload , Processing , Review , Results . What documents work best Document type How well it reads Well completion reports Excellent State well forms Excellent Driller's logs Good Geological surveys Good Handwritten or scanned pages Works, but expect more corrections Clear, high resolution PDFs need the fewest corrections. If you have a mix, import the clean ones first. What gets read out of the document DrillerDB looks for the things you would otherwise retype: The customer and the site Well owner name, phone, email and mailing address Site address, city, state, ZIP and county GPS coordinates and legal description when the document has them The well log Total depth, static water level, pumping water level Yield test duration and results Formation layers with from and to depths Casing, liner and screen rows with diameter, material and depths Grout and sealing rows The pump log Install date, pump and pressure tank details Water test type, yield, drawdown and test hours Bacteria and mineral results when they are on the page Paperwork Drilling start and completion dates Permit numbers Separation distances where the form asks for them It also picks up line items and notes it finds, so a report that doubles as an invoice brings its charges across. Reviewing what it found Nothing is created until you approve it. In the review queue you can: Open each project and correct any field before approving Approve projects one at a time, or approve the whole queue Skip a project you do not want Fields carry a confidence indicator. Check the low confidence ones first, and always check depths and the site address. Step by Step: Import contacts, equipment or your price list These three come in from CSV files, each from its own page. 1. Go to Contacts , Equipment , or Products & Services 2. Click Import 3. Upload your CSV. It needs a header row and at least one row of data 4. Check the column mapping. DrillerDB suggests a match for each of your columns, and you can set any column to Skip 5. Review the preview, then import For contacts, DrillerDB looks for duplicates by business name plus phone or email, and tells you row by row what it skipped and why. Export from your old system as CSV, not Excel. If your file is .xlsx, open it and use Save As to write a .csv first. Tracking your imports The Import page lists your imports with their status. From there you can: Watch progress on an import that is still running Jump back into the review queue for anything waiting on you Open a finished import to see what it created There is no bulk undo. To remove something an import created, delete those projects individually. Spreadsheets of past projects The new console does not read a spreadsheet of projects. It reads PDF well reports, and CSV files for contacts, equipment and products. If your project history is in a spreadsheet, the practical path is to bring your customer list in through Contacts, then either enter the projects by hand or ask us whether your state's well index already has those wells on file. A spreadsheet project import does exist in the classic app under File Import, which accepts Excel or CSV files up to 25MB and maps your columns for you. Who can import Import is available to Admin , Office and Technician users. Field Supervisor, Accountant and Customer accounts do not have it. If Import is not in your sidebar, check your role with your administrator. Troubleshooting A PDF will not upload. Confirm it is a valid PDF and try a different browser. Very large scans are the usual cause. The extraction missed data. The page may be unclear, or the data may not be on it. Open the project in the review queue and type the missing fields in before you approve. A CSV import fails. Check that the file is a real CSV with a header row, is not password protected, and has no blank rows at the top. Customers came in twice. Names have to match for duplicate detection to catch them. Check spelling and punctuation, or bring your customer list in first and let the project import attach to it. Import is not in my sidebar. Your role does not include it. See \"Who can import\" above. Related Topics Creating Projects entering a project by hand Well Log importing one report onto an existing project Adding Contacts the contacts side in more detail Search & Filters finding what you imported Users & Access what each role can do"},{"id":"settings/billing-settings","title":"Invoicing & Tax Settings","category":"settings","categoryTitle":"Settings & Admin","description":"Configure default payment terms, sales tax, and Stripe payment processing","headings":"Quick Start Invoice Defaults Sales Tax Stripe Payment Account Payment Processing Fees Customer Notifications Related Topics","content":"Invoicing & Tax Settings These settings control how new invoices behave by default: payment terms, sales tax calculation, and online payment processing through Stripe. You'll find them under Settings Invoicing & Tax in the console. Quick Start 1. Go to Settings Invoicing & Tax 2. Pick your Default Payment Terms 3. Choose a Sales Tax mode and rate 4. Connect or review your Stripe Payment Account 5. Decide whether to pass processing fees to customers 6. Click Save Settings Defaults apply to new invoices. You can still adjust terms and tax on an individual invoice when you create it. Invoice Defaults Default Payment Terms sets the due date terms new invoices start with: Option Meaning Upon Receipt Due immediately Net 15 / 20 / 30 Due 15, 20, or 30 days after the invoice date Net 45 / 60 / 90 Longer terms for commercial work Sales Tax Three tax modes: Mode How it works No Tax Invoices calculate no sales tax Fixed Rate One rate (and tax label) applied to taxable line items everywhere you work Automatic (Location Based) The rate is looked up from each project's location, so jobs in different jurisdictions tax correctly Location based tax uses the project's address/GPS coordinates. Make sure well locations are filled in on projects if you use this mode. Stripe Payment Account The Stripe Payment Account card shows whether online payments are live. From here you can set up the connected account, refresh its status, open Manage in Stripe , and review account settings. Once connected, invoices can include a Pay Online link and the customer portal can take card and ACH payments. Payment Processing Fees The Payment Processing Fees card controls whether card processing costs are passed to customers as a surcharge or absorbed by your company. It displays the current credit card and platform fee rates so you can see exactly what a passed through fee adds. Some states restrict credit card surcharges. Confirm local rules before enabling fee pass through. Colorado caps a card surcharge at 2 percent (C.R.S. 5 2 212), and the same statute bans surcharging a debit card outright , rather than capping it. DrillerDB does not surcharge debit cards in Colorado, and you absorb the processing cost on those payments. Pass through is not yet applied to Colorado credit cards either. The card type is not known when a payment is priced, so a Colorado credit card payment on an invoice or a deposit collects no surcharge on an ordinary payment, and your company absorbs the processing cost. The 2 percent cap is the rule DrillerDB will enforce once pass through reaches Colorado credit cards, and only when your company's state is set to Colorado in your settings, so set your state before you turn pass through on. A card whose funding type we cannot read is treated like a debit card, so a fee the statute forbids is never added. You do not have to write the required notice yourself. When your state is Colorado and you pass fees on, the statutory disclosure appears for your customer on the payment page, on both invoices and proposal deposits. Customer Notifications Control automatic emails tied to billing events, such as the Payment Received confirmation sent when a customer's payment lands. Related Topics Creating Invoices Build and send invoices Stripe Payments Online payment setup in depth Down Payments Collect deposits before work starts Accounting Receivables, aging, and statements"},{"id":"work-orders/quote-service-work","title":"Quote Service Work","category":"work-orders","categoryTitle":"Pump & Service Work Orders","description":"Create a customer quote or proposal for pump and service work without losing the service-job context.","headings":"Quick Start Step-by-Step: Quote Service Work Open the Proposal & Items tab Add the service quote line Save the quote Use delivery controls only when ready Customer delivery Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. The Pump/Service Proposal & Items tab is the fast quoting surface for pump and service work. It keeps the quote attached to the service job, stores the same line items used by Service Items, and handles customer delivery on the service job itself when it is time to email the customer. This guide records the safe drafting path: add a quote line, save it, confirm delivery controls are visible, and stop before sending anything externally. Quick Start 1. Open the work order Proposal & Items tab. 2. Click Add Custom Row and enter the service item, optional detail, quantity, and unit cost. 3. Review the calculated total. 4. Click Save to store the quote on the work order. 5. Use Create Proposal only after the customer facing quote is ready to send. Step by Step: Quote Service Work Open the Proposal & Items tab From the Pump/Service job, open the Proposal & Items tab. This single tab holds the quote line items plus the Print, Save, and Create Proposal controls the quote lines ARE the service items for this job. For service calls, quote from the Pump/Service job first so the customer, service detail, linked project, and later billing stay connected. Add the service quote line Click Add Custom Row, then search your Products & Services catalog or type the item name, with optional details, quantity, unit, and unit price. Catalog picks autofill price, unit, and tax. A new row is not stored until you save. Save the quote Click Save to store the lines on the work order. Save stays greyed out until something is unsaved, so it turning active means you have work pending. Drag a row by the handle on its left to order the lines the way the customer should read them. If the scope changes after the technician visits, edit the same line item or add another line instead of starting a disconnected quote. Use delivery controls only when ready Use Print for a PDF copy or Create Proposal to email the quote to the customer directly from this work order service proposals operate at the service job level, not the parent project. Create Proposal saves your pending edits first, then opens the send dialog. Once the customer has approved a proposal, the same button becomes Create Change Order. Sent proposals appear below with open tracking and approval status. Guide recordings stop here. Do not send a real proposal until the recipient, message, terms, and price are ready for the customer. Customer delivery The Proposal & Items tab is the safest place to draft and save the service quote. For real customer delivery, verify the recipient, message, terms, and price before using Create Proposal to email the customer facing proposal from the service job. Related Topics Pump & Service Work Orders Run a Pump/Service Work Order Sending Project Proposals Billing"},{"id":"billing","title":"Billing & Invoices","category":"billing","categoryTitle":"Billing & Invoices","description":"Create, send, and track invoices and payments","headings":"Quick Start: Send and Track an Invoice Features Invoice Workflow Step-by-Step: Weekly Billing Closeout Topics in This Section Invoice Management Payment Processing Advanced Topics Related Topics","content":"Billing & Invoices Manage your billing workflow from invoice creation to payment tracking. Quick Start: Send and Track an Invoice 1. Create an invoice from a project/proposal 2. Review line items and totals 3. Send the invoice to the customer 4. Monitor payment status 5. Follow up with reminders if needed Features Create Invoices Generate invoices from proposals Send Invoices Email invoices to customers Payment Tracking Monitor payment status Stripe Integration Accept online payments QuickBooks Sync Sync with accounting Invoice Workflow 1. Create invoice from proposal or manually 2. Review and customize line items 3. Send invoice to customer 4. Track payment status 5. Mark as paid when complete Step by Step: Weekly Billing Closeout 1. Review open invoices and aging items 2. Send reminders for overdue balances 3. Confirm incoming payments were applied 4. Reconcile payment records with accounting sync 5. Export billing data for reporting Topics in This Section Explore these guides to master DrillerDB's billing features: Invoice Management Create Invoices Console verified invoice workspace and prepared create flow Create an Invoice from Completed Work Console verified closeout invoice flow from completed field work Send an Invoice to a Customer Console verified delivery review and send boundary Creating Invoices Generate and customize invoices from proposals Sending Invoices Email delivery, preview, and tracking Payment Tracking Monitor payment status and history Payment Processing Stripe Payments Accept online credit card and ACH payments Invoice Reminders Automated reminders and follow up Down Payments Configure and collect deposits Advanced Topics Billing Settings Configure terms, reminders, and defaults QuickBooks Integration Accounting sync controls Related Topics Projects Source of proposal and invoice data Pump & Service Work Orders Service job billing workflow Customer Portal Customer facing invoice payment flow"},{"id":"equipment/gps-tracking","title":"GPS Tracking","category":"equipment","categoryTitle":"Equipment Management","description":"Integrate GPS devices from Motive and GPS Trackit for real-time equipment location","headings":"Quick Start: Set Up GPS Tracking Supported GPS Providers Provider Comparison Data Available by Provider Setting Up GPS Integration Step-by-Step: Connect GPS Provider Pairing Devices with Equipment Pairing Methods Step-by-Step: Pair from Equipment Details Step-by-Step: Bulk Pair from Integration Page Location Tracking Location Features Step-by-Step: View Current Location Step-by-Step: View Location History Step-by-Step: Set Up Geofence Usage Tracking Usage Metrics How Automatic Readings Work Understanding Utilization Data Integration with Other Features Feature Integrations How Integrations Work Alerts and Notifications Alert Types Step-by-Step: Configure Alerts Alert Delivery Options Privacy and Compliance Compliance Considerations Best Practices Benefits of GPS Integration Key Benefits Return on Investment Troubleshooting Related Topics","content":"GPS Tracking GPS tracking integration provides real time location data for your equipment and vehicles. This visibility improves asset management, helps prevent theft, enables accurate time tracking, and provides operational insights about how and where your equipment is being used. Quick Start: Set Up GPS Tracking 1. Go to Settings Integrations 2. Select GPS provider (Motive or GPS Trackit) 3. Enter API credentials or authorize connection 4. Map GPS devices to equipment records 5. Verify data sync on equipment page Supported GPS Providers DrillerDB integrates with two major GPS tracking platforms. Provider Comparison Provider Strengths Best For Motive (formerly KeepTruckin) GPS, ELD, diagnostics, driver management Fleets with DOT compliance needs GPS Trackit Equipment tracking, utilization, geofencing Equipment focused operations Data Available by Provider Data Type Motive GPS Trackit Real time location Yes Yes Location history Yes Yes Engine hours Yes Yes Idle time Yes Yes Distance/miles Yes Yes Diagnostics Yes Limited ELD compliance Yes No Geofencing Yes Yes Setting Up GPS Integration Configure GPS tracking through Settings Integrations. Step by Step: Connect GPS Provider 1. Go to Settings Integrations 2. Find GPS Tracking section 3. Select your provider (Motive or GPS Trackit) 4. Click Connect 5. Enter API credentials or token 6. Authorize DrillerDB access 7. Wait for initial device sync 8. Verify devices appear in list The integration synchronizes automatically, pulling location and usage data at regular intervals (typically every 5 15 minutes). Pairing Devices with Equipment After connecting your GPS account, assign GPS devices to specific equipment. Pairing Methods Method Location Best For Equipment Details Open equipment record, GPS field Single equipment setup GPS Integration Page Settings Integrations GPS Bulk fleet setup Step by Step: Pair from Equipment Details 1. Open equipment record 2. Click Edit or find GPS Device field 3. Select GPS tracker from dropdown 4. Save equipment record 5. Location data begins syncing Step by Step: Bulk Pair from Integration Page 1. Go to Settings Integrations GPS 2. View list of connected GPS devices 3. For each device, select corresponding equipment 4. Click Save Assignments 5. All pairings activate immediately Proper device pairing ensures location data appears on the correct equipment records and flows into utilization reports accurately. Location Tracking Once GPS devices are paired, DrillerDB displays real time and historical location data. Location Features Feature Shows Use Case Current Location Real time position on map Find equipment now Location History Movement over time Verify job site attendance Geofencing Entry/exit from defined areas Theft prevention, site tracking Step by Step: View Current Location 1. Open equipment record 2. Click Location tab or map icon 3. View equipment position on map 4. See last update timestamp 5. Click for address details Step by Step: View Location History 1. Open equipment record 2. Click Location History 3. Select date range 4. View movement path on map 5. Click points for timestamps 6. Export history if needed Step by Step: Set Up Geofence 1. Go to Settings Geofences or GPS settings 2. Click Add Geofence 3. Name the area (e.g., \"Main Yard\", \"Job Site A\") 4. Draw boundary on map