SiteOfficeIQHow to use SiteOfficeIQ
Run a construction job from bid to final payment — the web portal for the office, the field appfor the crew. Here's how it fits together.
Step 1
Getting started
Subscribe & create your company
The owner starts a subscription; your organization is created and all your data is private to your company.
Invite your team
Add people by invitation and give each a role. One email belongs to one company. Seats count from the invitation; terminated people never count.
Set up your brand & email
Add your company name and logo, and (optionally) send documents from your own email domain.
Get the mobile app
Send your crew to the download page — iPhone and Android.
For the office
The web portal
Projects
Create a project (bid → active → complete), set your role (GC or Sub), and attach plans and documents. Every project page opens on its first ten seconds: the phase, contract / billed / cost / % complete, who is on site, the next inspection, and what is waiting on you.
Your home screen
The owner opens on five numbers: owed to us, owed by us, projects with red flags, bids due, company P&L. The office manager opens on the money board. Project and general managers open on the today board: who is where, what is happening, what is waiting.
Estimating & takeoff
Take off the plan by trade — enter measurements and the assemblies price it automatically into a Job Kit (your scope of work).
Job kits
One scope tree — Steps → Tasks → materials + labor — that becomes the estimate, the crew's checklist, the material list, and the pay-app SOV.
Inventory
Track tools and materials across warehouse, trucks, and job sites; job-kit check-off draws stock down; barcode labels + scan.
Scheduling & inspections
Gantt generated from the job kit. Every required inspection is a gate on it: the engine gives the earliest date, you type the requested one, and a failed inspection adds a fix task and becomes the re-inspection.
Files
One library per job — plans, specs, permits, contracts, generated documents, waivers, photos, receipts — each with a type, where it came from, and a switch that says whether a subcontractor on a shared jobsite can see it.
Finance — main contract
Pay applications and draws, change orders, payments received, retainage, lien waivers, and a 1-year warranty at closeout.
Finance — subcontracts
Track each subcontract, their invoices to you, your payments (pay-when-paid), split retainage, and sub lien waivers.
T&M billing
Bill a client for hours plus costs plus a fee, across several of their jobs at once. Print it grouped by job or by work week — each reads the same way, with the receipt behind every cost bound onto the back.
Merge duplicate jobs
The same job entered twice happens. Pick which one survives; everything on the other moves onto it — hours, photos, expenses, the lot — and the other is deleted. One project remains.
Documents & email
Generate estimates, contracts, pay apps, POs, waivers, and checks as PDFs — download or email under your own company identity.
For the crew
The field app (iPhone & Android)
Clock in / out
One tap, with location, tied to the job. If your company does not use a time clock, it is not there at all.
Home
Today's job with directions, today's tasks tickable right there, and five buttons: Report, Ask, Request, Receipt, Photo. Below it, your week — hours, overtime, mileage, receipts and the gross you have earned, before taxes — and your notices.
The checklist
The same scope the office priced, in the same order. Mark a task in progress, blocked or done — blocked flags it for the office without moving any dates.
RFIs & material requests
Raise a question or ask for material with a photo; the office sees it against the job.
Daily reports & photos
What happened, who was there, what is in the way — with photos attached where someone will find them.
Mileage
Start and end a trip; miles are calculated and paid through payroll. Correct one or add a forgotten trip later from your profile.
Safety sign-off
Read the week's topic and the safety manual, and sign them on the screen. Your office sees who has and has not.
No signature, no clock-in
Until both are signed, that person cannot clock themselves in — the app names the one that is missing and opens it. Every role, including the owner.
Crew hours for a sub's foreman
A contractor manager gets My Crew's Hours on the home screen: their own company's week, with add, correct and delete.
Notifications
An RFI answered, a request handled, a shift corrected, an estimate accepted — each arrives as a push and opens the record when tapped. Everything you have not read waits under Notices.
Inventory scan
Scan barcodes to pull or receive stock right from your phone.
Your brand, not ours
The app shows your company's name and logo — your crew sees your brand.
Your people
Crew & payroll
One list of everyone with access
Crew → Workers has two tabs — Workers and Contractors — grouped under the company each person comes from, with when they were last active and which app version they are on. Customers and GCs are parties that receive documents, not logins.
