Client Rulebooks
Different clients bring different documentation and Work Order requirements. Client Rulebooks keep those expectations attached to the jobs they govern — photo sets, notes, estimates, and submission context where configured.
The CrewBaseHQ platform
One Work Order. Every handoff. Under control.
CrewBaseHQ is cloud operations software. A paid Office subscription is browser access to Work Orders, dispatch, Crew Book, field evidence, review, and AP/AR visibility. Create a company workspace and invite your Office team. The software does not sell contractor labor or property repairs.
Property preservation software · Looking for a PPW alternative?
Office · Work Orders
CrewBaseHQActive work
12 open123 Oak Ave
Board-up · Assigned
48 Pine Street
Grass cut · Awaiting crew
901 Grant Road
Inspection · RFO review
Search work, properties, crews⌘K
WO-18492
123 Oak Ave
Atlanta, Georgia · Board-up
Crew
Assigned
Status
Complete
Evidence
Attached
RFO
Review
Closeout readiness
1 item to reviewRequired photos
Crew estimate
Completion note
Illustrative product view · labels reflect CrewBase workflows.
Operating workflow
The full chain, not another disconnected inbox.
Every stage stays attached to the Work Order so Office, Crew, and Processor share the same truth.
01
Client intake
02
Office owns the WO
03
Crew sourced
04
Field evidence
05
Before Leave
06
Office review
07
Processor / RFO
08
Client submission
Work Order + No Silent Changes
The Work Order is the central record.
Scope, due dates, Crew, evidence, estimates, invoices, and history live together. When something changes, No Silent Changes keeps the update visible with history — original versus updated — so the field is never blindsided.
Original scope
AccessRear gate code on file
PhotosBefore / After required
NTEOffice only
Updated scope
History loggedAccessFront lockbox · changed
PhotosAdd interior sweep
NTEUnchanged
Crew sourcing + Passport
Relationships first. Then assignment.
Use your Crew Book when you know who to call. Use Crew Network to discover profiles, request a connection, accept, onboard, and assign. Passport shows professional context — coverage, trades, portfolio — while documents stay protected.
Discover → Request → Accept → Onboard → Assign. No random public auto-assign.
Connected relationship
Crew Book · known crews for this trade / area
Crew Network · discover + connection request
Passport · trades, coverage, portfolio (docs protected)
Open Crew Bid
Need coverage options without opening your book.
Share a controlled Open Crew Bid link when you want competitive responses. You review bids and choose who gets the work — the link does not dump jobs onto random public crews.
Open Crew Bid · WO-18492
Accepting bidsBid A$1,240 · 2-day ETA
Bid B$1,310 · same-day
Office decisionYou choose the winner
Guest Work Orders
Send work to contractors who are not on CrewBase yet.
Guest Work Orders are mobile-oriented job links. Contractors can view the WO, follow instructions, and submit evidence without signing up first. No signup required to complete the job. They can optionally create a free Crew account afterward. That does not automatically claim an office-created crew profile or earlier guest work.
Guest phone preview
WO-18492
123 Oak Ave
Board-up · photos required
Upload evidence
Mark complete
No account required to finish this job
Before You Leave + RFO
Leave the property complete. Submit packages that are ready.
Before You Leave checks catch missing evidence while the Crew is still on site. Rules-Based RFO readiness then helps processors know when the package is ready for client submission.
Before You Leave
2 remainingExterior photosComplete
Interior sweepRequired
Completion noteRequired
RFO readiness
Processor queueEvidence setReady
Estimate / invoiceAttached
Client packageReady for review
Property Memory
Prior visits, Work Orders, photos, and operational notes stay tied to the property so the next Crew and Office reviewer inherit history instead of starting from zero.
Operations Map
See where the work is. Know who can cover it.
See the Work Order and nearby crews in one view, with approximate distance and travel context before assignment.
Global Search
Search once. Jump straight to the Work Order, property, client, or crew.
Operational visibility — not real-time crew tracking.
WO #10482
356 Greenbrook Ave · Richmond, VA
Henry — Handyman
5.8 mi · ~12 min
Joseph — HVAC Tech
9.4 mi · ~18 min
Fictional demo · crew service bases, not private homes.
Crew onboarding
Three paths: E-Sign, Manual, or Lightweight.
Match onboarding rigor to the relationship — full e-sign packages, manual document collection, or a lightweight path when speed matters.
E-Sign
Structured packet with electronic acknowledgment before assignment.
Manual
Collect and review documents through your Office workflow.
Lightweight
Faster path when the relationship and risk profile allow it.
Processor workflow
Processors get packages built for review.
Role-aware Office workflows keep Owner, Vendor Manager, Client Team, and Processor responsibilities clear while RFO readiness surfaces what still blocks client submission.
Processor queue
3 readyWO-18492RFO ready
WO-18501Needs interior photo
WO-18514In processor review
Financial controls
Protect margin without exposing it to crews.
NTE, crew commitment controls, Profit Guard Pro, and role-aware financial visibility keep sensitive margin data inside the Office. Crews see what they need to do the job — not internal profitability.
NTECrew commitmentProfit GuardRole-aware visibility
Crew platform
Office pays for the LLC. Crew tools stay free.
Crews get a full workspace for Work, Field, Business, Professional, and Tools — free forever, whether they are connected to your Office or managing self-created jobs.
Work
Job Center, photos, checklists, estimates, invoices, and completion on the Work Order.
Field
Route planner, Crew Operations Map, and navigation context for the day’s work.
Business
Money Tracker, estimates/invoices toolkit, expenses, and profit visibility for the Crew.
Professional
Coverage, availability, documents, Passport, and portfolio — documents stay protected.
Tools
Free public utilities including Photo Drop, Protected Delivery, and estimate/invoice builders.
Crew Job Center
CrewBaseHQToday
123 Oak Ave
Board-up · Due today
48 Pine Street
Grass cut · Tomorrow
901 Grant Road
Inspection · Friday
WO-18492
123 Oak Ave
Board-up · Atlanta, Georgia
Due date
Today
Evidence
Photos attached
Estimate
Ready to submit
Invoice
Not started
Upload evidenceSubmit estimate
Multi-LLC + Connected Orgs
Separate companies. Shared relationships when you choose.
Each LLC has its own subscription, permissions, and data boundary. Connected Orgs and shared CrewBook patterns let related companies collaborate without collapsing every entity into one bill.
LLC A
Own plan · own data
LLC B
Own plan · own data
Connected
Shared CrewBook when linked
See the whole handoff in one system.
Create a Company account to run Office operations — or open a Free Forever Crew account.