or enter coordinates 5. Set alert preferences (enter, exit, or both) 6. Assign to specific equipment (optional) 7. Save geofence Geofence alerts only work when GPS devices have cellular connectivity. Remote areas with poor signal may delay or miss alerts. Usage Tracking GPS data enhances equipment utilization monitoring with automatic readings. Usage Metrics Metric What It Tracks Benefit Operating Hours Engine run time (automatic) Triggers maintenance schedules Idle Time Running but not working Identifies fuel waste Distance Traveled Miles driven Mileage based maintenance Utilization Percentage Active vs idle time Fleet optimization How Automatic Readings Work Data Source Update Frequency Engine hours Vehicle ECM via GPS device Every sync (5 15 min) Miles/odometer Vehicle ECM or GPS calculation Every sync Idle time Engine on + no movement Calculated from GPS data Utilization Hours operated ÷ available hours Daily calculation Automatic engine hour and mileage readings eliminate manual meter entry and ensure maintenance triggers at the correct time. Understanding Utilization Data Utilization Rate Meaning Action 80%+ High demand May justify fleet expansion 50 80% Normal usage Balanced fleet size 25 50% Underutilized Evaluate need Under 25% Low usage Consider selling or renting out Integration with Other Features GPS tracking data connects with other DrillerDB features for enhanced automation. Feature Integrations Feature GPS Data Used Benefit Maintenance Schedules Hours, miles auto update Eliminates manual readings Project Tracking Location, time at site Accurate equipment costing Time Tracking Location verification Verify job site attendance Fuel Tracking Usage hours, idle time Identify efficiency problems Cost Analytics Utilization data True cost per hour/mile How Integrations Work Integration Automatic Action Maintenance GPS hours/miles update equipment meters Project costing Time at project site attributed to project Employee time GPS location validates time card entries Fuel analysis Usage correlated with fuel purchases Alerts and Notifications Configure automatic alerts based on GPS data to monitor your fleet. Alert Types Alert Trigger Purpose Movement Equipment moves after hours Theft detection Geofence Exit Leaves designated area Unauthorized use Geofence Entry Enters designated area Track arrivals Maintenance Due Usage reaches threshold Timely service Excessive Idle Idles beyond limit Fuel waste Speed Exceeds speed threshold Safety monitoring Step by Step: Configure Alerts 1. Go to Settings GPS Alerts 2. Select alert type to configure 3. Set threshold or trigger conditions 4. Choose notification method (email, push, SMS) 5. Select recipients 6. Save alert configuration Alert Delivery Options Method Best For Delay Push notification Immediate awareness Instant Email Documentation, review 1 5 minutes SMS Critical alerts Instant Movement and geofence alerts help detect theft early. Configure after hours alerts for high value equipment. Privacy and Compliance GPS tracking involves location data that may be subject to privacy regulations. Compliance Considerations Requirement Description Employee notification Inform employees about GPS tracking (required in many states) Business purpose Use location data only for legitimate business needs Data retention Retain data according to company policies Access control Restrict location data to authorized personnel Best Practices Practice Action Written policy Document GPS tracking policy in employee handbook Employee acknowledgment Get signed acknowledgment of tracking Clear purpose State business reasons for tracking Data limits Don't track personal vehicles or off duty time Consult with legal counsel about GPS tracking policies and employee notification requirements in your operating locations. Requirements vary by state. Benefits of GPS Integration GPS tracking provides significant operational benefits. Key Benefits Benefit How It Helps Asset visibility Know where every piece of equipment is Theft prevention Early detection of unauthorized movement Automatic maintenance No manual meter readings required Project costing Verified equipment time at job sites Fuel savings Identify and reduce idle time Customer service Accurate arrival estimates Fleet optimization Data driven sizing decisions Compliance ELD and DOT requirements (Motive) Return on Investment Savings Area How GPS Helps Fuel costs 10 15% reduction through idle monitoring Theft losses Early detection prevents major losses Maintenance Timely service extends equipment life Labor Reduced time searching for equipment Insurance Some insurers offer GPS discounts The investment in GPS tracking typically pays for itself through improved efficiency and reduced losses within the first year. Troubleshooting GPS device not showing in DrillerDB? Verify GPS provider connection is active Check API credentials haven't expired Confirm device is active in provider's system Wait for next sync cycle (5 15 minutes) Location data is stale or not updating? Check device has cellular connectivity Verify device is powered on Review device status in provider dashboard Contact GPS provider for device issues Equipment showing wrong location? Confirm correct GPS device is paired to equipment Check if device was moved to different equipment Verify GPS device has clear sky view Geofence alerts not triggering? Confirm geofence is correctly configured Check alert recipients are set Verify equipment has GPS device paired Review cellular coverage in area Hour meter not updating automatically? Confirm vehicle ECM is compatible with GPS device Check device is properly installed Some equipment requires manual readings Contact GPS provider for compatibility Integration disconnected? Re authorize GPS provider in Settings Check API credentials are current Verify GPS provider account is active Review integration logs for errors Related Topics Equipment List View all equipment Maintenance Schedules Schedule based maintenance Costs & Analytics Equipment economics Equipment Assignment Track deployments"},{"id":"field-operations/complete-well-log-and-permit","title":"Complete Well Log and Permit Work","category":"field-operations","categoryTitle":"Field Operations","description":"Use completed field-report and well-log data to prepare the required permit or compliance paperwork.","headings":"Quick Start Step-by-Step: Complete Well Log and Permit Work Save the daily report Complete the well log Open the after-completion form Fill and save the compliance form Finalize and download the local PDF Submission boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. When drilling is complete, the office can turn field evidence into paperwork without jumping between disconnected systems. Save the daily report, complete the well log, open the after completion compliance requirement, fill the permit fields from the completed work, finalize the local form, and download the PDF artifact. This guide stops at local permit paperwork; it does not email a customer or submit to a state portal. Quick Start 1. Open the completed project Daily Report tab and save the final field report. 2. Open the Well Log tab and save the drilling method, depth, yield, and geology details. 3. Open the Compliance tab and expand After Completion . 4. Start the completion form, fill the permit fields, and click Save Draft . 5. Finalize the local form and download the PDF artifact when the office has reviewed it. Step by Step: Complete Well Log and Permit Work Save the daily report Open the project Daily Report tab, load or enter the completed drilling data, fill the client, end of shift depth, and approval fields, then click Save Report. DrillerDB stores the report against the project so the office has a field work record before compliance paperwork starts. Complete the well log Open the Well Log tab and enter the final construction details: drilling method, total depth, diameter, yield, and geology rows. Save the well log so permit and billing work can reference the completed drilling record instead of relying on memory or a separate note. Add at least one geology row before saving when the permit or state report needs formation detail. Open the after completion form Go to the Compliance tab and expand After Completion. DrillerDB groups required forms by when they are needed, so completion paperwork stays separate from pre drilling permits and general project compliance. Fill and save the compliance form Start the after completion form, enter the completed depth and office completion notes, then click Save Draft. Saving the draft records the permit data while keeping the form editable for review. Finalize and download the local PDF Click Finalize, confirm the form is ready, then download the PDF. Finalization locks the local compliance instance and DrillerDB records a PDF artifact for the project; it does not email the form or submit it to an agency. Submit or email permit paperwork only after the office has reviewed the form, recipient, and state specific filing requirements. Submission boundary This guide records the safe local paperwork flow: field report, well log, after completion compliance form, local finalization, and PDF artifact creation. It does not email the form, send a customer message, or submit to a state portal. After the permit paperwork is reviewed, continue into invoice creation so billing is based on completed field data instead of an estimate. Related Topics Field Operations Projects & Proposals Submit a Required Compliance Form Billing"},{"id":"projects/well-log","title":"Well Log (Well Completion Report)","category":"projects","categoryTitle":"Projects & Proposals","description":"How to fill out, import, and manage Well Completion Reports in DrillerDB projects","headings":"Quick Start Step-by-Step: Complete a Well Log Opening the Well Log Sections of the Well Log Potential Contamination Sources Drillhole Dimensions and Construction Method Well Construction Details Casing, Liner, Screen Grout / Sealing Material Geology Static Water Level Pumping Test Well Status Importing from PDF Generate As-Built Diagram When a seal has no depths Downloading State Well Log Forms Choosing Your Default Well Log PDF Nearby DNR Wells (Wisconsin) Saving Your Well Log Common Questions Related Topics","content":"Well Log (Well Completion Report) The Well Log tab is where you record your Well Completion Report (WCR) the official record of how a well was constructed. DrillerDB breaks the WCR into clear sections that match state reporting requirements. You can fill it out by hand, import data from a PDF, or generate a state specific form for download. Quick Start 1. Open a project from Projects 2. Select the Well Log tab 3. Fill out construction, casing, grout, geology, water level, pumping test, and well status details 4. Use Import from PDF if you have an existing report to extract 5. Use Generate As Built or the state well log download button when the report is ready Step by Step: Complete a Well Log Work through the Well Log tab from top to bottom, then review imported or generated output before using it for compliance or billing. Opening the Well Log 1. Open any project from the Projects list 2. Click the Well Log tab in the tab bar The tab shows a green checkmark when the well log has been completed. The Well Log tab appears on every project. You do not need to enable it separately. Sections of the Well Log The well log form is divided into these sections. Scroll down through the form to fill out each one. Potential Contamination Sources Records whether the well is in a flood plain and the distance (in feet) from the well to nearby contamination sources like septic tanks, petroleum storage, animal barns, and landfills. Select Yes or No for the flood plain question Click Show/Hide Contamination Sources to expand the full list Enter distances in feet for each applicable source Drillhole Dimensions and Construction Method Records the borehole diameter and depth intervals, plus the drilling method used. 1. Enter the Diameter (in.) , From (ft.) , and To (ft.) for each drill hole section 2. Click + Add Interval if the hole changes diameter at different depths 3. Check the boxes for the construction methods used mark whether each method was used for the Upper Enlarged Drillhole (left column) or Lower Open Bedrock (right column) Available methods include: Rotary Mud Circulation Rotary Air Rotary Air & Foam Drill Through Casing Hammer Reverse Rotary Cable tool Bit (enter bit size in inches) Dual Rotary Temp. Outer Casing (enter diameter) Well Construction Details Additional construction information including: Pump Depth (in feet) Disinfection Amount Other well specific construction data Casing, Liner, Screen Records the casing, liner, and screen specifications installed in the well. 1. For each casing/liner/screen section, enter: Diameter (in.) the pipe or screen diameter Material/Description type of casing (e.g., \"Std Blk Pipe 18.97 New Steel Plain End Welded Joint\") From (ft.) starting depth To (ft.) ending depth 2. Click + Add Casing to add additional casing sections Most wells have at least one casing entry. Multi stage wells may have several rows with different diameters and materials at different depths. Grout / Sealing Material Records the grout and sealing materials used to seal the annular space between the casing and the borehole. 1. Enter the Method used for grouting (e.g., tremie pipe, pressure) 2. For each sealing layer, enter: Kind of Sealing Material e.g., \"Drill Cuttings\", \"Neat Cement\" From (ft.) and To (ft.) the depth interval # Sacks Cement number of sacks used (if applicable) 3. Click + Add Grout for additional sealing layers. In Colorado the section is called Annular Materials and the button reads + Add Annular Interval . Geology Records the geological formations encountered during drilling, from surface to total depth. 1. For each formation layer, enter: Code formation name (e.g., \"Clay\", \"Sand & Gravel\", \"Lime Rock\") Type, Caving, Color, Hardness detailed description of the formation From (ft.) and To (ft.) depth interval 2. Click + Add Formation for each new formation layer Enter geology layers from shallowest to deepest. The \"From\" depth of each layer should match the \"To\" depth of the layer above it. Static Water Level Records the depth at which water naturally rests in the well when no pumping is occurring. 1. Enter the water level depth in feet 2. Select whether the measurement is Above or Below ground surface Pumping Test Records the results of the well's pumping test, which determines the well's yield. 1. Enter the Pump Rate (gallons per minute) 2. Enter the Drawdown (feet) how far the water level dropped during pumping 3. Enter the Test Duration (hours) 4. Select the pumping method: Airlift , Test Pump , or Other Well Status Records the final condition of the well after construction. 1. Enter the Well Height in inches 2. Select whether the casing is Above Grade or Below Grade 3. Check the applicable boxes: Developed Was the well developed (cleaned out)? Disinfected Was the well disinfected? Capped Is the well properly capped? 4. Enter any Field Comments or Office Comments at the bottom of the form Importing from PDF Instead of typing everything manually, you can import well log data from a PDF file. 1. Click the Import from PDF button at the top of the Well Log tab 2. Upload your PDF file (a scanned WCR, state form, or driller's report) 3. DrillerDB uses AI to extract the data and populate the form fields 4. Review the imported data and make any corrections 5. Save the well log PDF import works best with clearly formatted documents. Handwritten forms may require more manual corrections after import. Generate As Built Diagram Click the Generate As Built button to create a visual diagram of the well construction based on the data you have entered. This shows the casing, screen, grout, and geology layers in a cross section view. When a seal has no depths A grout row needs a From (ft.) and a To (ft.) before the diagram can draw a band for it. A row that records the material and the sacks but leaves the depths blank is common on older paper logs, and it used to draw nothing at all, so a sealed well could read as unsealed to whoever reviewed the drawing. The diagram now says so. Under the summary line at the top it prints one line for each such row: Seal: Bentonite, 8 sacks sealing interval not recorded The sack count appears only when the row records one, and a single sack reads \"1 sack\". Fill the depths in and the note is replaced by a drawn band, labelled the same way: Bentonite 18 42 ft, 8 sacks Material names are capitalised for the drawing, so \"bentonite\" typed in the table appears as \"Bentonite\". Capitals you typed are left as they are, which keeps \"BENTONITE CHIPS\" and \"GRAVEL PACK\" intact. Downloading State Well Log Forms For projects in supported states, a Download [State] Well Log button appears in the header. Click it to download a pre filled state specific well log form as a PDF. Supported states include: Alaska, Colorado, Florida, Georgia, Hawaii, Iowa, Idaho, Illinois, Kansas, Mississippi, New Hampshire, New Mexico, Nevada, New York, Oregon, South Carolina, South Dakota, Tennessee, Utah, and Washington. Alaska companies default to the Water Well Construction Log, not the state form. The button in the header is Download Construction Log , and it downloads the one page construction log described below instead of the Alaska state well log form. A second button, Download AK State Form , is still there for the state form. You can change which one is the default see the next section. Choosing Your Default Well Log PDF DrillerDB can produce two different PDFs from the same well log: the state well log form (a pre filled version of your state's official form, where available) and the Water Well Construction Log (a one page log with a company block, owner and job header, and a Drillers Material Log table of depth intervals). Both are always available as separate buttons on the Well Log tab. What differs is which one the plain Download