Chapter 1 — Initial Setup
Initial Setup
First-time configuration: business profile, logo, invoice defaults, and license activation
1
Download and install the app
Go to donlinestore.com/download.php and download for your platform — Android (Google Play), Windows (.exe), or Mac (.dmg). The app opens directly into free demo mode with no account needed.
2
Open Settings → enter your business name
Tap ☰ Menu → Settings. Fill in your business name, address, phone, and email. These appear at the top of every invoice and estimate you create.
3
Upload your logo
Still in Settings, tap Business Logo → Choose Image. Select a PNG or JPG (square image, at least 400×400px recommended). Your logo appears on all documents automatically.
4
Set your default tax rate
Under Invoice Defaults, enter your standard tax rate (e.g. 8.5%). This pre-fills on every new invoice. You can override it per invoice anytime.
5
Enter payment terms and a thank-you note
Set Payment Terms (e.g. "Due on receipt" or "Net 30") and a Thank you message that prints at the bottom of invoices. Example: "Thank you for your business! Checks payable to Pool King Services."
6
Choose your default invoice template
Go to Settings → Templates and preview all 12 designs. Tap any to set as default. You can still switch per invoice.
7
Activate your license (Pro/Lifetime)
If you purchased Pro or Lifetime access, go to Settings → Pricing → Enter License Key, paste the key from your email, and tap Activate. This unlocks unlimited invoices and removes the demo watermark.
Save Settings
✓ Tip — Free demo vs ProThe free demo allows 3 invoices, 3 expenses, and 3 customers. Exports are watermarked. Pro ($5.95/mo) or Lifetime ($149.95 once) removes all limits and the watermark.
Chapter 2 — Getting Your Gemini AI Key
Gemini AI Key
Powers AI receipt scanning and smart email drafting — free to set up
The Gemini AI key connects the app to Google's AI for receipt scanning (automatically reads vendor, amount, and date from a photo) and composing professional invoice emails. It is free for typical small-business usage.
1
Go to Google AI Studio
Open your browser and navigate to aistudio.google.com. Sign in with your Google account.
2
Click "Get API Key"
In the left sidebar, click Get API Key → Create API Key. If prompted, create a new project or select an existing one. Google generates the key instantly.
3
Copy your API key
Your key looks like: AIzaSyXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. Click the copy icon next to it. Keep this key private.
4
Paste it into the app
In Daily Invoice Maker, go to Settings → AI Settings → Gemini API Key. Paste the key and tap Save. A green checkmark confirms the connection.
5
Test it with a receipt scan
Go to Expenses → Add Expense → Scan Receipt. Point your camera at any paper receipt. The AI auto-fills vendor, amount, and date within 2–3 seconds.
⚠ Free tier limitsGoogle's Gemini API free tier allows ~60 AI requests per minute and 1,500 per day — more than enough for a field service business. If you hit the limit, the app falls back to manual entry until the next minute.
Chapter 3 — Google App Password
Google App Password
Why it's different from your regular Google password, and how to create one
🔐 Why you can't use your regular Google passwordSince 2022, Google blocks all third-party apps from logging into Gmail with your regular account password. You must create a special "App Password" — a 16-character code used only for that one app.
Regular Google Password
Used to log into Gmail, Drive, and YouTube in your browser. Never share this with any app.
App Password
A special 16-character code generated for one specific app. Does not give access to your Google account or files.
ℹ 2-Step Verification required firstApp Passwords only work when 2-Step Verification (2FA) is enabled on your Google account. Enable it at myaccount.google.com/security — takes about 2 minutes.
Enable 2-Step Verification (if not already on)
1
Go to Google Account Security
Visit myaccount.google.com → click Security in the left panel.
2
Turn on 2-Step Verification
Under "How you sign in to Google", click 2-Step Verification → Get Started. Add your phone number and verify the code Google sends you.
Create an App Password
1
Search for "App Passwords"
At myaccount.google.com, type "App Passwords" in the search bar and click the result. Or go directly to myaccount.google.com/apppasswords.
2
Name your app password
In the "App name" field, type Daily Invoice Maker so you remember what it's for. Click Create.
