Frequently asked questions
Straight answers to what contractors ask before and after they switch. Still stuck? Contact us.
TrackOver is field service software built inside a working excavation company: jobs, crews, GPS-and-date stamped photos, 811 tickets, equipment hours, time, estimates and invoicing in one place. There is a free plan at $0 with no card and no expiry, then $25, $45 or $69 per user per month with a 3-seat minimum, so the smallest paid bill is $75 a month, and a new account starts with a 7-day trial. No contracts, and your data exports whenever you want it.
Pricing & plans
All pricing & plans questions on one page →
How much does TrackOver cost?
TrackOver has a free plan at $0, then three paid plans: Pro at $25, Premium at $45 and Elite at $69 per user per month. Paid plans have a 3-seat minimum, so the smallest paid bill is $75 a month rather than $25. Plans are monthly. Teams of 50 or more people are priced individually.
See every plan side by side →Is there a free plan, and what are its limits?
Yes. The free plan costs $0, needs no credit card and does not expire. It covers 3 users (you plus 2 crew), up to 3 jobs and 30 photos, and lets you try Receipts, Equipment and Safety 3 times each. Every paid feature shows a locked preview, so you can see what it does before paying for it.
Compare the free plan with paid plans →Do I need a credit card to try it?
No. A new account starts on a 7-day trial of the Premium plan without a card. You only add billing when you decide to keep a paid plan. If you do nothing, the account simply moves to the free plan when the trial ends.
Pricing and trial details →What happens when my free trial ends?
Your account drops to the free plan instead of locking you out. Jobs and photos you added during the 7 days stay where they are, and the paid features go back to showing an upgrade prompt. To keep them, the owner or a manager picks a plan on the Billing page and adds a card there.
What each plan unlocks →Is there a minimum number of users?
Yes. Paid plans bill for at least 3 seats, so a one-person company on Pro pays $75 a month, not $25. We state it up front because per-user pricing without the minimum makes a plan look cheaper than the smallest bill you can actually get. Past 3, you pay for the people you add.
Seat minimum on the pricing page →Who counts as a user or seat?
Every active person on your team counts as a seat: owners, office staff, managers, crew, and subcontractor logins. Customers never need a seat, because they open estimates, invoices, photo galleries and their portal from a link with no account. When you add or deactivate someone, the seat count on your subscription updates on its own, prorated.
How per-user pricing works →Is there a contract, and can I cancel anytime?
There is no annual contract. Plans are billed monthly, and the account owner can cancel from the Billing page without calling anyone. After cancelling you keep your plan until the end of the period you already paid for, and you are not charged again.
Plan terms on the pricing page →Can I change plans or cut seats for the off season?
Yes. You can move between Pro, Premium and Elite whenever you like, and before you confirm a change the Billing page shows what it will cost. Deactivating seasonal crew drops them off the seat count (never below 3), and their photos, hours and records stay with the company for when they come back.
Plans and seats →What's the difference between Pro, Premium and Elite?
Each plan includes everything in the one below it. Pro ($25 per user): Unlimited jobs & photos, Team messaging, Full Safety, CRM & Receipts, Full Equipment tracking, Take card & bank payments online. Premium ($45 per user): Time keeping & timesheets, As-built markup & customer galleries, Video & LiDAR capture. Elite ($69 per user): Live crew GPS map: see every crew in real time, Job map & pinpointing, Route planner: shortest run to every job, AI assistant & a phone line that answers missed calls, Calling from the app & custom branding, Webhooks to Zapier & your tools, priority support.
Full feature list by plan →Should I start on the free plan or book a demo?
Start free if you want to put your own jobs in and try it with your crew; it costs nothing and needs no card. Book a demo if you want to see everything first: it is a call with a full sample account loaded, so you see the whole product rather than the free plan's 3 jobs.
Book a free demo →Setup & switching
All setup & switching questions on one page →
What is TrackOver?