Construction Log / Download [State] Well Log button produces when you click it without picking a specific layout. Every company defaults to the state well log form , except Alaska companies, which default to the Water Well Construction Log . To set your own default, go to Settings Branding and find the Well Log PDF card. Choose a layout from the Default well log layout dropdown. If you have not chosen one, the card tells you which default you are currently getting. Your choice applies to every project. The other layout stays one click away on the Well Log tab either way. Nearby DNR Wells (Wisconsin) For projects located in Wisconsin, DrillerDB automatically searches for nearby wells in the DNR (Department of Natural Resources) database. If matches are found, a Nearby DNR Wells table appears below the form showing: Well number Constructor name Date drilled Well depth Distance from your project You can download the PDF of any nearby well to reference geology and construction data from neighboring wells. Saving Your Well Log The well log auto saves as you fill in form fields. You can also click the Save button at the bottom of the project to manually save all changes. Once the well log is complete, the tab shows a green checkmark in the tab bar. Common Questions Can I edit the well log after saving? Yes. The well log is always editable. Open the project and click the Well Log tab to make changes. What if my state is not in the download list? You can still fill out the well log form in DrillerDB. The data is stored the same way regardless of state. The download button is just a convenience for states with fillable PDF forms. Can I import data from Excel instead of PDF? Yes. Use the Import button on the Projects page to import project data from Excel or CSV files, which can include well log fields. Does the geology data show up anywhere else? The geology formations you enter in the well log feed into the AI geology synthesis feature and appear on the well map for nearby well analysis. Related Topics Projects Overview Project management basics Complete Well Log and Permit Billing ready compliance workflow Submit Required Compliance Form Filing state forms Maps and Geology Using nearby geology data"},{"id":"settings/notifications","title":"Notification Settings","category":"settings","categoryTitle":"Settings & Admin","description":"Configure email and in-app notification preferences for different event types","headings":"Quick Start: Configure Notifications Step-by-Step Workflow Notification Types System Notifications Notification Channels In-App Notifications Email Notifications User Preferences Personal Notification Settings Notification Categories Company-Wide Settings Move the project to Open Job when a proposal is accepted Admin Controls Team Notifications Event-Specific Settings Project Notifications Schedule Notifications Customer Notifications Mobile Notifications Push Notifications SMS Notifications Managing Notifications Notification History Notification Actions Bulk Actions Troubleshooting Notifications Not Receiving Notifications Too Many Notifications Notification Delays Email Templates Customizing Email Content Related Topics","content":"Notification Settings Notification Settings allow you to control when and how you receive alerts about important events in DrillerDB. Configure preferences for both in app and email notifications. Quick Start: Configure Notifications 1. Click profile menu Notification Settings 2. Toggle notification types on/off 3. Choose delivery method (in app, email, both) 4. Set email frequency (instant, digest) 5. Click Save Critical security notifications cannot be disabled. This ensures you always receive important alerts about account security and system issues. Step by Step Workflow 1. Click profile menu Notification Settings 2. Toggle notification types on/off 3. Choose delivery method (in app, email, both) 4. Set email frequency (instant, digest) 5. Click Save Notification Types System Notifications Built in notifications for key events: Project Updates New project created Project status changed Project assigned to you Project completion Proposal approved or rejected Scheduling Events Project scheduled on your calendar Schedule change or conflict Assignment to project Crew assignment changes Overdue projects Financial Notifications Invoice created Payment received Invoice overdue Down payment received Payment failed Field Operations Tower up notification Tower down notification Daily log submitted GPS check in completed Hazard report filed Customer Activity Quote opened by customer Quote link clicked Proposal viewed Invoice viewed Customer portal registration Equipment Alerts Maintenance due Maintenance overdue DVIR report submitted Equipment inspection required Service log added Notification Channels In App Notifications Bell icon notifications within DrillerDB: Display Settings Show badge count on bell icon Auto clear read notifications Notification retention period Sound alerts (on/off) Priority Levels High priority (red badge) Normal priority Low priority (informational) Actions Click to view details Quick actions from notification Mark as read/unread Dismiss or snooze Email Notifications Receive notifications via email: Email Frequency Instant Send immediately Hourly digest Batched every hour Daily digest Once per day summary Weekly digest Weekly summary Email Format Plain text HTML formatted Include action buttons Attach relevant documents User Preferences Personal Notification Settings Each user controls their own preferences: 1. Click profile menu Notification Settings 2. Toggle each notification type on/off 3. Choose delivery method (in app, email, or both) 4. Set frequency preferences 5. Save changes Changes take effect immediately. Notification Categories Organize preferences by category: Critical Notifications (cannot be disabled) Account security alerts Payment failures System maintenance announcements Important Notifications (recommended) Assignments to you Customer interactions Financial updates Schedule changes Optional Notifications General project updates Team activity Informational alerts Marketing updates Company Wide Settings Move the project to Open Job when a proposal is accepted Settings Notifications has a switch called Move the project to Open Job when a proposal is accepted . It is off until an admin turns it on. With it on, an accepted proposal moves the project to Open Job for you, so nobody has to retype the status of a job you have already won. That covers both ways an acceptance reaches DrillerDB. A customer signing in the portal moves the project, and so does an office user recording an acceptance that arrived by phone, on paper, or in person. The same yes gets the same result, whoever entered it. Recording an acceptance in the office does not email the customer. Someone who already said yes on paper should not receive a notice asking them to approve. The switch is deliberately narrow. The screen puts it this way: Applies whether the customer signs the proposal or your office records the acceptance, and only while the project is still a Proposal. Change orders and jobs that already moved on are left alone. The two exclusions it names are exact. A change order does not move anything, and a project already on Open Job or Complete is not pulled backwards. Open Job is the only status this can set. There is no second target to choose, which is why the control is a switch rather than a list. The status limit it names is narrower on screen than in practice. A project still on Proposal moves, and so does one on Pending , and so does one whose status was never set at all. What the switch will not do is drag a job backwards once it has moved on. With it off, nothing changes: approval records the customer's decision and you advance the status yourself, as described in Approval Workflow. Admin Controls Administrators can set company wide policies: Required Notifications Force certain notifications for all users Ensure critical updates reach team Compliance and safety notifications Notification Standards Default settings for new users Recommended preferences Best practice configurations Bulk Updates Update all users at once Role based notification sets Push notification changes Team Notifications Configure notifications for specific teams: Office team notification set Field crew notification set Management notification set Custom team configurations Event Specific Settings Project Notifications Fine tune project related alerts: Notify When Assigned as project manager Added to project team Project reaches certain status Project overdue Customer interaction Notify Whom Project manager only Entire project team Specific roles Custom notification list Schedule Notifications Control scheduling alerts: Daily Schedule Digest Send each morning at specified time List of today's scheduled jobs Crew assignments Job locations and details Schedule Changes Immediate notification of changes Conflict alerts Cancellation notices Weather related updates Customer Notifications Track customer engagement: Quote Tracking Quote opened notification Link clicked notification Time on page tracking Engagement scoring Portal Activity Customer portal login Document downloads Invoice viewed Payment initiated Mobile Notifications Push Notifications For field users on mobile: Enable Push Allow notifications on mobile app Sound and vibration preferences Lock screen display Badge app icon Mobile Specific Alerts GPS check in reminders Daily log reminders Tower up/down prompts Emergency notifications SMS Notifications Text message alerts for critical events: SMS Events Emergency alerts Schedule changes within 24 hours Customer urgent requests Equipment breakdowns SMS Settings Mobile number for SMS Time restrictions for SMS SMS frequency limits Opt out option Managing Notifications Notification History View past notifications: All notifications list Filter by type or date Search notification content Export notification log Notification Actions Act on notifications directly: Approve/reject proposals Acknowledge alerts Respond to requests Mark as complete Bulk Actions Manage multiple notifications: Mark all as read Clear all notifications Filter and bulk dismiss Export selected notifications Troubleshooting Notifications Not Receiving Notifications If notifications aren't arriving: Check Email Settings Verify email address is correct Check spam/junk folder Add DrillerDB to safe senders Confirm email preferences enabled Check In App Settings Browser notification permissions Do not disturb mode disabled Notification preferences enabled Pop up blocker not blocking Too Many Notifications Reduce notification volume: Switch to digest mode Disable optional notifications Set stricter filters Notification Delays If notifications are delayed: Check internet connection Verify notification queue status Contact support if persistent Review delivery logs Email Templates Customizing Email Content Administrators can customize notification emails: Email Components Subject line format Header branding Body text Call to action buttons Footer information Merge Fields Insert project details Customer information User name Date and time Custom fields Testing Send test emails Preview all formats Test across email clients Verify links work Customized templates maintain professional branding while delivering important information. Related Topics Real Time Updates WebSocket notifications Activity Log Event tracking Users & Access User management General Settings Company settings"},{"id":"billing/create-invoice-from-completed-work","title":"Create an Invoice from Completed Work","category":"billing","categoryTitle":"Billing & Invoices","description":"Turn completed project work, well-log details, and saved line items into a customer invoice.","headings":"Quick Start Step-by-Step: Create an Invoice from Completed Work Open the completed project Invoice tab Add the completed-work line item Save the invoice line items Open Create Invoice and review without sending Confirm the invoice was created Delivery boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. After the crew has completed the work and the office has reviewed the field report, well log, and permit paperwork, the Invoice tab turns the finished job into a customer invoice. This guide uses a completed drilling project, enters the completed work line item, saves it to the project, and creates the invoice without sending it so the office can review the customer facing record before delivery. Quick Start 1. Open the completed project Invoice tab. 2. Add the completed work line item with the final quantity and unit cost. 3. Click Save to store the invoice line items on the project. 4. Click Create Invoice and review invoice number, recipients, terms, and delivery settings. 5. Click Create Without Sending when the office needs a reviewable invoice record before customer delivery. Step by Step: Create an Invoice from Completed Work Open the completed project Invoice tab From the completed project, open the Invoice tab. Confirm you are working from the project that has the final well log, field report, and completion context, so the invoice reflects actual work instead of an estimate. If the well log or permit paperwork is still incomplete, finish that office review first. Billing from completed data is the point of this workflow. Add the completed work line item Click Add Row and enter the billable work, description, quantity, and unit cost. Use the final well depth, service items, or approved office totals as the source for the quantity and price. Save the invoice line items Click Save . DrillerDB stores the invoice line items on the project actuals record, which keeps the final billable work available when you create or revise the invoice. Open Create Invoice and review without sending Click Create Invoice . In the Send Invoice dialog, review the invoice number, due date, recipients, message, terms, financing and payment options, and delivery checkboxes. For office review, leave delivery unchecked and click Create Without Sending . Create Without Sending creates the invoice record and customer page without emailing or texting the customer. Confirm the invoice was created After Create Without Sending , the Sent Invoices table shows the new invoice number, status, total, and action menu. Review the row before you send, take payment, revise, void, or open the customer invoice page. Delivery boundary This guide records invoice creation without customer delivery. Create Without Sending creates the invoice record, total, and customer invoice page without emailing or texting anyone. Use the send controls only after the invoice number, recipients, terms, message, payment options, and final total have been reviewed. Related Topics Billing Complete a Well Log and Permit Send an Invoice to a Customer Payment Tracking"},{"id":"projects/project-costs","title":"Project Costs","category":"projects","categoryTitle":"Projects & Proposals","description":"Read the Costs tab on a project, add a cost by hand, edit or delete one, and pull captured costs in for a date range","headings":"Quick Start Step-by-Step: Read the Costs tab Step-by-Step: Add a cost by hand Step-by-Step: Correct or remove a cost Step-by-Step: Pull in captured costs Related Topics","content":"Project Costs The Costs tab on a project answers one question: is this job making money. It totals what you have billed, what the job has cost, and what is left, then lists every cost that makes up the total. Costs arrive two ways. DrillerDB captures them from approved timecards, inventory usage, and equipment logs, and you add the rest by hand. Open a project and click the Costs tab. On a narrow window the tab sits under More at the end of the tab row. The Costs tab needs cost codes and rates before it can total anything. Set those up first. See Job Costing Setup. Quick Start 1. Open the project and click the Costs tab. 2. Read the totals strip for Total Costs , Gross Profit , and Margin . 3. Click Add Cost to enter a cost by hand. 4. Click Run Capture to pull in labor, material, and equipment costs for a date range. 5. Use the pencil icon on any row to correct an entry, and the trash icon to remove one. Step by Step: Read the Costs tab The strip across the top carries six numbers. Number What it is Invoiced What you have billed on this project, net of any down payments applied. Paid What the customer has paid. Outstanding Invoiced less Paid. Total Costs Every cost entry on the job added up. Gross Profit Invoiced less Total Costs. It shows red when the job is underwater. Margin Gross Profit as a percentage of Invoiced. Cost Breakdown splits the total by category, so you can see at a glance whether the job went over on labor or on materials. Cost Entries below it lists the individual costs. The Date column shows the day the cost belongs to. Type reads auto for a captured cost and manual for one somebody entered. Narrow the list with the filters above the table. Choose a Category , choose a Type of Auto or Manual, type a Vendor , set a From and To date, then click Apply . Step by Step: Add a cost by hand Use this for anything DrillerDB cannot capture, such as a subcontractor invoice or a materials run somebody paid for out of pocket. 1. Click Add Cost . The Add Cost Entry dialog opens. 2. Pick a Cost Code . This one is required, and it decides which category the cost lands in. 3. Set the Date . This is the day the cost belongs to, not the day you type it in, and it drives the date filters and every report that reads this project. 4. Leave Service Job on None (project only) unless the cost belongs to a specific pump or service job on this project. 5. Enter the Quantity and Unit Cost ($) . For a flat charge with no hours or units behind it, tick Lump sum amount and enter the amount once. 6. Add a Vendor Name and a Description . Write the description so it still makes sense to somebody reading the job a year from now. 7. Click Save . Step by Step: Correct or remove a cost 1. Find the row and click the pencil icon at the right. 