3
Copy the 16-character code
Google shows a yellow box with a 16-character password like abcd efgh ijkl mnop. Copy it exactly. This code is shown only once — if you lose it, just create a new one.
4
Enter it in the app
In Daily Invoice Maker, go to Settings → Email Settings and enter:
SMTP Host: smtp.gmail.com · SMTP Port: 587 · Email: your Gmail address · Password: the 16-character App Password
Tap Test Connection to confirm it works.
SMTP Host: smtp.gmail.com · SMTP Port: 587 · Email: your Gmail address · Password: the 16-character App Password
Tap Test Connection to confirm it works.
Test Connection
Save
✗ Common mistakes• Using your real Gmail login password instead of the App Password → rejected by Google
• 2FA not enabled → App Passwords option won't appear in Google settings
• Using port 465 instead of 587 → connection hangs or times out
• Extra spaces before or after the pasted password → authentication fails
• 2FA not enabled → App Passwords option won't appear in Google settings
• Using port 465 instead of 587 → connection hangs or times out
• Extra spaces before or after the pasted password → authentication fails
Chapter 4 — Adding Customers
Adding Customers
Build your customer list for fast invoice creation and service history tracking
1
Open Customers → tap + Add Customer
Tap Customers in the bottom navigation. On first launch it's empty. Tap + Add Customer in the top right.
2
Fill in their details
At minimum enter the customer's name. Optionally add address, email, phone, and notes (e.g. "Side gate code: 1234"). The address powers route planning and auto-fills on invoices.
3
Tap Save
Saved instantly to your local database — no internet needed. The customer now appears in every dropdown (invoices, estimates, service logs).
4
View customer history
Tap any customer to open their profile — full history of invoices, service logs, and estimates in one place.
Customers +
Alicia Romero
123 Oak Lane, Pasadena · (626) 555-0181
James & Carol Webb
890 Palm Drive, Glendale · (818) 555-0049
Desert View HOA
4400 Cactus Blvd, Scottsdale · (480) 555-0234
💡 Android tipImport customers from your phone's Contacts app — tap the import icon on the Customers screen and grant contacts permission.
Chapter 5 — Creating Invoices
Creating Invoices
Single invoices, bulk sending, PDF export, and email / SMS delivery
Creating a Single Invoice
1
Tap Invoices → + New Invoice
The invoice form opens with today's date and the next invoice number pre-filled.
2
Select the customer
Tap the Customer dropdown and pick from your saved list — name and address fill in automatically.
3
Add line items
Tap + Add Line Item. Enter a description, quantity, and unit price. The subtotal calculates live. Add as many items as needed.
4
Check tax and discount
Tax pre-fills from Settings. Adjust for this job if needed. Add a dollar or percentage discount if applicable.
5
Add before/after job photos (optional)
Tap Add Photos to attach images directly to the invoice. They appear in the PDF — customers love seeing the work documented.
6
Save → choose how to send
Tap Save Invoice, then pick: Email (PDF attached), SMS (PDF link via text), Download PDF, or Share (any app on your phone).
DescriptionQtyUnit Price
Subtotal: $103.00
Tax (8.5%): $8.76
Sending Invoices in Bulk
1
Tap Select on the invoice list
Checkboxes appear on each invoice row. Tap individual invoices or Select All.
2
Tap "Send All"
Choose Send All via Email or Send All via SMS. The app sends each invoice with the PDF attached, in sequence, showing progress as it goes.
💡 Invoice status trackingInvoices automatically show as Sent, Paid, or Overdue. Tap any invoice and hit Mark as Paid when a customer pays.
Chapter 6 — Job Estimates
Job Estimates & Quotes
Create professional estimates, save templates, convert to invoices in one tap
1
Tap Estimates → + New Estimate
The estimate form opens — similar to invoices but with a job type selector, Valid Until date, and Terms & Conditions field.
2
Select a job type template
Tap one of the pre-set job types to pre-fill common line items: Pool Service, Pool Repair, Pressure Washing, HVAC, Plumbing, Electrical, Painting, Cleaning, Handyman, Landscaping, Roofing, or General Service.