TrackOver is field service software for excavation, utility and site work contractors, built inside a working excavation company. It keeps jobs, crew schedules, stamped jobsite photos, 811 tickets, equipment hours, time, estimates and invoices in one app for the field and one web portal for the office, instead of five separate tools.
How TrackOver works, start to finish →Who is TrackOver built for?
Contractors who move dirt: excavation, sewer and water, septic, utilities and fiber, grading, demolition, hauling, drilling and boring, and paving. It is built for crews running several open digs at once, where the photos, markout tickets and machine hours matter as much as the invoice. Other trades use it too.
Find your trade →How long does setup take?
You can sign up, add a job and invite your crew the same day, with no card and nothing to install on the office side. Inside the app there is a Getting set up checklist, and you can book a free 30-minute setup call where we set things up with you and send your first real estimate on the call.
What the first week looks like →Can I import my customers, jobs and price book?
Yes. The guided import takes customers, jobs and price book items from a CSV file or straight from QuickBooks Online. It matches your columns, shows what will be added and what is a duplicate before anything is written, and every import can be undone in one click if it went wrong. Owners and managers run it from a computer.
Customers and sales in TrackOver →Can I bring my photos over from CompanyCam?
Yes. The account owner connects CompanyCam under Integrations, and TrackOver pulls your projects across as jobs along with their photos, documents, labels and contacts. It runs in batches so a large account does not time out, and photos already brought over are skipped if you run it again.
TrackOver vs CompanyCam →We use ClockShark or spreadsheets today. Can you move our history?
Yes, talk to us and we will do it with you. We have moved contractors off ClockShark, CompanyCam and shared spreadsheets. Timesheet exports from TrackOver use the same column layout ClockShark does, so whoever runs your payroll gets a file they already recognize.
TrackOver vs ClockShark →How is TrackOver different from Jobber, CompanyCam or busybusy?
Most of those tools are built for one job: photos, time, or home-service scheduling. TrackOver puts photos, time, jobs, equipment, 811 tickets and billing on the same job record, and it was built for dirt work rather than adapted to it. Each comparison page says honestly when the other tool is the better pick.
Honest side-by-side comparisons →I do snow in winter and dirt in summer. Does that work?
That is what TrackOver is built for. Every toolset shares one core of customers, sites and crew, so the same account carries across seasons. Toolsets for snow and ice, lawn and landscape, utility construction and paving are on the way, and when they open your data carries straight over with nothing retyped.
TrackOver for snow and ice →Field app & crews
All field app & crews questions on one page →
Is there a mobile app for iPhone and Android?
Yes. Crews use the TrackOver app, which is on the App Store for iPhone and iPad, with the Android app available from our download page. The office side runs in any web browser, and one login works in both places, so the phone and the office always show the same jobs.
Get the app →Does the app work with no cell service?
Yes. Photos, notes, job status changes, hours and forms save on the phone and send themselves when signal comes back, so nothing is lost in a dead zone. A cloud icon shows how many items are still waiting, and a Sync Status screen lists each one. The only rule: do not sign out or delete the app while items are waiting.
Jobsite photos in the field →Can my whole crew use it?
Yes. Office staff and field crews share the same live data, and everyone gets their own login. Crews see their own day by default and the office sees everything; items like CRM and invoices are hidden from the crew role. You only pay for the people you add.
Scheduling and dispatch →Does TrackOver track my crew's location?
Only while they are clocked in. Clock-in and clock-out carry a GPS location so an entry from the jobsite and one from the couch look different, and location sharing stops when the shift ends. You can require location to clock in, and crews can see their own data. The live crew map is on the Elite plan.
GPS time tracking →Can subcontractors get their own login?
Yes. Add the company under Vendors and Subs, then give their people a subcontractor login. They see only the jobs you share with their company, with pricing and money stripped out. Each subcontractor login counts as a paid seat. Their general liability and workers comp certificates are tracked with expiry warnings.