2. The Edit Cost Entry dialog opens with the entry's values already filled in, including its date. 3. Change what you need and click Save . To remove an entry, click the trash icon on its row. Deleting changes Total Costs , and with it the profit and margin on the job, so check the row before you delete it. Step by Step: Pull in captured costs Run Capture sweeps a date range and brings in the costs DrillerDB can work out for itself. 1. Click Run Capture . The Run Cost Capture dialog opens with a date range covering the last 30 days. 2. Adjust From and To . The From date has to come before the To date. 3. Leave labor, materials, and equipment ticked, or untick the ones you do not want on this pass. 4. Run it. Captured entries appear in the list with a Type of auto . Capture reads approved timecards, inventory usage, and equipment logs, so a timecard nobody has approved yet does not appear. Which of the three sources are live is set under Settings Job Costing . Related Topics Job Costing Setup cost codes, employee and equipment rates, and the auto capture rules. Job Costing the same numbers across every project, with WIP and retainage. Project Details the rest of the project record and its other tabs. Track Time approving the timecards that captured labor comes from."},{"id":"settings/activity-log","title":"Activity Log","category":"settings","categoryTitle":"Settings & Admin","description":"Track user activity, audit changes, and review system events","headings":"Quick Start: View Activity Log Step-by-Step Workflow Activity Overview What Gets Logged Activity Retention Viewing Activity Activity Log Interface Log Entry Details Real-Time Updates Filtering Activities Basic Filters Advanced Filters Search Functionality Searching Activity Search Results Activity Details Detailed View Change Tracking User Activity Reports Activity Summary Productivity Insights Security & Compliance Security Monitoring Failed Actions Compliance Auditing Exporting Activity Data Export Options Scheduled Reports Notifications for Activity Activity Alerts Real-Time Monitoring Privacy Considerations What Users Can See Privacy Controls Troubleshooting Related Topics","content":"Activity Log The Activity Log provides a complete audit trail of all user actions and system events in DrillerDB. Use it for troubleshooting, compliance, and understanding how your team uses the system. Quick Start: View Activity Log 1. Go to Settings Activity Log 2. View recent activity (newest first) 3. Use filters to narrow by user, date, or type 4. Click any entry for full details 5. Export logs as needed for compliance Activity logs are retained indefinitely for compliance purposes. Financial activities are kept for 7 years minimum. Step by Step Workflow 1. Go to Settings Activity Log 2. View recent activity (newest first) 3. Use filters to narrow by user, date, or type 4. Click any entry for full details 5. Export logs as needed for compliance Activity Overview What Gets Logged DrillerDB automatically tracks these activities: User Actions Login and logout events Password changes Account modifications Role changes Project Events Project creation and deletion Status changes Assignment changes Field updates Financial Activities Invoice creation and modification Payment processing Down payment recording Refund transactions Customer Interactions Contact additions and updates Customer portal access Quote views and clicks Proposal approvals System Events Integration sync events Email delivery status Export operations Settings changes Document Actions File uploads Document downloads PDF generation Report exports Activity Retention Activity logs are retained: Active Records : Indefinite retention User Actions : Minimum 1 year System Events : 90 days standard Compliance Logs : 7 years (financial activities) Administrators can export logs for long term archival. Viewing Activity Activity Log Interface Access the activity log: 1. Go to Settings Activity Log 2. View recent activity in chronological order 3. Use filters to narrow results 4. Click any entry for full details Log Entry Details Each log entry includes: Timestamp Exact date and time User Who performed the action Action Type What was done Target What was affected (project, customer, etc.) IP Address Where action originated Details Specific changes made Status Success or failure Real Time Updates Activity log updates automatically: New entries appear without refresh Live activity indicators Real time user presence Streaming updates Filtering Activities Basic Filters Narrow down log entries: By User Show actions by specific user Include or exclude certain users Filter by role By Date Range Last 24 hours Last 7 days Last 30 days Custom date range By Activity Type Project activities Financial events User actions System events Advanced Filters Combine multiple criteria: Multi Filter Search User + date range + activity type Project specific activities Customer related events Failed actions only Saved Filters Save frequently used filters Quick access to common views Share filters with team Default filter preferences Search Functionality Searching Activity Find specific events: Search Fields User name Project number or name Customer name IP address Action description Search Operators Exact match Contains text Starts with Date comparisons Search Results Search results display: Relevance ranked entries Highlighted search terms Quick navigation to details Export search results Activity Details Detailed View Click any entry to see complete information: Action Details Full description of action Before and after values Related records affected Automatic vs. manual action User Context User name and role Login session details Device and browser information Geographic location Impact Analysis What changed Who was affected Related activities Reversal or undo information Change Tracking For modification events, see: Old Value Previous state New Value Updated state Field Changed Specific field modified Change Reason If provided by user This helps you understand exactly what changed and why. User Activity Reports Activity Summary Generate user activity reports: Metrics Included Total actions per user Most common activities Login frequency Time spent in application Projects accessed Time Analysis Activity by hour of day Busiest days of week Seasonal patterns Peak usage times Feature Usage Most used features Rarely used features Feature adoption rates Training opportunities Productivity Insights Understand how team works: Projects created per user Invoices generated Reports run Customers added Time in specific modules Use insights to optimize workflows and identify training needs. Security & Compliance Security Monitoring Track security related events: Login Activity Successful logins Failed login attempts Password resets Account lockouts Access Patterns Unusual access times Login from new locations Multiple concurrent sessions Suspicious activity indicators Permission Changes Role modifications Permission grants Admin access usage Settings modifications Failed Actions Monitor failed attempts: Failed login attempts by user Unauthorized access attempts Failed API calls Error events Multiple failures may indicate: Training needs System issues Security threats Integration problems Compliance Auditing Activity log supports compliance requirements: Financial Compliance Who created/modified invoices Payment processing audit trail Refund authorization tracking Tax related changes Data Privacy Customer data access log Data export activities Customer portal access Email delivery tracking System Integrity Configuration changes User management actions Integration activity Backup and restore events Exporting Activity Data Export Options Export activity logs for analysis: Export Formats CSV for spreadsheet analysis PDF for printed reports JSON for system integration Excel with formatting Export Filters Export filtered results only Include all details Summary view Custom column selection Scheduled Reports Automate activity reporting: Daily activity summary Weekly security report Monthly compliance report Custom schedule Reports can be: Emailed automatically Saved to cloud storage Sent to external systems Posted to internal dashboards Notifications for Activity Activity Alerts Set up notifications for specific activities: Alert Triggers Failed login attempts (threshold) Role changes Large data exports After hours access Configuration changes Alert Recipients Administrators Security team Specific users External monitoring Real Time Monitoring For security sensitive environments: Live activity dashboard Real time alert feed Active user display Privacy Considerations What Users Can See Regular Users Their own activity only Project activity they're involved in Cannot see other users' actions Office Users Project related activity Customer interaction logs Cannot see admin activities Administrators All activity logs Security events Configuration changes Complete system activity Privacy Controls Protect sensitive information: Mask financial details for non admins Hide customer data based on permissions Redact sensitive field values Comply with privacy regulations Activity logging balances transparency with privacy protection. Troubleshooting Activity not showing? Verify date filter range includes event Check user filter isn't excluding entries Some actions may have slight delay Export failing? Try narrower date range Check internet connection Try different export format Related Topics Users & Access User management User Roles Permission levels Security Settings Security features Notification Settings Alert preferences"},{"id":"billing/send-invoice-to-customer","title":"Send an Invoice to a Customer","category":"billing","categoryTitle":"Billing & Invoices","description":"Preview the customer invoice, choose send options, and send or create the invoice without sending.","headings":"Quick Start Step-by-Step: Send an Invoice to a Customer Open the Invoice tab with saved line items Open Send Invoice Review recipients, CC, message, and SMS Review PDF and attachment controls Send only after final review External-send boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. The Send Invoice dialog is the final customer delivery checkpoint for billing. Use it to confirm the invoice number, date, payment terms, recipients, CCs, message, SMS option, PDF attachment, project files, and final Send Invoice button. This guide records the delivery review path and stops before the actual customer send because emailing or texting a customer is an approval gated action. Quick Start 1. Open the project Invoice tab after line items have been saved. 2. Click Create Invoice to open the Send Invoice dialog. 3. Review invoice number, date, payment terms, recipients, CC, message, and SMS settings. 4. Review Preview PDF , Attach invoice PDF , and project file attachment controls. 5. Click Send Invoice only after final review, or Create Without Sending when no customer delivery should happen yet. Step by Step: Send an Invoice to a Customer Open the Invoice tab with saved line items Start from a project Invoice tab that already has reviewed line items. The invoice total and customer delivery controls are only meaningful once the billable work has been saved. Open Send Invoice Click Create Invoice to open the Send Invoice dialog. Review the invoice total, invoice number, invoice date, and payment terms before you touch the delivery options. If the invoice number or payment terms are wrong, fix them here before sending. Those values become part of the customer facing invoice. Review recipients, CC, message, and SMS Confirm the recipient email, optional CC, customer message, Send SMS notification checkbox, and mobile phone number. The text message goes out only when you click Send Invoice with the checkbox enabled. Review PDF and attachment controls Use Preview PDF when you are in a signed in browser session with legacy PDF access. Leave Attach invoice PDF enabled when the customer should receive a PDF copy, and select uploaded project files only when they belong with this invoice. This guide checks the PDF and attachment controls without opening a legacy PDF session or sending any customer communication. Send only after final review When everything is correct, Send Invoice creates the customer invoice and delivers it by the channels you selected. Use Create Without Sending instead when the office needs an invoice record and customer page but no email or text yet. Sending is visible to the customer. Confirm the recipient, message, PDF, SMS, and total first. External send boundary Sending an invoice is externally visible. The console guide recording verifies the delivery controls, PDF/attachment options, and final Send Invoice review state, but it does not click Send Invoice because customer email and SMS delivery require explicit approval. Use Create Without Sending when you need the invoice record and customer page without customer delivery. Use Send Invoice only after the recipient, SMS, message, PDF, attachments, terms, and total are correct. Related Topics Billing Create an Invoice from Completed Work Payment Tracking Invoice Reminders"},{"id":"reports","title":"Reports & Statistics","category":"reports","categoryTitle":"Reports & Statistics","description":"Generate reports and view business analytics","headings":"Quick Start: View Reports What's on the Reports hub Analytics tabs Export formats Topics in This Section Related Topics","content":"Reports & Statistics Access business insights with DrillerDB's reporting and analytics. The Reports & Analytics hub is the main guide it walks through the month to date KPI tiles, analytics tabs, monthly reports, daily logs, field reports, and the export boundaries. Quick Start: View Reports 1. Open Reports in the console ( Data group in the navigation). 2. Review the month to date KPI tiles and Report Sections cards. 3. Open Analytics for revenue, pipeline, drillers, invoice aging, and month over month tabs. 4. Use the date range selector to focus a reporting period. 5. Export or send only after filters, recipients, and downstream use are approved. Reports and exports are limited to admin and office roles. If you don't see the Reports surface, ask an admin to grant access. What's on the Reports hub Area Shows KPI tiles (MTD) Proposals, revenue invoiced, invoices sent, field reports Year to date Projects completed, revenue collected, active users Report Sections Monthly Reports, Daily Logs, Field Reports, Analytics Operational Exports One click CSV / IIF downloads (admin/office) Analytics tabs The Analytics page compares performance with a shared date range filter across Revenue, Project Pipeline, Drillers, Invoice Aging, and Month over Month tabs. Export formats Format Use case CSV Operational lists, project data, spreadsheets, imports QuickBooks IIF Completed projects as invoices for QuickBooks Desktop PDF Monthly reports and per driller field routing Topics in This Section Reports & Analytics The console report hub, analytics tabs, logs, monthly report, and export boundaries Monthly Reports Automated and on demand monthly reports Export Options CSV, IIF, and PDF exports QuickBooks Export Accounting export and live sync Related Topics QuickBooks Online Integration Accounting setup Activity Log Event history Projects Project management"},{"id":"customer-portal","title":"Customer Portal","category":"customer-portal","categoryTitle":"Customer Portal","description":"Customer-facing features for proposal approval and payment","headings":"Quick Start: Send Customer Portal Link Features Customer Experience Step-by-Step: Process a Customer Approval and Payment Security Features Troubleshooting Topics in This Section Related Topics","content":"Customer Portal DrillerDB includes a customer portal where your customers can approve proposals and pay invoices. Quick Start: Send Customer Portal Link 1. Create or open a proposal/invoice 2. Click Send or Email 3. Customer receives email with secure link 4. Customer clicks link to access portal 5. Customer can approve, comment, or pay No customer account required. Customers access the portal through secure, time limited links sent via email. This reduces friction and speeds up the approval process. Features Feature Description Customer Action Proposal Approval Review and approve quotes Click \"Approve\" or add comments Invoice Payments Pay with card or ACH Enter payment details Document Access View well logs, photos, reports Download PDFs Quote Widget Request quotes from your website Fill out form Customer Experience When you send a proposal or invoice, customers receive an email with a secure link to: 1. View the proposal/invoice details 2. Review line items and pricing 3. Approve or request changes 4. Make payments online Step by Step: Process a Customer Approval and Payment 1. Send proposal and invoice links from the project 2. Confirm customer received the email link 3. Monitor approval status and customer comments 4. Follow up on pending approvals before due dates 5. Reconcile received payments in billing workflows Security Features Token based access Unique, time limited links for each customer No account required Customers access via email links PCI compliance Payment processing through Stripe Audit logging All access and actions tracked Troubleshooting Customer can't access link? Check email wasn't marked as spam Verify link hasn't expired Generate new portal link if needed Payment failing? Customer should verify card details Check if card is expired or blocked Try different payment method Documents not appearing? Verify documents are published to portal Check document visibility settings Allow time for sync after upload Topics in This Section Proposal Approval Customers review and approve quotes online Invoice Payments Accept online payments through the portal Document Access Provide secure access to project documents Related Topics Proposals Creating and sending proposals Invoicing Creating invoices Stripe Connect Payment processing setup Email Settings Configure email delivery"},{"id":"field-operations/submit-required-compliance-form","title":"Submit a Required Compliance Form","category":"field-operations","categoryTitle":"Field Operations","description":"Fill, save, preview, and submit required compliance forms from the project compliance workspace.","headings":"Quick Start Step-by-Step: Submit a Required Compliance Form Open the required compliance forms Start the form from the project Fill and save required fields Review the finalization warning Stop at the submission boundary External filing boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Required compliance forms connect the field record to the office permit packet. Use the project Compliance tab to find the required form, review the timing, PDF, and online filing references, start the in app form, fill required fields, save the draft, and finalize the local PDF only after review. External agency portals and customer email remain approval gated. Quick Start 1. Open the project Compliance tab. 2. Expand the required timing group, such as After Completion . 