3
Fill in the details
Select the customer, set Issue Date and Valid Until (default 30 days). Add or edit line items, tax, discount, notes, and terms (e.g. "50% deposit required to begin work").
4
Create and send to customer
Tap Create Estimate. Email or SMS the PDF to the customer. Status changes from Draft → Sent.
5
Convert to invoice when approved
Once the customer approves, open the estimate and tap Convert to Invoice. All line items and details copy over — no re-entry needed. Status updates to Approved and a linked invoice is created.
Job Type Templates
🏊 Pool Service🔧 Pool Repair💧 Pressure Washing🌿 Lawn Care
❄️ HVAC🔩 Plumbing⚡ Electrical🎨 Painting
🧹 Cleaning🔨 Handyman🌳 Landscaping🏠 Roofing
💡 Save estimate templatesFor jobs you quote regularly, create an estimate with standard line items once, then save it as a reusable template. Load the template, update the customer name, and you're done in seconds.
Chapter 7 — Expenses & AI Receipt Scanner
Expenses & AI Receipt Scanner
Track business costs and scan receipts with AI — no manual entry needed
Scanning a Receipt with AI
1
Tap Expenses → + Add Expense → Scan Receipt
Your camera opens. Hold the receipt flat and well-lit within the frame. The AI handles printed and handwritten receipts.
2
Tap the shutter button
The app captures the image and sends it to Gemini AI. Within 2–3 seconds, vendor name, total amount, date, and expense category are auto-filled.
3
Review and adjust
Check the pre-filled fields. The AI is accurate for clear receipts but verify totals, especially for handwritten amounts. Adjust the category if needed.
4
Assign to a customer (optional)
If this cost is for a specific job, select the customer. This links the cost for profitability tracking per customer.
5
Tap Save
The expense and receipt photo are saved. The dashboard updates immediately.
| Expense Category | Examples |
|---|---|
| Supplies | Chlorine, acid, chemicals, brushes, nets, test kits |
| Fuel | Gas receipts, diesel, fuel surcharges |
| Equipment | Pumps, filters, vacuums, repair parts |
| Vehicle | Truck maintenance, tires, registration fees |
| Subcontractor | Payments to other technicians or trades |
| Office / Admin | Phone bill, software, insurance |
Chapter 8 — Service Log
Service Log & Job History
Record every service visit with chemistry readings, chemicals added, and technician notes
1
Tap Service Log → + New Log Entry
Select the service type at the top: Pool Chemical, Pool Service, HVAC, Plumbing, Electrical, Lawn & Landscape, Pest Control, Cleaning, or General.
2
Select customer and technician
Pick the customer from your list. Enter the technician name. Add a specific location note for customers with multiple properties (e.g. "Back pool unit 4B").
3
Fill in Water Chemistry readings
Enter: pH, Free Chlorine, Total Chlorine, Alkalinity, CYA, Calcium, TDS, Salt, and Phosphates. Color indicators show each reading as ideal (green), below (yellow), or above (red) the target range.
4
Log chemicals added
Tap + Add Item under Chemicals Added. Enter the chemical name and amount (e.g. "Chlorine — 1 gallon"). Add as many as used.
5
Add notes and flag for follow-up
Type notes (e.g. "Filter pressure high — clean in 2 weeks"). Check Flag for follow-up if this pool needs attention next visit. A red flag indicator appears on the customer's record.
6
Tap Save Log Entry
Saved to the customer's full service history. View any customer's complete log chronologically from their profile.
pH
7.5
● Ideal (7.2–7.6)
Free Cl (ppm)
95
● Above range
Total Cl (ppm)
10
● Ideal
Alkalinity (ppm)
95
● Ideal (80–120)
CYA (ppm)
5
● Below range
Calcium (ppm)
300
● Ideal
TDS (ppm)
5.2
● Ideal
Salt (ppm)
10
● Below range
Phosphates (ppb)
5
● Ideal
● Ideal range
● Below range
● Above range
Chapter 9 — Using the Dashboard
Business Dashboard
Real-time revenue overview, outstanding balances, and expense tracking — no internet needed
1
Open the Dashboard
Tap Dashboard in the bottom navigation. Everything loads from your local database — no internet connection required.