Assigning work →Can the crew message each other in the app?
Yes, on Pro and up. There are channels per crew or job, direct messages, voice and video updates for when gloves are on, and company-wide announcements. The history belongs to the company, so a new hire can scroll back and a departed employee does not walk off with it in a personal group text.
Team messaging →Do I need GPS trackers on my equipment?
No. Equipment is tracked by assignment: who has each machine and which job it is on. Crews log machine hours against the job, those hours carry the machine's rate into job costing, and you can set a service interval in hours so a machine shows service due before it quits mid-dig.
Equipment tracking →Can the foreman run toolbox talks from the phone?
Yes. The foreman gives the talk at the tailgate from the app, and it is logged with the date, the job and who attended. Starter talks are included and you can add your own. Incident reports and equipment inspections are filed from the phone the same way, and they queue safely with no signal.
Safety records →Jobs, photos & 811
All jobs, photos & 811 questions on one page →
How does TrackOver track 811 tickets?
The One Call ticket number, the date the marks went down and the expiry date sit on the job itself. The job shows the ticket as valid, expiring soon (three days or less) or expired, so the crew in the truck can see it. TrackOver does not place the ticket for you; you still call or file with your state's One Call center.
811 ticket tracking →Does TrackOver know how long my state's markout is good for?
You set it. A manager enters your state's rules in Settings: how many days a ticket is good for, whether those are business days, and how long it stays valid once work has started. Expiry dates are worked out from those rules. Notice periods and ticket life for every state are on our 811 rules page, sourced to each state's law.
811 rules by state →Are jobsite photos stamped with GPS and time?
Yes. Every photo carries the date, the time, the GPS location and who took it, and it files itself to the job instead of someone's camera roll. On Premium and up you can draw depths, offsets and what is in the ground right on the photo, so the as-built record is done before the trench is closed.
Stamped jobsite photos →Can I load KMZ or KML route files on the map?
Yes. Upload a KMZ or KML file and its routes, points and areas draw on the live job map alongside your jobs and crews. That is the easiest way to see a utility route or a plan boundary next to the work. The job map is part of the Elite plan.
TrackOver for utility contractors →Can I schedule and dispatch crews in TrackOver?
Yes, on Premium and up. Drag a job onto a day and a crew, and every affected phone updates with the address and notes. Recurring work fills itself in. On Elite, the route planner lines up a crew's stops in the shortest order and hands off to Google Maps, Apple Maps or Waze.
Scheduling and dispatch →Can TrackOver tell me whether a job made money?
Yes. The Job Margin Scorecard compares what a job was billed against the labor, materials and equipment time booked to it. It is only as good as what is linked to the job, so hours clocked with no job picked, or receipts with no job attached, make a job look better than it was.
Job costing and reports →Can customers approve change orders?
Yes. A change order is a small estimate tied to the job: add the extra scope and price, send it, and the customer approves or declines from a link. Approved change orders bill into the job's invoice, so the added work does not get lost between the field and the office.
What is a change order? →Billing, time & payroll
All billing, time & payroll questions on one page →
Does TrackOver work with QuickBooks?
Yes, with QuickBooks Online. Connect your QuickBooks company under Integrations, then send your sent and paid invoices into it with one click; each invoice goes over only once. You can also pull your QuickBooks customers and products into TrackOver when you start, and export invoices as a QuickBooks Online import file.
Estimates and invoices →Can customers pay invoices online by card or bank transfer?
Yes, on Pro and up. Every invoice gets a pay link, and customers pay by card or bank transfer through Stripe with no account to create. Stripe usually deposits the money in about two business days; the very first payout takes about 7 to 14 days while Stripe verifies your account.
Getting paid online →Are there fees on card payments?
Yes. Card and bank payments made online carry a processing fee, and the exact fee is shown at checkout before anyone pays. It depends on the payment method, so a card payment and a bank transfer are not charged the same. Cash and check payments you record yourself carry no fee.