3. Review the required form's status, PDF reference, online filing link, fee, and timing. 4. Click Start Form and fill the required fields. 5. Click Save , then use Finalize only after office review. 6. Download or review the local PDF before opening an outside agency portal or sending paperwork. Step by Step: Submit a Required Compliance Form Open the required compliance forms Open the project Compliance tab and use Forms & Status to find required forms grouped by timing, such as After Completion. Review the status, fee, timing, PDF reference, and online filing link before starting the form. Start the form from the project Click Start Form on the required form. DrillerDB opens the form editor for this project and prepares the live PDF preview pane beside the required fields. Fill and save required fields Enter the required permit values from the completed project and click Save. Save Draft keeps the office record editable while the form is still being reviewed. If auto filled values need correction, edit them here before finalizing. Manual edits override the suggested project data for this form instance. Review the finalization warning Click Finalize only after the office has reviewed the form. The warning explains that finalized forms become read only and are used to generate the downloadable PDF. Stop at the submission boundary After local finalization, download or review the PDF and use the project status as the office record. Open an outside agency portal or send the form only when the recipient, portal, and filing requirements have been approved. The guide recording finalizes a disposable local form and proves no form submission row or external send was created. External filing boundary This guide records the in console form workflow and local finalization boundary. It does not open an outside agency portal, send email, or submit a state filing. Use the Online link, downloaded PDF, or any agency submission path only after the office has reviewed the form, recipient, portal, state requirements, and any filing fees. Related Topics Field Operations Complete a Well Log and Permit Settings & Admin Billing"},{"id":"billing/create-invoices","title":"Create Invoices","category":"billing","categoryTitle":"Billing & Invoices","description":"Review the invoice workspace and prepare a new invoice safely before customer delivery.","headings":"Quick Start Step-by-Step: Create Invoices Open Invoices Filter or search invoices Open Create Invoice Fill invoice details and line items Create only after billing review Billing-record boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Use the Invoices workspace to review invoice status, search customer billing records, and prepare new invoice records. Creating an invoice changes billing data, while reminders, exports, and sends can be customer or accounting visible. This guide records the review and prepared create boundary without creating or delivering an invoice. Quick Start 1. Open Invoices . 2. Review totals, status filters, search, date filters, and invoice rows. 3. Use reminders, voids, exports, and customer links only after billing review. 4. Open Create Invoice when the office needs to prepare a new invoice record. 5. Fill invoice number, dates, line items, quantity, unit price, and notes. 6. Click Create Invoice only after the billing record has been reviewed. Step by Step: Create Invoices Open Invoices Open the Invoices workspace to review totals, unpaid invoices, paid invoices, outstanding balance, filters, and the invoice table. Filter or search invoices Use status tabs, search, and date filters to narrow the list before opening a customer invoice, sending a reminder, voiding, or exporting records. Exports, reminders, voids, and customer invoice links are real billing actions. Review filters before touching those controls. Open Create Invoice Open the Create Invoice workspace when the office needs to prepare a new invoice. Work orders and project invoice tabs can also open this page with source context prefilled. Fill invoice details and line items Enter the invoice number if needed, invoice date, due date, line item description, quantity, unit price, and notes. The total updates from the line items. Project and Pump/Service invoices should be based on reviewed job data, not a rough estimate. Create only after billing review Review the customer/source context, invoice number, dates, line items, total, and notes before clicking Create Invoice. The guide recording stops here and proves the example invoice was not created. Customer delivery is a later send step. Create the invoice only after the billing record itself is correct. Billing record boundary This guide records the invoice workspace review and prepared create flow. It does not create an invoice, send a reminder, void a record, export billing data, open a customer invoice, or send customer communication. Use Create Invoice only after the customer/source context, invoice number, dates, line items, total, and notes are correct. Customer delivery remains a separate send review. Related Topics Billing Create an Invoice from Completed Work Send an Invoice to a Customer Payment Tracking"},{"id":"drillpath","title":"DrillPath Milestones","category":"drillpath","categoryTitle":"DrillPath Milestones","description":"Track project progress with visual milestones","headings":"Quick Start: View Project Milestones Milestone Stages Overview Milestone Stages Proposal Stage Open Job Stage Completed Stage Features Step-by-Step: Diagnose a Stalled Project Troubleshooting Topics in This Section Related Topics","content":"DrillPath Milestones DrillPath provides visual milestone tracking for your drilling projects from proposal to payment. Quick Start: View Project Milestones 1. Open any project from Projects list 2. View the milestone timeline at top of project 3. Completed milestones appear filled/checked 4. Current milestone is highlighted 5. Click milestones to see details and timestamps Milestones update automatically when you complete actions like sending proposals, submitting tower up reports, or creating invoices. No manual status updates required. Milestone Stages Overview Stage Milestones Auto Updates Proposal Created, Sent, Approved, Permitted On proposal actions Open Job Site Recon, Dispatched, Tower Up, Tower Down, Well Log, Pump On field reports Completed Invoiced, Paid On billing actions Milestone Stages Proposal Stage Proposal created Proposal sent Approval received Permits obtained Open Job Stage Site recon submitted Crew dispatched Tower up Tower down Well log submitted Pump installed Completed Stage Invoiced Paid Features Visual progress tracking Milestone blocking detection Auto collapse rules Customizable milestones Step by Step: Diagnose a Stalled Project 1. Open project and review current highlighted milestone 2. Check prior milestone completion timestamps 3. Identify missing prerequisite action (proposal, field report, invoice) 4. Complete the blocking action in the relevant module 5. Reopen DrillPath and confirm milestone progression Troubleshooting Milestone not updating automatically? Verify the triggering action completed successfully Check that you have permission to update the project Some milestones require manual completion Timeline not displaying? Refresh the project page Ensure project has been saved Check browser console for errors Can't complete a milestone? Check if previous milestones are completed (dependencies) Verify you have the required role permissions Some milestones are auto only and cannot be manually completed Topics in This Section Milestone Tracking Visual progress tracking for drilling projects Proposal Milestones Track milestones during the proposal stage Open Job Milestones Track milestones during active drilling operations Drill Path Settings Choose which milestones appear, and which stage Permits belongs to Related Topics Projects Overview Create and manage projects Pump & Service Work Orders Field crew assignments Field Reports Submit tower up/down reports Invoicing Invoice completed projects"},{"id":"projects/projects-and-wells","title":"Projects & Wells","category":"projects","categoryTitle":"Projects & Proposals","description":"Managing proposals, tracking actuals, logging well data, and closing out jobs.","headings":"Quick Start Step-by-Step: Projects & Wells Open Projects Filter by stage or field context Open the project overview Use tabs to move through the job record Open Well Log or closeout tabs when field work is complete Workflow orientation Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Projects are the central job record in DrillerDB, but the user workflow is the lifecycle: create the drilling project, add customer and location details, build and send the proposal, complete field/well log and compliance work, then invoice from the completed record. This guide is a read only orientation to where those pieces live so users can jump into the right workflow guide. Quick Start 1. Open Projects to find the job record by status, customer, location, well type, or priority. 2. Use the project detail page as the hub for customer, location, proposal, invoice, well log, compliance, files, and history. 3. Open Proposal when the office is ready to build and send customer pricing. 4. Open Well Log and Compliance when field work is complete and permit paperwork needs review. 5. Open Invoice only after completed field, well log, and compliance data are ready for billing. Step by Step: Projects & Wells Open Projects Open Projects to review the pipeline cards, status filters, search, advanced filters, import/export controls, and project rows. Filter by stage or field context Use the status pills for Proposal, Open Job, Complete, and Closed work. Use advanced filters for employee, well type, drill type, priority, state, county, and contact search when the list is busy. Filtering the list is read only. Status changes, dispatch, delete, and export actions are separate controls. Open the project overview Click a project row to open the detail page. The sticky header shows the project title, project number, status, well number, save state, and lifecycle strip while you work through the record. Use tabs to move through the job record The primary tabs keep the highest frequency work visible: Overview, Proposal, Invoice, Well Log, and Compliance. Use More for supporting tabs such as Files, Site Recon, Inventory, Lab, Daily Report, Activity, Costs, Pump/Service, and Liens. This guide shows where the tabs are. The proposal, compliance, well log, and invoice workflows each have their own detailed guide. Open Well Log or closeout tabs when field work is complete Use Well Log for drilling and construction details, Compliance for required forms, Invoice for billing, and Activity/Files for supporting history. The recording opens tabs only and does not save or change project data. Workflow orientation The first workflow investigation produced a useful route and feature surface inventory, but it did not fully capture how DrillerDB users think about the work. Treat Projects & Wells as the job record hub for the real workflows: drilling project creation, customer/location setup, proposal delivery, field completion, compliance paperwork, and billing from completed work. For pump and service work, use the Work Orders guides. Service jobs follow the same customer to proposal pattern, but they start from a pump/service work order instead of a drilling project. Related Topics Create Your First Project Sending Project Proposals Complete a Well Log and Permit Create an Invoice from Completed Work"},{"id":"weather","title":"Weather Integration","category":"weather","categoryTitle":"Weather Integration","description":"Weather monitoring for job planning","headings":"Quick Start: Check Weather Weather Features Overview Features Precipitation Monitoring Current Capabilities Step-by-Step: Weather-Based Dispatch Decision Topics in This Section Related Topics","content":"Weather Integration DrillerDB provides weather monitoring to help you plan around precipitation and weather conditions that affect drilling operations. Quick Start: Check Weather 1. Click Weather in main navigation 2. View current conditions for job sites 3. Check precipitation risk levels 4. Review multi day forecast for planning 5. Adjust schedules based on weather data Check the weather dashboard before dispatching crews to avoid sending teams to job sites with poor conditions or inaccessible ground due to recent precipitation. Weather Features Overview Feature What It Shows Use For Current Conditions Temperature, precipitation, wind Real time decisions Precipitation Risk Ground saturation levels Site accessibility Multi Day Forecast Expected conditions ahead Schedule planning Historical Data Past weather records Analysis, claims Features Weather Dashboard View current conditions and forecasts Precipitation Risk Assessment Understand ground saturation and site accessibility Project Weather Weather data for job site locations Manual Planning Use weather data to inform scheduling decisions Precipitation Monitoring DrillerDB monitors precipitation and provides risk assessments based on: Current and forecast precipitation Ground saturation estimation Multi day precipitation patterns The system focuses on precipitation based risk assessment, which is most relevant for drilling operations and site accessibility concerns. Current Capabilities The weather system provides weather data for viewing and manual consideration in planning: Current conditions display Multi day precipitation forecasts Precipitation risk levels Historical weather data access Weather information is available through the weather dashboard. Users check weather data manually when making scheduling and operational decisions. Step by Step: Weather Based Dispatch Decision 1. Open weather dashboard for today and next two days 2. Compare precipitation risk for each planned job location 3. Flag sites with likely access or safety constraints 4. Reorder schedule to prioritize low risk locations 5. Notify crews and customers about schedule adjustments Topics in This Section Weather Dashboard Current conditions and forecasts for job planning Weather Warnings Precipitation based risk assessment for job sites Scheduling Impact Weather considerations for job planning Related Topics Scheduling Schedule management Field Operations Field work planning Projects Project management"},{"id":"scheduling/scheduling-and-crews","title":"Scheduling & Crews","category":"scheduling","categoryTitle":"Scheduling","description":"Crew assignments, calendar views, and scheduling workflows.","headings":"Quick Start Step-by-Step: Scheduling & Crews Open Scheduling Use Calendar for timing Use Board for dispatch review Use Teams for crew capacity Open Schedule only after review Dispatch boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Scheduling turns approved project and service work into a daily crew plan. Use the Scheduling workspace to choose the view that fits the question: Calendar for timing, Board for dispatch review, Teams for crew capacity, Gantt for longer timeline shifts, and Map for geographic context. This guide records a read only orientation and stops before schedule, dispatch, notification, or crew assignment changes. Quick Start 1. Open Scheduling . 2. Use Calendar to review timing and move between Month, Week, Day, and Agenda views. 3. Use Board to scan scheduled work by crew for dispatch review. 4. Use Teams to review crew capacity, members, vehicles, and scheduled work. 5. Open Schedule only when the assignment details are ready for review. 