A plain-language guide to every major area of the app — who it is for, how projects and jobs work, client e-signatures on Professional+, file categories (including Signed documents), and what each role can do on each plan.
What is LedgerStack?
LedgerStack helps contractors, restoration professionals, and insurance-adjacent field teams organize projects, run jobs through a clear status workflow, capture photos and documents from the site, coordinate workers, share selected files with clients, collect typed e-signatures on Professional+ plans, and track work from inspection through completion — all in one place instead of scattered folders and text threads.
Core concepts
- Organization — your company; billing and settings apply to the whole org.
- Project — a customer job site (name, address). Creating a project also creates one job with a required job description.
- Job — the unit of work inside a project (job description, current status, timeline, files). Admins can add more jobs to the same project. The UI says “jobs”; the database still uses a legacy “claims” table.
- Documents — photos, PDFs, and videos stored in category folders (Site Photo, Estimate, Signed documents, etc.).
- Roles — Admin (owner), Worker (field crew), Client (view-only on what you share).
Subscription plans
Every company picks a plan after admin signup. Limits on projects, staff, AI usage, and features depend on the tier.
- Trial — 7 days, card required (admin only; no worker or client accounts); 2 projects, 10 AI summaries + Project AI chat/month (shared), images/PDF only; no exports, calendar, or team chat.
- Starter ($20/mo) — solo contractor (admin only; no worker or client accounts); 10 projects, 25 AI summaries + Project AI chat/month (shared), standard PDF export, automatic backups (5 retained).
- Professional ($70/mo) — up to 15 workers, 25 projects, 50 AI summaries + Project AI chat/month (shared), client portal, SignWell e-signatures, calendar, internal notes, project messages, DM/group chat, job packet exports, analytics, backups (15).
- Enterprise ($150/mo) — unlimited staff and projects, unlimited AI summaries + Project AI chat, client portal, SignWell e-signatures, advanced analytics, backups (30).
Getting started
Marketing site
The public homepage explains the product, features, how it works in three steps, and pricing. Use Get started or Sign up to create a company account; Sign in returns existing users to the app.
Admin sign-up (company owner)
Choose Admin on the sign-up tab, enter your name and company, accept Terms and Privacy, then continue to the plan picker. You complete Stripe checkout (trial card or paid plan). Your Supabase auth user is created after payment via webhook or the finish-signup fallback on the login page.
After checkout, sign in with the same email and password you chose at signup. If email confirmation is enabled, verify your inbox first.
- Routes: /login?signup=admin → /onboarding/subscription → /checkout → /projects
Worker sign-up
Workers choose Worker, enter the 8-character company invite code from their admin (Team page), then sign up with email and password. They land on Projects in a pending state until an admin approves them on the Team page.
After approval, workers only see projects they are assigned to, with permissions set org-wide and per project.
Client sign-up
Clients choose Client and register with email. They do not use an invite code. An admin must grant access per project by client email in Organization settings. On login, the app links any matching grants automatically.
Clients see a “Shared with you” project list, read-only job status, only files the admin marked as shared, and any signature requests sent to their email (banner on Projects, Signatures panel on the project).
Sign in, password reset & 2FA
- Sign in — email and password on /login; optional MFA step if TOTP is enabled.
- Forgot password — request a reset email from the login page; set a new password at /login/reset-password from the link.
- Account settings (/settings/account) — update display name, request password reset, enroll or disable 2FA (authenticator app), choose dark/light/system theme, sign out everywhere.
Projects
Projects list (/projects)
Admins see all organization projects, can create new ones (customer name, address, required job description), and delete projects with confirmation. A plan banner appears when you hit the active project limit.
Workers see only assigned projects. Clients see only shared projects.
On phones, Create project stays in the bottom-right corner; the footer leaves room so Questions? and the legal links stay readable.
Data retention
- When every job on a project reaches Completed, the project may be deleted after 7 days (shown in UI and legal notices).
- Projects with no activity for 12 months may also be removed.
