A checklist for the switch from your old system to running real work in
PortaPro. Every item names the screen where it is done. Skip what doesn't
apply to your business (a septic-only company has no roll-off containers; a
company that doesn't text customers can leave SMS for later).
Some features are switched on for your company by the PortaPro team as part
of onboarding: Stripe payments, phone and text setup, and customer email
sending. If one of those screens says to contact support, email
support@portaprosoftware.com or open a ticket from the ? Help menu
(PortaPro Support).
1. Company details
phone and the full street address. The address prints on invoices,
quotes, receipts and statements.
picks it from your city and state; check it once, because the missed-stop
report, billing dates and customer texts all run on it. See
stored until you click Save).
Compliance, plus your sales tax defaults. See
2. Your equipment and trucks
Product), with its rates and starting stock. If your units already
carry numbers or labels, bring them in with Import Units so the
numbers stay the same. See Products and units.
you run them. See Roll-off container setup.
3. Customers and rate cards
your spreadsheet or paste the list; PortaPro asks about duplicates,
matching your equipment, and billing and tax before anything is saved.
An import can be undone from Recent imports with Roll back.
Service Frequency on the site's Service Plan (customer →
Sites). Frequency is what creates the recurring service jobs. See
list the rows that still need something: Missing frequency,
Unlinked product, Missing rate, No Bills From,
No unit type and No map location.
own settings (billing in advance, a PO number, plain email delivery) in
Edit Customer → Billing.
Make Inactive on any that already have an invoice or payment. See
4. Billing cycle
date cycle 1 started and the Cycle length (days). New customers start
on this schedule.
default; when on, PortaPro drafts each rate-card customer's invoice
before their cycle closes and nothing sends until you approve it.
with the customer import (the opening balance column).
PortaPro so it isn't billed twice: on the customer's Sites → Rate
Card, open ⋯ and choose Skip a billing period. See
report on to get an email when something on your book looks wrong.
See Billing Health.
5. Getting paid online
Settings → Stripe Management shows Stripe setup is done with our
team.
Stripe's questions, including the bank account payouts go to. See
Financials → Integrations (QuickBooks Online, Xero, QuickBooks
Desktop or FreshBooks). Set its start date so history already in your
books isn't sent twice.
6. Email to customers
company by the PortaPro team. Team invitations are not held back by
this.
PortaPro's shared address works with no setup; your own business domain
or a shared company inbox is optional. See
logo and reply address.
7. Text messages (optional)
team.
and Awaiting Approval. Texts can't go out until the carrier
registration is approved.
day-before reminders and on-the-way texts. See
and Driver ETA texts.
8. Your team and their phones
right role, and has accepted. See
Google Play), is signed in, and has push notifications on (app
Profile → Push Notifications, then Send test notification).
See The PortaPro Field Operations app.
driver. See Shared devices.
9. The first day of routes
drivers. See Planning and optimizing routes.
route planning (the No map location filter on Financials → Rate
Cards lists the ones that don't).
10. Once drivers are live
missed-stop report and set Day ends at. It is off by default so a
company still importing isn't emailed about old open jobs. See
Missed stops and rescheduling.