6. Use Notify only after the dispatcher has reviewed the schedule change and crew recipients. Step by Step: Scheduling & Crews Open Scheduling Open Scheduling to review the toolbar, date controls, view switcher, driller and status filters, project search, and the Schedule , Notify , and Print controls. Use Calendar for timing Use the Calendar controls to switch between Month , Week , Day , and Agenda views, then move the visible date range with Previous , Today , and Next . Dragging a calendar event can reschedule work. This guide only changes the visible mode and date range. Use Board for dispatch review Switch to Board when the office needs to scan scheduled work by crew or driller, review project cards, and compare status, location, customer, and schedule timing. Use Teams for crew capacity Switch to Teams to review crew groups, members, vehicles, workload, and scheduled projects before you decide whether work should be assigned or moved. Open Schedule only after review Use Schedule to prepare an assignment by choosing a project, a crew or driller, a date, an optional time, and a duration. This guide opens the dialog only and does not save the assignment. Notify is visible to crews. Preview and send schedule notifications only after the dispatcher has reviewed the schedule change. Dispatch boundary This guide records the scheduling workspace as a read only orientation. It opens views and the Schedule dialog, but it does not save a schedule, move a project, dispatch a crew, create a route stop, or notify field staff. Use Schedule only after the project or work order, crew/driller, date, optional time, and duration have been reviewed. Use Notify only after the dispatcher confirms the recipient preview and wants crew members contacted. Related Topics Projects & Wells Create a Pump/Service Work Order Track Time Timecards"},{"id":"settings","title":"Settings & Admin","category":"settings","categoryTitle":"Settings & Admin","description":"Configure DrillerDB settings and manage users","headings":"Quick Start: Access Settings Settings Tabs Overview User Roles Step-by-Step: Configure a New Company Workspace Topics in This Section Company Configuration User Management Business Settings Monitoring & Security Related Topics","content":"Settings & Administration Configure DrillerDB to match your business needs with complete settings. Quick Start: Access Settings 1. Click Settings in the sidebar (gear icon) 2. Select a settings tab (General, Users, Billing, etc.) 3. Modify settings as needed 4. Click Save to apply changes Only Admin users have access to all settings tabs. Office and Field users see limited options based on their role. Settings Tabs Overview Admin users have access to 11 settings tabs: Tab Purpose Who Can Access General Company info, logo, subscription Admin Integrations Third party connections Admin Users & Access User management and roles Admin Projects & Proposals Default fields and templates Admin, Office Scheduling Schedule configuration Admin, Office Billing & Invoicing Invoice settings Admin Accounting QuickBooks or Foundation sync Admin Security MFA, passkeys, account security Admin Notifications Alert preferences All users Activity Log User activity tracking Admin System Advanced settings Super Admin User Roles You assign roles here. Accountant is invited from Accounting instead, and is not in this picker. Role Access Level Admin Full access to all features and settings Office Most features, plus the card on file. No plan changes, no cancellation, no user management Field Supervisor Crew and job operations, plus invoices, contacts, and the card on file. In the console Billing is their only settings page; on the classic app they reach the same pages as Office Field Tech, shown as Field Tech (Driller) on the console Field operations only, no settings Basic User, shown as User on the console An older stored role, and the two apps differ. In the console: what Office opens, except Billing. On the classic app: no Office access, and refused by nearly every gated page but not a restricted role, see User Roles See User Roles for what each one can open. Step by Step: Configure a New Company Workspace 1. Set company profile and regional defaults in General settings 2. Add team members and assign least privilege roles 3. Configure project, scheduling, and billing defaults 4. Connect accounting/payment integrations as needed 5. Review activity log and security settings before launch Topics in This Section Company Configuration General Settings Company info, logo, timezone, and regional preferences Integrations Connect third party services for accounting, payments, and more QuickBooks Online Set up bidirectional sync with QuickBooks Foundation Software Connect Foundation accounting for construction contractors Stripe Connect Enable online credit card and ACH payment processing Managing Multiple Companies & Branches Set up and bill under more than one legal entity (Enterprise) User Management Users & Access Add and manage team member accounts User Roles & Permissions Understand Admin, Office, Field Supervisor, Field Tech, Basic User, and Accountant Business Settings Project Settings Configure default fields, templates, and custom fields Billing Settings Set up invoice numbering, payment terms, and tax rates Notifications Control email and in app notification preferences Monitoring & Security Security & MFA Multi factor authentication, passkeys, and account security Activity Log Track user activity and audit system events Related Topics Getting Started Initial onboarding steps Billing Invoice and payment operations Troubleshooting Resolve configuration issues"},{"id":"mobile","title":"Mobile Access","category":"mobile","categoryTitle":"Mobile Access","description":"Native iPhone and Android field apps plus responsive web access","headings":"Native Field Apps Quick Start: Get the App Working Offline Responsive Web Access Troubleshooting Topics in This Section Related Topics","content":"Mobile Access DrillerDB gives your field crews two ways to work from the job site: native iPhone and Android apps built for offline use, and responsive web access from any mobile browser. Native Field Apps The DrillerDB field apps are built for drillers and crews working where cell signal is unreliable. They work offline first complete well logs, capture photos, record GPS locations, and track time with no signal at all, and everything syncs automatically once you're back online. Platform Download Requirements iPhone / iPad App Store iOS 14 or later Android Google Play Android 8.0 or later The apps are free to download and included with your DrillerDB subscription. Quick Start: Get the App 1. Download DrillerDB from the App Store or Google Play 2. Log in with your DrillerDB credentials 3. Open your assigned jobs they're available offline 4. Work in the field, with or without signal 5. Data syncs automatically when you reconnect Working Offline Offline support is the reason to use the native apps in the field: Complete well logs without a connection Capture photos tagged with GPS and timestamps Record GPS check ins at the job site Track time on the job When your device regains a connection, DrillerDB syncs everything to the cloud in the background, and your office sees the updates on the web console. Multiple crew members can work the same job from their own devices the system merges everyone's updates. Open a job while you still have signal so its details are cached on your device. From there you can keep working even in a dead zone. Responsive Web Access For quick office style tasks from a phone or tablet, you can also use the web console at console.drillerdb.com in any mobile browser. The interface adapts to your screen with a collapsible menu and touch friendly controls. Web access needs a connection for offline field work, use the native apps. Add the web console to your home screen for app like access. In Safari, tap Share, then Add to Home Screen. In Chrome, tap Menu, then Add to Home Screen. Troubleshooting App won't sync? Confirm the device has a connection Reopen the app to trigger a sync Check that you're logged into the correct account Photos not uploading? Large photos sync once you're back on a solid connection Confirm the app has permission to access your photos Can't see your jobs? Pull down to refresh Confirm the jobs are assigned to you Topics in This Section Field Access Mobile features designed for field workers Related Topics Field Reports Submit reports from the field GPS Check Ins Location tracking Daily Logs Activity logging Scheduling View your schedule"},{"id":"settings/billing-entities","title":"Managing Multiple Companies & Branches","category":"settings","categoryTitle":"Settings & Admin","description":"Set up and bill under more than one legal entity from a single DrillerDB account using Settings > Billing Entities.","headings":"Quick Start Step-by-Step: Manage Your Billing Entities Open Settings > Entities Add an entity Save and set the default Connect QuickBooks per entity (optional) Disconnect QuickBooks Archive and restore entities Who can manage entities Related Topics","content":"Billing Entities is part of the Enterprise plan. You also need an Admin or Office role to open and manage it. If you are on a lower plan you will see a message that billing entities require the Enterprise plan. If your business operates under more than one company name separate legal entities, branches, or DBAs that each need their own letterhead and books DrillerDB lets you manage all of them from one account. Every job, work order, and invoice is assigned to one of your billing entities, so each piece of paperwork carries the right company name, logo, and (optionally) its own QuickBooks connection. A common example: a regional driller running an operating company, a separate ag/irrigation entity, and an equipment holding company under one roof. Each one becomes a billing entity, and your crews pick the right one when they create work. Quick Start 1. Open Settings Entities (Billing Entities). 2. Click Add entity and enter the company's name and details. 3. Save it. The first entity you add becomes the default that new jobs and invoices bill under. 4. Repeat for each additional company or branch. 5. (Optional) On each entity, click Connect QuickBooks to link that company to its own QuickBooks Online account. Step by Step: Manage Your Billing Entities Open Settings Entities Log in to the console with your existing DrillerDB credentials, open Settings , and choose Entities . The page is titled Billing Entities . It lists each company you bill under as a card, with a colored dot, the company name, and a DEFAULT badge on the one new work bills under. Add an entity Click Add entity in the top right to open the create form. Fill in: Display Name (required) the company name your crews will recognize and that appears on paperwork. Legal Name the full legal entity name, used where the formal name is needed. EIN the entity's federal tax ID. Phone , Address , City , State , Zip , and Email the entity's contact and location details. Badge Color pick a preset color or enter a hex value. This is the dot that tags the entity throughout the app so crews can tell them apart at a glance. Logo upload the entity's logo (PNG, JPG, or GIF, up to 2MB). It appears on that entity's proposals and invoices. Make default check this to make the new entity the one all new jobs and invoices bill under. Only Display Name is required the rest are optional and can be added later by editing the entity. Save and set the default Click Add Entity to save it. The first entity you create automatically becomes the default the company new jobs and invoices bill under unless someone picks a different one. To change the default later, click Set as default on the entity you want. Only one entity is the default at a time. Setting a new default moves the DEFAULT badge it does not change the company on jobs and invoices that already exist. Connect QuickBooks per entity (optional) Each billing entity can connect to its own QuickBooks Online company. On the entity's card, click Connect QuickBooks . You are taken to Intuit to sign in and authorize that specific QuickBooks company, then returned to DrillerDB with a confirmation that QuickBooks is connected. Once connected, the card shows the connected QuickBooks company, with a Disconnect action. This is what lets a multi entity business keep separate books: each company syncs its invoices and payments to its own QuickBooks file at the same time. (Single entity accounts connect one QuickBooks company in Settings Integrations instead.) Disconnect QuickBooks To unlink an entity from QuickBooks, click Disconnect on that entity and confirm. New invoices and payments for that entity stop syncing until you reconnect it. Nothing that already synced is removed. Archive and restore entities If you stop using an entity, click Archive on its card and confirm. Existing jobs and invoices keep that entity's letterhead archiving only stops it from being offered on new work. Archived entities collapse into an Archived entities section at the bottom of the page, where you can Restore any of them later. Who can manage entities Requirement Detail Plan Enterprise (the multi entity / multi location feature) Role Admin or Office Where Settings Entities Users on other plans, or with Field or basic User roles, do not see the Billing Entities page. Related Topics Settings & Admin QuickBooks Online Integration Set Up Your Team Integrations Billing"},{"id":"timecards/time-and-payroll","title":"Time & Payroll","category":"timecards","categoryTitle":"Timecards","description":"Timecard tracking, overtime rules, lunch deductions, and payroll exports.","headings":"Quick Start Step-by-Step: Time & Payroll Open the Timecards workspace Review the week before approval Confirm payroll action boundaries Review time-off requests and balances Check policy settings before payroll Payroll boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Time & Payroll is the office review layer around daily time tracking. Use the Overview for current hours, Weekly Review for approvals and payroll export readiness, Time Off for requests and balances, and Settings for overtime, lunch, and time off policy controls. This guide is read only and stops before creating entries, approving time, exporting payroll, requesting time off, or saving policy changes. Quick Start 1. Open Timecards and use the top navigation to move between overview, weekly review, time off, and settings. 2. Review daily entries and weekly totals before approving or exporting anything. 3. Open Weekly Review to inspect submitted entries and the daily detail panel. 4. Open Time Off to review request status without approving or denying until the office has checked the request. 5. Open Settings to confirm overtime, lunch, and time off policy context before payroll export. Step by Step: Time & Payroll Open the Timecards workspace Open Timecards to review the Overview, Weekly Review, Time Off, and Settings tabs, plus the daily clock in and manual entry entry points. The Track Time guide covers daily clock in and manual entry preparation. This guide focuses on office review and payroll readiness. Review the week before approval Open Weekly Review to compare each employee's daily totals, regular hours, overtime, selected entries, and the approval/export controls. Approve and Export CSV are payroll impacting actions. Use them only after hours and exceptions have been reviewed. Confirm payroll action boundaries Use the Weekly Review no data, selection, approval, and export states to confirm whether the pay period is ready. If day cells are populated, open the day detail before approving or exporting. The local guide recording found no positive time entries for the current demo company, so it records the safe review boundary instead of creating payroll data. Review time off requests and balances Open Time Off to review policy balances, pending requests, approved/denied history, and request controls without approving, denying, or submitting a request. Check policy settings before payroll Open Settings to review overtime thresholds, lunch deduction policy, and time off policy settings before anyone saves payroll affecting configuration changes. Payroll boundary This guide records the broader timecard review workflow: overview, weekly review, time off queue, policy settings, and payroll export orientation. It does not create, edit, approve, deny, clock in/out, export, or send payroll data. Use approvals and payroll export only after the office has reviewed the pay period, employee entries, request status, policy settings, and payroll destination. Related Topics Track Time Scheduling & Crews Reports User Roles"},{"id":"maps/maps-and-geology","title":"Maps & Geology","category":"maps","categoryTitle":"Maps & Geospatial","description":"Interactive project maps, geology overlays, and location tracking.","headings":"Quick Start Step-by-Step: Maps & Geology Open the Maps workspace Review layers and filters Use map guide, tabs, and route context Prepare a geology estimate safely Review recent geology history Location and AI-job boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Maps & Geology is the location review workspace for office dispatch, route planning, public well context, and geology estimation. Use Maps to inspect project and service job pins, filters, layers, pump installers, historical wells, route planning, township lookup, and fallback map data. Use Geology to prepare coordinates, review the AI estimator, and inspect recent estimation history. This guide is read only and stops before creating projects, saving map annotations, exporting map data, routing crews, or starting an AI geology job. Quick Start 1. Open Maps and review Job Map, Pump Installers, and Historical Wells tabs. 2. Use status chips, Layers, Filters, Search, Route, Township, and Help to orient the map before changing records. 3. Open Layers to review project, work order, GPS, public well, geology, aquifer, and township overlays. 4. Review Site hazard screening on the project Overview or Hazards tab, or while selecting a location for a new project. Choose Review mapped hazards for the full map with hazard, groundwater pollution sensitivity, and source water protection layers selected. Coverage varies; missing data is not clearance. 5. Open Geology and enter coordinates only when the location is ready for estimate review. 