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ShieldBook
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The platform

One record, from the first call to the next one.

Most service businesses run on a patchwork: one tool for scheduling, another for estimates, a spreadsheet for memberships and an inbox for everything else. ShieldBook carries one record through the whole job, so everyone who touches it sees the same customer, the same history and the same next step.

Request a demo Walk the lifecycle

01The lifecycle

Twelve stages. Nothing re-typed.

Choose a stage to see what happens there, who does it, what it adds to the record, and the screen it happens on. Each stage starts with everything the stages before it recorded.

Choose a stage of the lifecycle

Stage 01 of 12

Inquiry

A call, a web form or a neighbor's referral. The office records who called, what's wrong in their words, and how they found you, before anything else happens.

Who
Office
Adds to the record
Contact detailsThe concernMarketing source
In ShieldBook
  • Marketing source on every inquiry
  • (On the roadmap)Lead intake and nurture pipeline

Stage 02 of 12

Customer

New callers become a customer record. Returning ones are found by name, phone or address, with everything you've done for them already there.

Who
Office
Adds to the record
Contacts and labeled phonesNotesCustomer since
In ShieldBook
  • Customers and contacts
  • Activity history of every action

Stage 03 of 12

Property

Work happens at a place. Each property keeps its access notes, its equipment and every job ever done there, so nobody has to remember the gate code or the age of the system.

Who
OfficeTechnician
Adds to the record
Access notesEquipment and warrantiesJobs at the address
In ShieldBook
  • Properties and access notes
  • Equipment, warranties and service history

Stage 04 of 12

Job

A job is one trip to the property, with the concern written down before anyone arrives. A return trip is its own job, linked to the first, so every trip has its own outcome.

Who
Office
Adds to the record
ConcernTasks and notesRelated jobs
In ShieldBook
  • Jobs and job summaries

Stage 05 of 12

Estimate

Options from your price book, with member pricing applied. Replacement work can build tiered options from a few questions, so every customer sees a clear choice.

Who
TechnicianOffice
Adds to the record
Options and line itemsMember pricingEstimate PDF
In ShieldBook
  • Estimates with options
  • Price book
  • Tiered replacement options
  • (On the roadmap)Customer financing

Stage 06 of 12

Approval

The customer chooses an option and signs, on the technician's device or through a secure link. That is the customer's decision. Committing to the work is a separate step for the business.

Who
CustomerTechnician
Adds to the record
Chosen optionSignatureApproval time
In ShieldBook
  • Present mode
  • Approval and signature

Stage 07 of 12

Scheduling

Visits get a date, an arrival window and a technician. Sold work waits in its own queue until it's on the schedule, so nothing sold is forgotten.

Who
Office
Adds to the record
Date and arrival windowAssigned technicianSold work's next step
In ShieldBook
  • Visits with arrival windows and outcomes
  • Office work queues
  • (In development)Dispatch board and calendar
  • (On the roadmap)Google Calendar

Stage 08 of 12

Field work

The technician's phone shows the current visit with call, text and directions. Start it, take photos, write the summary, and complete it with what actually happened.

Who
Technician
Adds to the record
PhotosConcern, Cause, Correction, RecommendationVisit outcome
In ShieldBook
  • The technician's day on the phone
  • Job photos
  • (In development)On my way and Arrived updates
  • (On the roadmap)Offline mode

Stage 09 of 12

Invoice

Sold work is billed as it was approved, and any deposit already collected is credited. The invoice goes out by email with a link to view it and a PDF.

Who
OfficeTechnician
Adds to the record
Invoice linesDeposit creditDelivered and opened status
In ShieldBook
  • Invoices
  • Deposits
  • Estimate and invoice PDFs
  • Email with delivery and opened status

Stage 10 of 12

Payment

Cash, check, Zelle or card, recorded against the invoice. Split and partial payments, credits and refunds all land on the same record, and receivables show what's still open.

Who
OfficeTechnicianCustomer
Adds to the record
Payments and methodReceiptBalance
In ShieldBook
  • Payments, split payments and refunds
  • Receivables
  • (In development)Online card payments and payment links
  • (On the roadmap)Tap to Pay

Stage 11 of 12

Follow-up

How a visit ended decides what happens next: a return visit, an estimate the customer is deciding on, work to schedule. Each lands in the office's queues instead of someone's memory.