- Automatic cloud backups (by plan) are separate from project deletion — download backups from Backups settings if you need long-term archives.
Inside a project
Job intelligence, AI & exports
The job intelligence panel (admins only) can generate a categorized AI project summary (status, timeline, messages, notes, calendar, documents), refresh an AI-built timeline, and export a formatted PDF or HTML report. Exports start on Starter (PDF); full job packets and project archives are on Professional+.
The job timeline panel shows the latest update only, with Refresh timeline to regenerate and View full timeline for the complete history on a dedicated page.
Monthly AI usage is capped by plan and shown on project pages. Uploads can be auto-categorized and summarized; admins can re-scan a file, edit its summary, rename its display name, or move it to another category from the expanded file detail view (Rename is next to Download).
On phones, Download and Export PDF save to your device (Share sheet on iPhone, Downloads on most Android browsers) instead of opening only an in-browser preview.
E-signatures (Professional+)
Admins request signatures from approved clients on signable project files (PDF, Word, Excel, PowerPoint, images, HTML, and more). Signing uses SignWell embedded in LedgerStack — clients type their name; they do not draw a signature.
- Request — Organization settings → expand project → Client access → approved client → Request signature → pick a shared signable file.
- Track — On the project page, admins see Signature requests incomplete while waiting; it hides when done.
- Client signs — Email + in-app notification → Sign now → secure SignWell window → redirect back to the project.
- After signing — Completed signed PDF stored in Signed documents; admin gets email + Projects/Analytics alert; client sees confirmation.
- One signed copy per request — duplicate completion is prevented automatically.
Project AI chat (staff)
On project pages, eligible staff see a robot launcher (bottom right, same style as team messaging). It opens Project AI — a chatbot scoped to that job only. Ask about documents, job status, timeline, internal notes, project messages, or the schedule.
Replies may cite project files; tap a citation to jump to that document in the file list. Conversation stays in your browser session until you clear or close it; it is not saved as permanent chat history on the server.
Each reply counts toward your organization's monthly AI allowance (same pool as AI summaries and timeline generation). The panel shows usage (e.g. 12 / 50 this month).
The assistant refuses off-topic questions (general knowledge, other projects, legal advice, etc.).
Admins always have access. Workers need the AI project chat permission (off by default) set org-wide or per project in Organization settings. Clients never see Project AI.
Uploading documents
- Drag and drop, browse files, or use Take Photo (device camera on native mobile app).
- Files appear under category folders; search filters the list.
- Open files via short-lived signed URLs (private storage, not public links).
- Trial limits file types to images and PDF; Starter+ allows video within size limits per plan.
Schedule (Professional+)
Each project has a monthly calendar. On the project page, the schedule panel is a read-only preview — use Full calendar → to manage events. Workers with calendar permission may mark events complete from the project preview.
On Calendar (/calendar), pick a project first, then use the monthly grid (previous/next month) to view days with events. Admins click a day to add inspections, deadlines, reminders, and other event types, and may delete events from this page. Mark events complete with the checkbox on each item.
On phones, calendar days are square; days with events get a green outline and show only the date (tap a day for details). On the project page, Schedule & calendar is a toggle button under the active job (with Project notes above it).
Project messages & internal notes (Professional+)
Project messages are a job-scoped chat thread for the team on that project. Internal notes are staff-only team log entries. Clients never see either.
On phones, Project notes opens from a toggle button under the active job (above Schedule & calendar). Tap again to hide.
Archive & download
When jobs are finished, use the archive panel to download a ZIP of project materials or use browser “save to folder” where supported (Chrome/Edge).
Team & workers
Team page (/team)
Professional+ admins get an 8-character invite code to share with workers (copy or regenerate). Pending signups appear for approve/deny. The roster lists approved workers with job titles.
What workers can do
- Cannot create or delete projects.
- See assigned projects only; permissions merge org defaults and per-project overrides.
- May upload, view, or delete files; mark calendar events complete; send project messages; post internal notes; use AI project chat — each optional per worker/project.