6. Stop before creating map annotations, saving locations, exporting data, routing crews, or starting an AI geology job. Step by Step: Maps & Geology Open the Maps workspace Open Maps to review the Job Map, Pump Installers, and Historical Wells tabs. The map toolbar keeps status chips, layers, filters, route planning, search, locate me, township lookup, refresh, and the built in map guide in one place. On localhost, the map may render as a fallback canvas if the Google Maps key is missing or restricted. The project data, tabs, filters, and guide controls still remain visible for review. Review layers and filters Open Layers to decide whether project pins, Pump/Service jobs, wells, parcels, GPS fleet, crew breadcrumbs, pump installers, custom pins, geology, aquifers, monitoring wells, townships, or geologic structures should be visible. Use Filters when the office needs to narrow by employee, well type, drill type, priority, or Pump/Service category. Site hazard screening shows current agency readings on the project Overview and Hazards tabs, and beside the site location when creating a project. Select an address suggestion or use Check site hazards with a street address, city, and state. Confirm the proposed well position on the map. For a wider view, choose Review mapped hazards from the project's Hazards tab. The map opens in a new tab at the project GPS location (or its complete street address) with Geologic Hazards, Groundwater Pollution Sensitivity, and Source Water Protection Areas selected. Click the proposed site to review source readings. Return to project hazards when finished; your original tab keeps any unsaved setback entries. Coverage varies by source and location. No data does not mean safe, and mapped screening does not replace field measurements or local requirements. Use map guide, tabs, and route context Open the built in map guide when a user needs a quick reminder of search, filters, overlays, township lookup, route planner, pump installers, or historical wells. Switch tabs to review pump/service partner context or public historical well data without changing any records. Prepare a geology estimate safely Open Geology, enter latitude and longitude, and choose the AI provider only when the location is ready. The estimator can start a real geology job, so the guide recording fills the fields and stops before clicking Estimate Geology. Use the map context menu or a project location to carry coordinates into geology review, then verify the coordinates before starting the AI job. Review recent geology history Switch to Recent to inspect existing geology estimation results and DepthMap links. This is a review surface; opening DepthMap leaves the console and starting a new estimate remains a separate approval point. Location and AI job boundary This guide records map and geology review surfaces only. It does not create a project from the map, save a custom pin, export map data, change a route, open an external navigation handoff, or start an AI geology estimation job. Use location saves, route changes, exports, DepthMap links, and Estimate Geology only after the office has reviewed coordinates, project/customer context, crew handoff, and any external destination. Related Topics Projects & Wells Scheduling & Crews Complete a Well Log and Permit DepthMap"},{"id":"real-time","title":"Real-Time Features","category":"real-time","categoryTitle":"Real-Time Features","description":"Real-time capabilities, company context, and connection behavior","headings":"Quick Start: Validate Real-Time Access Step-by-Step Workflow Included Areas Operational Notes Troubleshooting Topics in This Section Related Topics","content":"Real Time Features DrillerDB includes real time capabilities for notifications and schedule refresh events when you are signed in with a valid company context. Real time WebSocket connections accept a valid positive company id from the signed in session. Delivery still depends on connectivity and users being in the same company context. Quick Start: Validate Real Time Access 1. Sign in to DrillerDB 2. Open Real Time workflows (notifications or scheduling) 3. Perform a test change from one session 4. Confirm another session receives the update 5. If not, refresh both sessions and confirm both users are in the same company context Step by Step Workflow 1. Sign in to DrillerDB 2. Open Real Time workflows (notifications or scheduling) 3. Perform a test change from one session 4. Confirm another session receives the update 5. If not, refresh both sessions and confirm both users are in the same company context Included Areas Area Behavior Notifications New events can be pushed live when enabled Scheduling Schedule update triggers can refresh active views Operational Notes Real time behavior is company context dependent. Internet connectivity is required for live delivery. Manual refresh remains the fallback for stale views. Troubleshooting No live updates Confirm both sessions have a valid company context Refresh both sessions Verify both users are in the same company context Updates appear only after refresh One session may be disconnected or in a different company context Event delivery may have been missed; refresh restores current state Topics in This Section Live Notifications Real Time Schedule Updates Related Topics Scheduling Notification Settings"},{"id":"settings/job-costing","title":"Job Costing Setup","category":"settings","categoryTitle":"Settings & Admin","description":"Turn on job costing, work the three-item setup checklist, and tune auto-capture, burden, GPS matching, and margin thresholds","headings":"Quick Start Step-by-Step: Work the setup checklist Step-by-Step: Set the capture rules Related Topics","content":"Job Costing Setup Job costing compares what a project cost you against what you billed for it. Before those numbers mean anything, DrillerDB needs three things: a list of cost codes, a labor rate for each employee, and an hourly rate for each piece of equipment. This page is where you enter all three and set the rules that capture costs automatically. Open Settings Job Costing , under the Billing & Finance heading in the settings list. The page reads \"Configure cost codes and employee rates for job costing\". The portfolio view of the resulting numbers lives elsewhere. For budget against actual against billed, WIP, and retainage, see Job Costing under Accounting. Quick Start 1. Open Settings Job Costing . 2. Turn on Enable Job Costing . 3. Work the Setup Status checklist: add your Cost Codes , then Employee Rates , then Equipment Rates . 4. Choose which costs DrillerDB captures on its own under Auto Capture . 5. Set your Burden Multiplier and Margin Thresholds . 6. Click Save Settings . Step by Step: Work the setup checklist The Setup Status card sits at the top of the page and counts how many of the three pieces you have finished. Job Costing page in the DrillerDB console. Job Costing is highlighted in the settings list under Billing & Finance. A Setup Status card carries a green 3/3 complete badge above three green pills, each with a check icon, reading Cost Codes, Employee Rates, and Equipment Rates. Below the card runs the tab row Settings, Cost Codes (12), Employee Rates, Equipment Rates, Mappings, and Warnings with a red 1 badge.\" width={1440} height={345} / The badge reads 3/3 complete and turns green when all three are done. Until then it stays amber and names how many are finished. Each item turns green as soon as you save that piece, and it stays green when you come back to the page later. Work the three tabs in order. Each is a tab on this same page. 1. Cost Codes your own chart of job costs, such as 200 Drilling Labor or 510 Pump Installation Labor . Every code needs both a number and a name. The tab heading carries the count, so Cost Codes (12) means twelve are saved. 2. Employee Rates the hourly labor rate for each person. Rates are effective dated, so a raise does not rewrite the cost of work already done. 3. Equipment Rates the hourly rate for each rig, truck, or pump hoist. These are effective dated too. Two more tabs sit beside them once the basics are in place: Mappings ties each source of cost to a cost code, so captured costs land in the right bucket without anyone choosing. There are four maps: labor allocation type, labor shift type, inventory category, and equipment cost type. Warnings lists what capture could not resolve, such as a timecard with no rate on file. The tab carries a count of the unresolved ones, and an admin can clear them from there. Step by Step: Set the capture rules The Settings tab holds one card, Job Costing Configuration . Setting What it controls Enable Job Costing The whole feature. Turn it on to track costs against project budgets. Auto Capture: Labor Costs Pulls labor from approved timecards. Auto Capture: Material Costs Pulls materials from inventory usage. Auto Capture: Equipment Costs Pulls equipment usage and depreciation. Burden Multiplier Multiplies base labor rates to cover taxes, insurance, and benefits. A value of 1.3 puts 30 percent on top of base wages. GPS Proximity How far, in miles, a GPS check in can be from a job site and still count as work on it. A timecard inside the radius is matched to the nearest project. Margin Thresholds Two percentages, Warning below (%) and Good above (%) . Jobs under the warning number show red and jobs over the good number show green. Excessive Hours Threshold Flags any daily timecard longer than this number of hours for review. Click Save Settings when you are done. Nothing on this card saves on its own. Auto capture reads approved timecards, inventory usage, and equipment logs going forward. Setting it up halfway through a job leaves the earlier days uncosted, and you have to add those by hand on the project's Costs tab. Related Topics Project Costs the per project Costs tab, where captured and hand entered costs appear. Job Costing budget against actual against billed across every project, WIP, and retainage. Timecards where captured labor comes from. Inventory where captured material comes from."},{"id":"depthmap","title":"DepthMap","category":"depthmap","categoryTitle":"DepthMap","description":"Interactive well map subscription for exploring water well data worldwide","headings":"Quick Start: Access DepthMap What is DepthMap? Key Features DepthMap vs DrillerDB Getting Started Step-by-Step: Run a Site Feasibility Check Topics in This Section Data Coverage Troubleshooting Support Related Topics","content":"DepthMap DepthMap is DrillerDB's standalone subscription for accessing our worldwide water well database through an interactive map interface. Perfect for well drillers, geologists, engineers, and researchers who need well data without full project management features. Quick Start: Access DepthMap 1. Visit drillerdb.com/well map/sign up 2. Create your account with email 3. Choose subscription plan 4. Log in at console.drillerdb.com 5. Start exploring wells in your area DepthMap includes the same well data and tools as DrillerDB's built in map. Choose DepthMap if you only need well data access without project management features. What is DepthMap? DepthMap provides access to about 23 million water well records worldwide: 16.3 million filed with state agencies across the United States, 2.2 million from Canada, and the rest from Germany and Britain. The interactive map displays well locations with detailed construction information, depth data, geological formations, and original well logs where available. Key Features Interactive Well Map Explore wells across the entire country with an easy to use map interface Well Log Access View original well construction reports and driller's notes Geology Estimation Get formation estimates for any location based on nearby well data Parcel Boundaries Toggle property lines to understand well locations relative to parcels Distance Measurement Measure distances between points directly on the map CSV Export Download well data for use in other applications DepthMap vs DrillerDB Feature DepthMap DrillerDB Well map access Yes Yes Well log viewing Yes Yes Geology estimation Yes Yes Distance measurement Yes Yes Parcel boundaries Yes Yes Project management No Yes Customer database No Yes Scheduling No Yes Invoicing No Yes Field reports No Yes Equipment tracking No Yes Getting Started 1. Sign Up Visit drillerdb.com/well map/sign up to create your account 2. Access the Map Log in at console.drillerdb.com to start exploring 3. Search Enter an address or use GPS to find wells in your area 4. Explore Click wells to view details, use tools to measure and analyze Step by Step: Run a Site Feasibility Check 1. Search for the target address or parcel area 2. Turn on nearby well and parcel layers 3. Open multiple well points to compare depth/yield context 4. Use geology tools to estimate likely formation sequence 5. Export findings for proposal and planning discussions Topics in This Section Map Navigation Learn how to navigate the map, search locations, and view wells Map Layers Understand the well logs, parcel boundaries, and other map overlays Map Tools Use right click tools for geology estimation, measurements, and more Understanding Well Data What information is available and where it comes from Managing Your Subscription Cancel, resubscribe, or update your payment method Data Coverage Well data is sourced from public records maintained by state agencies across the country. Coverage and data quality vary by state and region. Some states have complete digital records dating back decades, while others have limited historical data. The database is continuously updated as new well reports are filed and additional state data becomes available. Troubleshooting Can't access DepthMap? Verify your subscription is active in account settings Clear browser cache and try again Try a different browser if issues persist Wells not loading? Check your internet connection Zoom in to load wells at a visible scale Enable the Well Logs layer in bottom toolbar Geology estimates not appearing? Ensure there are nearby wells with data Try a different location with more well coverage Check that you're zoomed in enough Support Need help with DepthMap? Contact our support team at support@drillerdb.com. Related Topics Map Navigation Navigate and search the map Map Layers Toggle wells and parcel boundaries Map Tools Measure distances and estimate geology Understanding Well Data Interpret well information Managing Your Subscription Cancel, resubscribe, or update payment Well Map (DrillerDB) Full DrillerDB map features"},{"id":"integrations","title":"Integrations & AI Assistants","category":"integrations","categoryTitle":"Integrations & AI Assistants","description":"Connect DrillerDB to AI assistants and outside tools","headings":"Quick Start: Connect an AI Assistant Features Articles","content":"Integrations & AI Assistants DrillerDB connects to tools you already use, and to AI assistants through the Model Context Protocol (MCP). Quick Start: Connect an AI Assistant 1. Open your MCP client (Claude, Microsoft Copilot, Cursor, VS Code, ChatGPT, Codex) 2. Add https://drillerdb.com as a custom connector using the server URL below 3. Sign in with your existing DrillerDB account when the client prompts you 4. Ask a question about your jobs, customers, invoices, or well logs Features MCP server query and act on your DrillerDB data in plain English from any MCP compatible assistant OAuth sign in no API keys to copy or store; the server URL is all your client needs Company scoped access every request returns data from your company only Approval gating actions that contact a customer or change money pause for your confirmation Partner API a read only REST API on Enterprise accounts for pulling projects, invoices, work orders, contacts, equipment, and inventory into your own systems QuickBooks sync invoices and payments with your accounting Articles DrillerDB MCP Server Partner API Quote Request Endpoint"},{"id":"reports/reports-and-analytics","title":"Reports & Analytics","category":"reports","categoryTitle":"Reports & Statistics","description":"Production reports, financial summaries, and operational dashboards.","headings":"Quick Start Step-by-Step: Reports & Analytics Open the reports hub Review analytics tabs Inspect pipeline and aging views Review monthly report history Check field and daily report lists Export and send boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Reports & Analytics is the office review area for month to date KPIs, monthly summaries, daily logs, field reports, operational export cards, and analytics tabs for revenue, project pipeline, drillers, invoice aging, and month over month trends. This guide is read only and stops before generating reports, downloading CSV/PDF files, sending monthly reports, or exporting operational data. Quick Start 1. Open Reports and review month to date KPI tiles, report sections, operational exports, and year to date metrics. 2. Open Analytics to compare revenue, pipeline, drillers, invoice aging, and month over month tabs. 3. Use date filters and refresh before exporting or sharing a report. 4. Open Monthly Reports to review generated summaries and admin generator controls. 