Plans and what they include →Can I require a deposit before the job starts?
Yes. Set a deposit on the estimate as a percentage or a fixed amount, and the customer pays it by card when they accept the estimate online. If you would rather bill it, send an invoice for the deposit amount. The deposit is credited on the final invoice.
Estimates and deposits →Is there a customer portal?
Yes. Each customer gets a private link, with no password, to their estimates, invoices, photos and messages with your office, and they can save a card there. If a link reaches the wrong person, the office can turn it off and send a new one.
Customers and sales →Does it handle progress billing and retainage?
Yes. You can bill a percentage of the signed contract as the job moves, following the payment schedule from the proposal, and TrackOver shows how much of the contract is already billed. Retainage held back on invoices is tracked in one place: who is holding it, how much, and for how long.
What is retainage? →Does TrackOver track crew hours?
Yes, on Premium and up. Crews clock in from the phone against the job they are working, take breaks with one tap, and clock out with a short check. Overtime is applied automatically. The office can fix a missed punch, and every edit is logged.
Crew time tracking →Does TrackOver run payroll?
No. TrackOver does not pay your people or file payroll taxes. It produces the numbers payroll needs: timesheets by pay period, with regular and overtime hours and gross pay, exported as a spreadsheet for whoever runs your payroll. Pay periods are set per company, so the export lines up with your pay schedule.
Payroll-ready timesheets →Does it produce certified payroll reports?
Not as a finished form. TrackOver records hours by person, by job and by day, with pay rates, which is the raw material certified payroll is built from, and exports it as a spreadsheet. The weekly transmittal itself is prepared in your payroll or accounting system.
What is certified payroll? →Can I text customers from TrackOver?
Yes. Texts go out from a company number, not someone's personal phone, and customer replies land on the Texts page with the whole thread kept on the record. The number runs on Twilio: connect your own account, or have our team set up the account and number for you.
Customer texting →Data, security & ownership
All data, security & ownership questions on one page →
Is my data secure?
Yes. Each company's data is separated at the database level, so one company can never reach another's. Traffic is encrypted with TLS, data at rest is encrypted with AES-256, and it lives on managed infrastructure on AWS. Photos go to the cloud instead of a phone that could be lost or broken.
How TrackOver protects data →Can I turn on two-factor login?
Yes. Anyone can add an authenticator app such as Google Authenticator or 1Password under Settings, and after that signing in asks for the six-digit code. Owners can require it for managers or for everyone on the account.
Security details →Can I export my data?
Yes. From a computer you can export customers, jobs, invoices, timesheets, expenses and payments as CSV spreadsheets at any time, and a list exports whatever you have searched or filtered it to. Invoices also export in QuickBooks Online's import format, and timesheets in a layout payroll people already recognize.
Security and data handling →What happens to my data if I cancel?
When you cancel, the account owner is emailed a full export of the company's data. You keep your plan until the end of the period you already paid for. We keep your data for 90 days after you cancel, then delete it, except for records the law requires us to keep.
Privacy policy →What happens to photos if someone quits or loses their phone?
Nothing is lost. Photos upload to the company account, not the phone's camera roll, so a broken or lost phone takes nothing with it. When someone leaves, pause them on the team list: they are signed out everywhere, and every photo, hour and message they recorded stays with the company.
Photos that stay with the company →Does TrackOver sell my data?
No. TrackOver does not sell, rent or share customer data, and partnerships with companies that sell to contractors never include access to it. Your customer list, job history and photos are used to run your account and nothing else.
Privacy policy →Can I delete my account and my company's data?
Yes. A person can delete their own account from the app under Profile, and it takes effect right away; the company's jobs, photos and records stay with the company. An owner who wants the whole company deleted emails support from the owner address, and it is done within 30 days. Encrypted backups roll off within 90 days.
How account deletion works →