2
Read the KPI summary cards
This Month (invoiced revenue) · Outstanding (unpaid invoices) · YTD (year-to-date revenue) · Expenses (costs this month). These update the moment you add or update any record.
3
Review the revenue chart
The bar chart shows monthly revenue for the past 12 months. Tap any bar to see the exact amount. Use this to identify slow seasons and plan your schedule.
4
Check overdue invoices
The Outstanding Invoices section lists every unpaid invoice sorted by due date. Tap any row to open it and email a reminder with one tap.
5
Review expense breakdown
The Expenses by Category chart shows where your money is going — Supplies, Fuel, Equipment, etc. Useful for spotting unusually high costs.
This Month Revenue
$4,285.00
Outstanding (unpaid)
$1,120.00
YTD Revenue
$51,360.00
Expenses This Month
$830.00
Chapter 10 — Route Planning
Route Planning
Map your daily service stops and optimize the most efficient driving order
1
Tap Route Planner
Open Route Planner from the main menu. A map shows all customers who have addresses saved on their profiles.
2
Select today's stops
Tap each customer you're visiting. They appear as numbered pins on the map. You can also type any address manually to add a one-time stop.
3
Tap Optimize Route
The app reorders your stops to minimize driving time and distance, starting from your current GPS location. Drag any stop to manually adjust the order if you prefer.
4
Start navigation
Tap Start Route to open turn-by-turn navigation to your first stop in Google Maps or Apple Maps. Mark stops complete as you go — the route advances automatically.
5
Create invoice from a stop
At any stop, tap the customer's name → Create Invoice. The customer is pre-selected — add your line items and send in under a minute.
💡 Save recurring routesIf you service the same group of customers every week, save the route as a template. Load it next week and your stops pre-populate — just optimize and go.
Chapter 11 — AI Email Features
AI Email Features
Let AI write professional invoice emails and follow-up reminders for you
1
Open an invoice and tap Email
From any saved invoice, tap the Email button. The compose screen opens with the PDF already attached.
2
Tap "✨ AI Draft Email"
The AI reads the invoice details (customer name, amount, service, due date) and writes a professional, friendly email — ready in about 2 seconds.
3
Review and customize
Read the draft and edit any part if you'd like to adjust the tone or add a personal note. The AI typically produces a complete, ready-to-send email.
4
Tap Send
Sends via your configured SMTP. Invoice status automatically updates to Sent.
✨ Regenerate
Send Invoice
AI Follow-up Reminders
1
Find an overdue invoice
On the Dashboard or Invoice list, tap any overdue invoice (shown in red).
2
Tap "Send Reminder"
The AI drafts a polite but firm payment reminder using the customer name, original invoice date, and overdue amount. Professional in tone — not aggressive.
Chapter 12 — Recurring Invoices
Recurring Invoices
Automatically bill repeat customers weekly, bi-weekly, or monthly
1
Create or open an invoice
Create a new invoice for a customer you service regularly, or open an existing one you've sent before.
2
Enable "Make Recurring"
Toggle the Recurring Invoice switch. A schedule section expands below.
3
Set the schedule
Choose frequency: Weekly, Bi-Weekly, or Monthly. Set the start date and optionally an end date (or leave ongoing). Choose whether to auto-send via email or just create the invoice draft for you to review.
4
Save
The schedule is saved. On each due date the app automatically creates the next invoice (and sends it if you chose auto-send). Recurring invoices show a 🔄 icon in the list.
5
Manage or cancel
To edit, pause, or stop a recurring series: tap the invoice → Edit Recurring Series. Change the amount, schedule, or cancel anytime.
💡 Perfect for pool service contractsSet up a recurring monthly invoice for each HOA or commercial pool contract. The app handles the billing — you just do the service.
🏊
Ready to get started?
Download the app free — demo mode included on Android, Windows, and Mac. No account required.
Download Free →