5. Open Daily Logs or Field Reports for cross project operating records, then stop before downloading CSV/PDF files unless the office has approved the export. Step by Step: Reports & Analytics Open the reports hub Open Reports to review month to date proposals, revenue invoiced, invoices sent, field reports, report section cards, operational export cards, and year to date metrics. Operational export cards create downloadable files. Review filters first and only download when the office is ready to handle the report file. Review analytics tabs Open Analytics to review revenue, pipeline, drillers, invoice aging, and month over month tabs with the shared date range filter and refresh status. Inspect pipeline and aging views Switch analytics tabs when the office needs to compare project pipeline, driller performance, overdue invoices, or month over month trends before exporting anything. Review monthly report history Open Monthly Reports to review generated summaries and the admin report generator. The generator can compute and send report emails, so the guide records the page without clicking Generate & Send. Check field and daily report lists Use Daily Logs and Field Reports to review cross project operating records with date filters. CSV buttons are download actions, so only use them after the date range and recipient workflow are confirmed. Export and send boundary This guide records report review surfaces only. It does not download CSV/PDF files, generate monthly report rows, send monthly report email, refresh operational export files, or change source records. Use Export CSV , report download buttons, and Generate & Send only after the date range, filters, recipients, and downstream use are approved by the office. Related Topics Projects & Wells Create an Invoice from Completed Work Time & Payroll Review Monthly Reports"},{"id":"settings/quickbooks-job-costing","title":"QuickBooks Job Costing Sync","category":"settings","categoryTitle":"Settings & Admin","description":"Push labor, vendor, material, and equipment costs from a project into QuickBooks Online as one job under its customer","headings":"Job dimension Cost codes to QuickBooks Classes, vendors, and employees Labor and payroll Accounts Sync mode Turning it on","content":"QuickBooks Job Costing Sync Send each project to QuickBooks as a job under its customer, and post labor and vendor costs against it, so Profit and Loss by Customer in QuickBooks shows one row per job. Open Accounting Settings QuickBooks job costing . Nothing posts to QuickBooks until you turn the sync on and complete the required panels below saved mappings alone do not push anything. Job dimension Choose how a DrillerDB project becomes a job in QuickBooks: Sub customer works on every QuickBooks Online plan. Each project becomes a customer nested under its parent customer. Project uses the QuickBooks Projects feature. Requires Projects turned on in that QuickBooks company and the Projects permission on your connection; DrillerDB tells you which one is missing if this option is blocked. Turn on Bill jobs with the parent customer to keep receivables on the parent customer while job profit still splits per job. Two one time actions live on this panel: Create QuickBooks jobs for my open projects creates one sub customer per open project that does not have one yet; projects that already have a job are skipped. This never runs on its own. Re link open documents to jobs moves open invoices and estimates already in QuickBooks from the parent customer to the job. Paid invoices are never touched. Cost codes to QuickBooks Refresh your chart of accounts from QuickBooks, then for each active cost code choose whether it pushes as an Expense account , a Product or service item , or is skipped. Item mode can create the QuickBooks item for you. Add cost codes under Settings Job Costing first if none are listed. Classes, vendors, and employees Classes one QuickBooks class per cost category by default; a class set on an individual cost code overrides it. Hidden entirely if class tracking is off in your QuickBooks company. Vendors link a cost entry vendor to an existing QuickBooks vendor, create it in QuickBooks, or merge it into another. Turn on Create in QuickBooks on first use to create an unmatched vendor automatically the first time a cost for it is pushed. Employees link each employee with shifts in the last 180 days to a QuickBooks employee. If your company runs QuickBooks Payroll, employee records are managed there and this panel only links names. Labor and payroll Choose a payroll mode: Mode What it sends What comes back Time only (default) Approved shifts as time entries per employee and job Nothing; DrillerDB's own employee rate table stays the cost source QuickBooks Online Payroll Approved shifts as time entries tagged to the job Hours only for now reading payroll dollars back per job is still being verified and will turn on here once it passes Other payroll provider An hours export file in your provider's format (ADP, Gusto, Paychex, or QuickBooks Time) You upload the payroll register each pay period; gross pay and employer costs spread over each employee's job hours Intuit Workforce Same as QuickBooks Online Payroll Pay statements per employee per pay period, spread over job hours (approved partner access only) Only approved shifts sync, one time entry per employee per job per day. You can also push the burdened cost rate with each time entry so QuickBooks Projects can estimate labor cost before payroll runs, and choose whether pushed time and expenses default to billable. Accounts Set the Accounts Payable account vendor bills post to, and a default paid from account for purchases already paid by cash, check, or card. Turn on posting for inventory used on jobs (cost of goods sold journal entries) and owned equipment on jobs (equipment recovery journal entries) only if you want those postings in QuickBooks; leaving them off keeps DrillerDB reporting the cost without writing to your books. Sync mode Turn on Push costs automatically to post approved labor and vendor costs on the next sync run. Leave it off and costs wait in a queue you push manually from the Job Costing page or a project's Costs tab. Turning it on Saving changes on this page can let DrillerDB write to your QuickBooks company. You confirm what starts before it saves."},{"id":"troubleshooting","title":"Troubleshooting","category":"troubleshooting","categoryTitle":"Troubleshooting","description":"Common issues and how to resolve them","headings":"Quick Start: Fix Common Problems Quick Fixes Reference Common Issues Login Problems Data Not Saving Page Not Loading Step-by-Step: Triage a Support Ticket Getting Help Topics in This Section Related Topics","content":"Troubleshooting Find solutions to common issues and learn how to get help. Quick Start: Fix Common Problems 1. Try refreshing the page (Ctrl+F5 or Cmd+Shift+R) 2. Clear browser cache if data looks wrong 3. Check internet connection for sync issues 4. Try a different browser for persistent problems 5. Contact support if nothing else works Most issues are resolved by clearing your browser cache and refreshing the page. This forces DrillerDB to load fresh data and resources. Quick Fixes Reference Problem First Step If That Fails Can't log in Reset password Clear cookies Data not saving Check connection Refresh page Page not loading Clear cache Try different browser Missing data Check filters Contact support Compliance tab empty Set Default State Set the state on the project Slow performance Close other tabs Check internet speed Common Issues Login Problems Clear your browser cache and cookies Try a different browser Check your email for password reset Data Not Saving Check your internet connection Refresh the page Try again in a few minutes Page Not Loading Check your internet connection Clear browser cache Disable browser extensions Step by Step: Triage a Support Ticket 1. Identify affected feature and impacted users 2. Validate whether issue is reproducible 3. Apply quick fixes (refresh, cache clear, browser swap) 4. Gather error details and screenshots if unresolved 5. Escalate with full reproduction steps Getting Help If you can't resolve an issue: 1. Check this documentation for answers 2. Contact support at support@drillerdb.com 3. Report a bug using the in app feedback form Topics in This Section Common Issues Frequent problems and their solutions No Compliance Forms Are Showing Why a project's Compliance tab is empty and how Default State fills it Connection Issues Network connectivity and synchronization problems Contact Support How to get help from the DrillerDB support team Related Topics Real Time Features WebSocket connectivity Mobile Access Mobile specific issues Settings Account configuration"},{"id":"geothermal","title":"Geothermal Estimator","category":"geothermal","categoryTitle":"Geothermal Estimator","description":"Screen a site for ground-source heat pump feasibility using nearby well logs, before you pay for a thermal-response test","headings":"What this is for What this is not What you need The three sections Where to start Related Topics","content":"Geothermal Estimator The Geothermal Estimator tells you what the ground under an address is likely to be worth thermally, using the well logs already in DrillerDB. You enter a location, it reads the geology from nearby logs, and it gives you ground properties, aquifer flow, a suggested bore depth, and a ground loop design you can hand to a customer. It covers both closed loop and open loop work the ground properties size a borefield, and the aquifer flow figure is what you need for an open loop system. The values are meant to feed loop field sizing software directly. You will find it in the left menu under DATA , as Geothermal . It is an add on, and it is not self serve. If your company does not have it, the Geothermal pages show a locked screen whose Contact us to enable button opens an email to support@drillerdb.com. There is no checkout to click through someone sets it up with you. What this is for Use it to answer the question you get before anyone has paid for anything: is this site worth pursuing for a ground source heat pump, and roughly what will the loop field look like? That is a screening job. You are deciding whether to bid, how to price, and how much loop to plan for. What this is not This is not a replacement for an on site thermal response test. A TRT measures the actual ground at the actual site. The Estimator infers ground properties from logs drilled nearby, which is a different and less certain thing. Use the Estimator to decide whether a site is worth testing and to size a preliminary design. Use a TRT when the job is large enough, or the design tight enough, that being wrong is expensive. On jobs where the numbers matter, the Estimator tells you where to spend the TRT budget, not whether to skip it. The results carry an On site TRT recommended flag when the estimate is weak enough that you should test before committing. Take it seriously. It appears when nearby data is thin or inconsistent, and also when nearby wells suggest moving groundwater which can flag an otherwise tidy looking estimate, because flowing water carries heat away in a way the model does not capture. What you need The Geothermal Estimator add on on your account ( $149/month , on any plan) A location an address or a latitude and longitude Nothing else. It reads geology from existing well logs; you do not have to have drilled the site yourself The three sections Geothermal has three tabs across the top: Tab What it does Estimator Run an assessment for a location. Ground properties, per layer detail, suggested depth. Ground loop designs Turn an assessment into a borefield: how many boreholes, how deep, laid out how. TC tests Log your own thermal conductivity test results so future estimates near those sites anchor to measured values. Most people work left to right: run an assessment, build a design from it, and over time feed real test results back in through TC tests. Where to start Running an Assessment your first estimate, start here Reading Your Results what the numbers mean and how much to trust them Ground Loop Designs sizing a borefield from an assessment Thermal Conductivity Tests feeding your own test data back in Related Topics Well Map the well data the estimates are built from DepthMap explore well logs and geology across the country Billing Settings your plan and payment details (the geothermal add on itself is enabled by us, not from this page)"},{"id":"settings/security-and-settings","title":"Security & Settings","category":"settings","categoryTitle":"Settings & Admin","description":"Account security, user management, company settings, and integrations.","headings":"Quick Start Step-by-Step: Security & Settings Start with company settings Review MFA and security posture Confirm user access from the Users page Scan integrations before connecting anything Open a provider detail and stop at the connection boundary Admin and security boundary Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. Security & Settings is the admin control room for company identity, account access, MFA posture, and external integrations. Review these pages before changing anything that affects users, customer facing branding, API access, billing, or third party connections. Quick Start 1. Open Settings and review company identity, defaults, display, onboarding, and optional feature controls. 2. Open Security to check MFA adoption, enforcement status, and supported authentication methods. 3. Open Users to review active users, roles, MFA indicators, account status, and the Add User boundary. 4. Open Integrations to scan accounting, GPS/fleet, communications, and AI provider status. 5. Open a provider detail page and stop before saving credentials, testing, connecting, disconnecting, or enabling automation. Step by Step: Security & Settings Start with company settings Open Settings to review company identity, contact details, default location settings, logo, display preferences, onboarding status, and optional company wide features. Treat Save Changes and upload controls as admin only actions. Company settings feed proposals, invoices, customer portal pages, field paperwork, and default units, so review the downstream impact before saving. Review MFA and security posture Open Security to check active user count, MFA enabled count, adoption coverage, enforcement status, and supported authentication methods. Use Enforce MFA only after users are ready for the next login setup requirement. Confirm user access from the Users page Open Users to review active users, role filters, MFA indicators, account status, and the Add User boundary. This is where admin access changes happen. Scan integrations before connecting anything Open Integrations to review accounting, GPS and fleet, communications, and AI automation providers. Each provider card shows whether it is connected before you open its detail page. Open a provider detail and stop at the connection boundary Open an integration detail page to review status, credential fields, OAuth choices, test buttons, and disconnect controls. Do not connect, test, save secrets, disconnect, or enable automation until the office has approved the change. OAuth, API keys, webhook secrets, and accounting connections are live security boundaries. Store only approved credentials. Admin and security boundary This guide records read only review of company settings, MFA posture, user access, and integration setup. It does not save company settings, invite or deactivate users, generate API keys, connect OAuth accounts, save secrets, test credentials, disconnect providers, or enable automation. Use settings saves, user changes, API keys, MFA enforcement, billing changes, and integration connection controls only after the account owner or admin has approved the exact change. Related Topics Set Up Your Team Users & Access Integrations Security Settings"},{"id":"projects/plan-a-site-in-3d","title":"Plan a Site in 3D","category":"projects","categoryTitle":"Projects & Proposals","description":"Lay out the well, rig, and setbacks on an interactive 3D model of the property, then export a proposal-ready site plan.","headings":"Quick Start Step-by-Step: Plan a Site in 3D Open the planner from the job Stake the well and map the site Read the estimate, and its confidence Cut the section and set the drilling plan Fit the rig Export the plan Related Topics","content":"This guide is based on a browser recorded walkthrough in the rebuilt DrillerDB console. When a step can send, submit, export, or change account access, the guide calls out the review boundary. The Site Planner builds an interactive 3D model of the property, with real terrain, aerial imagery, parcel lines, buildings, and nearby state well logs, so you can stake the well, lay out the rig and hazards, and check depth before the rig rolls. There is no separate planner section in the sidebar: open it from the job. One site is shared per property, so a pump job and a drilling project at the same address see the same plan. Estimates interpolate real logs in view and always show confidence and distance to the nearest log; when there is no nearby data the planner says so instead of inventing numbers. Quick Start 1. Open the planner from the job 2. Stake the well and map the site 3. Read the estimate, and its confidence 4. Cut the section and set the drilling plan 5. Fit the rig 6. Export the plan Step by Step: Plan a Site in 3D Open the planner from the job On a project's Main tab, or a Pump/Service job's Details tab, find the site plan card under the location section. Click \"Plan site in 3D\" to create the site from the job's GPS or address, or open the linked site chip if a plan already exists. Jobs at the same property share one plan automatically. The button is disabled until the job has GPS coordinates or an address. Add either on the project first. Stake the well and map the site Use the tool rail to stake planned wells, mark existing wells, and place trees, buildings, septic systems with their isolation rings, overhead power lines, tanks, and mud pits. Drag anything to move it; the planner warns live about septic setbacks, well spacing, and mast clearance. Press ⌘Z to undo, and use the Measure tool to tape distances. Every staked object gets GPS coordinates you can copy from its panel for staking in the field. Read the estimate, and its confidence The Well Estimate card interpolates bedrock, static water, total depth, casing, and observed yield from the real state well logs in view. It always shows a confidence level and the distance to the nearest log; switch to Subsurface view to see those logs as 3D lithology columns underground. When no logs are nearby, the card says so; nothing is invented. Cross check the estimate in Geology before pricing, since the card links straight to it. Cut the section and set the drilling plan Section view slices the earth at your planned well. Drag the casing shoe and the bit, on the 3D cut or the side diagram, to set planned casing and total depth; footage updates live against the estimate. With multiple planned wells, tap another well's bar to re cut the section there. Fit the rig Rig fit view scores the ground around your stake: green cells are better pads. Buildings, septic rings, drawn power lines, and steep slopes are blocked out. Drag the rig yourself or use AI fit to place it, then check the pad slope, distance to the stake, and mast clearance readout. Set your rig's real mast height on the rig panel, so tree and power line clearance checks follow it. Export the plan Export produces a proposal ready PDF: a north up top down site plan, the section side view with the drilling plan, and a stake table with GPS coordinates, offsets, and bearings for every staked object. Download it or attach it straight to a linked project's Files tab. The sheets carry your company name and logo, ready for the customer or the permit packet. Related Topics Documentation"}]