Documents on the record
Each person's record asks for what their employment needs — W-4 and I-9 for W-2 people; W-9, workers comp and a contractor agreement for 1099 people; licenses with an expiry for anyone — and everyone signs the NDA in the app. Missing or expiring documents show on the money board.
Run the week
Hours, labor, receipts and mileage per worker, for your configured work week. Open a worker and you get three lists — time, trips and expenses — each with its own add button.
Receipts on a worker
Record a receipt against the person who handed it in: reimburse puts it in their pay this period, company paid books it to the job only. Both stay visible; only one moves money.
A rate for one shift
A helper who ran the crew for a day gets that day at the lead rate. One shift, not their whole week — their profile rate is untouched.
Three documents, not one
A pay stub for the worker, a payroll summary for the company, and a payroll detail report with every shift, trip and receipt behind the totals — for when a number is questioned.
Only the office edits time
A worker clocks in and clocks out. Correcting a recorded shift — the times, the job, the money on it — is a manager's job, and the database enforces that, not just the menu.
Outside crews
Subcontractors and their people
One company list
Your Subcontractors directory holds the company, its payment terms, its W-9, COI and workers-comp — and one switch: on SiteOfficeIQ or not. On it, their people log into their own account and reach your job through a share. Not on it, their contractor manager and crew get logins inside your company.
Lump sum or hourly, per job
Put a company on a job and say how it is paid there: a lump sum is a price and nobody clocks in; hourly means their crew clocks into that job and the hours are the bill. The same outfit can be either, on different jobs.
Their manager keeps their hours
Give one person the Contractor Manager role and they add, correct and delete their own crew's time — on the web or on the phone. Their own company only: not another sub's crew, not your costs, not your margins.
Sharing a job with another company
A GC or an owner can be given one project — their people see that job and nothing else, and money never crosses in either direction.
Accounting
QuickBooks — connected, no double entry
Connect once
Settings → Integrations → Connect to QuickBooks and authorize your company. The page then confirms exactly which company is linked (“Connected to: …”).
Auto or manual push
Flip Auto-push on to send pay apps and payments to QuickBooks automatically — or leave it off and push each one with a “Push to QB” button.
Invoices & payments
Pay applications become QuickBooks invoices; the payments you record are applied to the invoice so it shows paid.
Bills (A/P)
Subcontractor invoices and unpaid vendor bills push as job-costed Bills. Customers and vendors are created in QuickBooks automatically — no list to sync.
No double entry
Paid company-card/bank expenses come in through your QuickBooks bank feed, and worker reimbursements go through payroll — so those are never pushed twice.
You keep the books
SiteOfficeIQ runs the job and the job costing; your bookkeeper keeps QuickBooks. Pay your bills in QuickBooks, where the bank feed matches the payment.
Access
Roles
Owner
Everything, plus the company-level things: the plan and the card, company identity, integrations, backups, who else is an owner. Opens on the owner's view.
General manager
Runs the work and the office both: every project, payroll, billing, compliance. Opens on the today board with a money strip.
Project manager
Every project — kits, estimates, schedule, crews, job cost — but never wages. Opens on the today board.
Office manager
Payroll, billing, payments, compliance, the books. Reads kits and estimates, does not edit them. Opens on the money board.
Warehouse
Inventory and stock movement.
Worker
Their assigned projects — clock in, job kit, RFIs, reports, photos.
Supervisor
A project manager limited to assigned jobs: crew status, schedule, tasks, inspections — no money.
Contractor
The jobs their company is on, and their own time.
Contractor Manager
The same, plus their own company's crew hours — add, correct, delete. Nobody else's.
Another company on your job
A subcontractor on SiteOfficeIQ, or a GC who shared a job with you: that one job, the field records on it, and nothing else. Money never crosses.
The loop
Bid → field → paid
- Create the project and build the job kit — by hand, from a template, or from a takeoff.
- Generate the estimate from the kit and send it to the owner or GC.
- Accepted → the project goes active and the priced kit is copied into the crew's checklist. Nobody retypes it.
- The crew checks off work in the field; material shortages become purchase orders. Inspections gate the schedule between phases.
- Bill with pay applications — the schedule of values came from the kit. Record payments; each draw carries its lien waiver.
- Final draw releases retainage → unconditional waiver + warranty letter. Done.
Signed in? Open Help → Help Guide inside the app for the full step-by-step workflow, or Help → Contact Support to send a question. Or email info@siteofficeiq.com — we usually respond within 24 hours.