How long does it take to set up WorkZen?

Most businesses are up and running within an hour. The essentials - company profile, team invites, and your first catalog items - can be done in about 30 minutes. The rest fills in naturally as you start working.

Do I need to import all my existing data before starting?

No. Start using WorkZen with new work right away. You can import existing clients and catalog items later via CSV, or add them organically as repeat clients come back. Don't let data migration delay your first job.

Can I use WorkZen on my phone from day one?

Yes. Download the WorkZen mobile app on iOS or Android, log in with your credentials, and your team can start managing jobs from the field immediately. The mobile app syncs in real time with the web dashboard.

What if I need to change my company settings later?

Everything is adjustable. Company name, logo, timezone, currency, tax rates, business hours - all of it lives in Settings and can be updated at any time without affecting your existing records.

How do I add my team members?

Go to Settings > Team, click Invite, and enter their email address. Choose their role - admin, manager, technician, or viewer - and they'll receive an invitation to join. Each role has different permission levels that you can customize.

Is there a limit to how many team members I can add?

The free-forever plan includes up to 2 team members. Paid plans support unlimited team members, so you can scale your team without worrying about per-seat costs eating into your margins.

What should I set up first - catalog items or my first job?

Set up a few catalog items first. Even just your top 5 services makes creating estimates and invoices dramatically faster. You can always add more items as you go - most businesses build their catalog naturally over the first month.

Can I customize the look of my estimates and invoices?

Yes. Upload your company logo, set your brand colors, and customize your document footer with payment terms or a personal message. Your clients see professional documents that match your brand from day one.

Getting Started: Your First Week with WorkZen

Starting a new software tool feels a lot like moving into a new office. Everything's clean, nothing's where you expect it, and you're wondering if you'll ever feel at home. The good news: WorkZen was built by people who run service businesses, so the layout follows how you actually work - not how a software engineer thinks you should work.

This guide walks you through your first week. By Friday, you'll have a working system that captures leads, sends estimates, schedules jobs, and collects payments. No weekend data-entry marathons required.

Day 1: Set Up Your Foundation

Company Profile

Start in Settings. Add your company name, logo, and contact information. This isn't just housekeeping - these details appear on every estimate, invoice, and email your clients receive. A complete profile signals professionalism before you write a single quote.

Set your timezone and currency. Configure your default tax rates. These small details prevent headaches later when your invoices show the wrong time or calculate tax incorrectly.

Invite Your Team

Head to Team settings and send invitations. WorkZen uses role-based permissions, so your office manager sees the full dashboard while field technicians get a streamlined mobile experience. Start with your core team - you can always add people later.

Each team member downloads the mobile app and logs in. Within minutes, your entire crew is connected.

Day 2: Build Your Catalog

Your catalog is the engine behind fast estimates. Add your most popular services with clear descriptions and current pricing. If you install water heaters, add "Water Heater Installation" with what's included and your standard rate. If you do AC tune-ups, add that too.

Don't try to catalog everything on day two. Start with your top ten services - the ones you quote every week. The rest will fill in naturally as you encounter them in real work. Within a month, you'll have a comprehensive price book built from actual jobs, not guesswork.

Day 3: Create Your First Estimate

A lead comes in. Instead of scribbling on a notepad, you open WorkZen, create the lead, and start an estimate. Pull items from your catalog, adjust quantities, add a personal note, and send. The client receives a professional PDF they can review and approve right from their phone.

When they approve, you convert to a job with one click. The client information, job details, and agreed pricing carry forward automatically. No retyping, no copy-paste errors.

Day 4: Schedule and Dispatch

With a job in the system, schedule a visit. Assign your best technician, set the date and time, and WorkZen notifies them automatically. They see the job details, client address, and any notes you've added - all on their phone before they leave the shop.

The technician arrives, completes the work, and updates the job status from the field. You see it happen in real time from the dashboard. No phone calls asking "are you done yet?"

Day 5: Invoice and Get Paid

The job's done. Create an invoice from the completed job - WorkZen pulls in the line items from the estimate, so there's nothing to rebuild. Send it to the client and they can pay online immediately. The payment records automatically, the invoice marks as paid, and your books stay clean.

By Friday, you've completed a full cycle: lead to estimate to job to invoice to payment. That's not a demo - that's your business running on WorkZen.

What Comes Next

The first week establishes your workflow. In the weeks that follow, patterns emerge. You'll notice which services you quote most, which lead sources bring the best clients, and where your team's time actually goes. WorkZen captures all of this quietly in the background, turning your daily work into actionable insights.

The businesses that get the most from WorkZen aren't the ones who spent weeks setting it up perfectly before starting. They're the ones who jumped in on day one and let the system grow with their work.