Who
Office
Adds to the record
Follow-up tasksApproved, not sold yetWork done, not invoiced
In ShieldBook
  • Office work queues
  • (On the roadmap)Two-way texting and reminders
  • (On the roadmap)Automation rules

Stage 12 of 12

Repeat business

Members get member pricing on every estimate and visits that come due. The equipment's history waits at the next visit, so the next job starts where the last one ended.

Who
OfficeTechnician
Adds to the record
Membership and visits dueService historyThe next job
In ShieldBook
  • Memberships and member pricing
  • (In development)Maintenance due
  • (On the roadmap)Recurring work and renewals

In development On the roadmapEverything else is built and working today.

02What one record holds

Built around the work, not around screens.

Customers have properties. Properties have equipment and jobs. Jobs carry their estimates, invoices and payments. Everything sits on one structure, so any part of the business can answer a question about any other.

  • Customer Elena Martinez

    Contacts and labeled phones · found you through Google Ads · Home Care Plan member

    • Property 418 Larkspur Ln

      Gate code on file · side entrance

      • Equipment Water heater, 50 gal

        Warranty: Tank and parts to 2032 · 2 service records

      • Job JOB-2048 · Water heater not heating

        One trip, one visit · outcome: return visit needed · related jobs linked

        • Estimate EST-1187

          3 options · option B approved and signed · then marked sold

        • Invoice INV-1093

          $2,700 · deposit $500 credited · payments recorded · receipt emailed

Activity Every action on every part of the record, with a name and a time.

  • Approval is not a sale.

    The customer's yes and the business's commitment are separate facts, so approved work never quietly turns into a promise nobody scheduled.

  • Every trip is its own job.

    A return visit is a new job linked to the first. Each trip has its own visit, its own outcome and its own history.

  • Facts first, status second.

    ShieldBook records what happened and works out the status from it. A paid chip is the sum of recorded payments, never a switch someone flipped.

03Three places, one record

The office, the field and the customer see the same job.

Each place gets a view designed for it: a desk with a big screen, a phone in one hand, a customer on their couch. Underneath, it is one record.

The office

Queues that show what needs doing

Today's visits, estimates approved but not sold, sold work to schedule, work done but not invoiced, balances due. Each is a question the record already answers.

See how

The field

The day on one phone

The current visit with call, text and directions. Start it, document it, present options and complete it with what actually happened.

See how

The customer

Secure links, not another login

Customers review and sign estimates and see their invoices through secure single-purpose links, on their own phone.

See how

04The foundation

Rules on the server. A name on every action.

Permissions that are enforced, not just hidden

A technician sees their visits. The office sees the business. Hiding a button is not security, so ShieldBook checks every action on the server against the role of the person taking it, and records it.

Every business action is built once, and every way of invoking it goes through the same rules. That is the foundation ShieldBook's AI direction stands on.

  • Five roles: Owner, Admin, Office, Dispatcher and Technician
  • Sixty-six permissions, checked by the server on every action
  • An append-only history of who did what, and when

05Built, and what's next

An honest map of where the platform is.

Most of the daily work is built and working. Scheduling on a full calendar and online payments are in development. Growth and AI are the direction. Every count below comes from the same registry as the rest of this site.

Capabilities by area and status
AreaBuiltIn developmentOn the roadmap
Customers and properties 3 built0 in development0 on the roadmap
Jobs and field operations 5 built2 in development2 on the roadmap
Estimates and approvals 5 built0 in development1 on the roadmap
Invoices and payments 5 built1 in development3 on the roadmap
Memberships and repeat business 1 built1 in development1 on the roadmap
Communication 1 built0 in development3 on the roadmap
Platform foundation 2 built0 in development1 on the roadmap
Marketing and growth 1 built0 in development7 on the roadmap
AI 0 built0 in development4 on the roadmap

See every capability and its status

Keep exploring

See your own jobs on one record.

Tell us how a job moves through your business today, and we'll walk you through it in ShieldBook.

Request a demo

ShieldBook is being developed and proven inside a working service business as it prepares for broader use. A demo is a walkthrough and an honest conversation about fit.