- Cannot add or delete calendar events (admins only, on the Calendar page).
- Cannot change job status or open organization/billing settings.
Clients
Granting client access
In Organization settings, expand a project, add the client’s email under Client access, then expand that client and check which files (by category) they may view. Use Request signature on an approved client to send a signable shared file. Clients sign up with the Client account type; no separate portal URL.
Client experience
- Projects list shows only shared projects; banner when signatures are pending.
- Read-only job status on the project page.
- Signatures panel lists pending and completed signature requests; Sign now opens the signing flow.
- Document list filtered to admin-selected shared files plus signed copies shared back to the client; empty state if nothing shared yet.
- No upload, rename, AI panel, AI chat, internal notes, messages, calendar management, or archive.
Organization settings
Organization-wide
- Data retention — explains 7-day completed and 12-month inactive deletion; backup retention by plan; how to request account deletion.
- Default worker access — org-wide toggles for upload, delete files, calendar completion, view files, and AI project chat (starting point before per-project overrides).
Per-project (expand a project in the list)
- Rename — customer name and job address.
- Job status stages — add, remove, or relabel workflow steps; Completed stays last.
- File categories — custom folder names used in the UI and for AI sorting. Signed documents is added automatically when you use e-signatures.
- Client access — grant/revoke by email; pick shared files per client; Request signature on approved clients (Professional+).
- Project workers — assign workers and set per-project permission checkboxes (upload, delete, view, calendar completion, AI chat).
Backups & billing
Cloud backups (/settings/backups)
Starter and above: enable automatic backups, choose daily or weekly schedule, optionally run a backup when a job hits Completed, run a backup now, and download or delete retained ZIPs (5, 15, or 30 kept by plan).
Billing (/settings/billing)
View current plan, usage (projects, staff, AI summaries this month, backups), and subscription status.
Upgrade or Downgrade — opens Stripe to change tier on your existing subscription (upgrades may prorate; downgrades may apply at renewal).
Manage card & invoices — payment method and invoice history only; do not use this to switch plans (that can create a second subscription).
End subscription — stops renewal at the end of the current billing period; access continues until then. For full removal of the admin account and all organization data, email support@ledgerstack.org.
New organizations use Checkout once; active subscribers should not run Checkout again for a plan change.
Analytics dashboard
Dashboard (/dashboard)
Professional+ admins see project, job, document, and worker counts; subscription summary; pending worker approvals; charts for jobs by status and documents by type; and a recent projects list. Enterprise enables the advanced analytics entitlement for deeper insights where implemented.
Mobile & legal
Mobile use
Use LedgerStack in the mobile browser or install as a PWA. Native Android/iOS builds (Capacitor) support Take Photo on upload for faster field capture. Layouts respect safe areas on phones.
Legal & support
- Privacy Policy — /privacy
- Terms of Service — /terms
- Support — support@ledgerstack.org (linked throughout the app)
- In-app legal notices cover AI limitations, file responsibility, client access, security, exports, and worker audit expectations.
Who can do what
Quick reference
- Create/delete projects — Admin only
- Team, organization, billing, backups — Admin only
- Change job status — Admin only; Worker and Client view only
- Upload/delete/rename documents — Admin; Worker per permissions (rename admin only); Client never
- Request client e-signatures — Admin on Professional+
- Sign documents — Client when admin requested signature
- View signature-request status — Admin on project (incomplete panel); Client on Projects and project Signatures panel
- AI summary, timeline, export — Admin only (plan limits); Worker and Client never
- Project AI chat — Admin; Worker with AI chat permission; Client never
- Calendar add/delete events — Admin only (Calendar page)
- Mark calendar events complete — Admin; Worker with calendar permission on project preview
- Project messages, internal notes — Professional+ staff with permission
- DM / group messaging — Professional+ staff
- View files — Staff per permissions; Client sees admin-shared subset only
- Analytics — Admin on Professional+
Ready to start? Create a company account or sign in. See pricing on the homepage.