Scheduling and dispatch
See the day, the week, one person, one crew, or one truck. Move work with a drag or with the keyboard, and get a warning before you double-book someone.
- Recurring work
- Travel buffers
- Dispatch board
- Operating hours
Everything that ships today
What Pinstripe Fleet does
Schedule and dispatch the work, run the job with proof, track the hours, then invoice and get paid. One place, one record, and each person sees only their part.
What does Pinstripe Fleet do?
Pinstripe Fleet covers the full job loop in one place. You book the work, put it on the right person's day, run the job with checklists and photos, track the hours, then send the invoice and take the card payment. Everything a person sees is set by their role, so a crew member gets their stops and their clock, and an owner gets the money side too.
The modules
Turn on what you need. Every module works with the same job record, so nothing has to be entered twice.
Jobs that hold the whole story
One job record carries the status, the crew, the checklist, the before and after photos, the signature, and every change that was made along the way.
- Checklists
- Photos and video
- Signatures
- Activity history
Time tracking
Crew clock in and out on the job, including by scanning a code on site. Managers review the hours, and the totals feed job cost and payroll exports.
- QR clock-in
- Manager review
- CSV export
Estimates customers can answer on their phone
Send an estimate and the customer opens a clean page built for a phone, not a PDF stuck to an email. It says what the work is, what it costs, and the date you are holding that price until. They approve or decline in one tap and get confirmation right away, so nobody is left wondering if it went through.
- Mobile approval page
- Price held until a date
- One-tap approve or decline
Your own estimate numbers
See how your estimates actually perform: how many get approved, how long a decision usually takes, and how that changes depending on how fast you sent the estimate out. The numbers come from your own sent estimates, not an industry average.
- Approval rate
- Median time to a decision
- Grouped by your response speed
Invoices and getting paid
Turn the approved work into an invoice, send it, and take the card payment through your own Stripe account. Issue refunds when you need to. The money lands in your bank, not ours.
- Hosted checkout
- Refunds
- Cash, check, Zelle records
Customers and the portal
Customer records, service addresses, and a full job history. Share progress with a secure link the customer confirms with a ZIP code or the last four of their phone. No password to remember. Once the crew is on the way, the customer can see roughly how far out they are, updated as it changes.
- Portal links
- On the way updates
- Job history
- Branded emails
Vehicles and equipment
Track trucks and tools, assign them to jobs, keep document expiry dates in view, and run inspections with a saved history.
- Inspections
- Document expiry
- Job assignment
Reports and the daily view
A home screen with today's work, unassigned stops, open jobs, and overdue invoices, plus eight reports you can filter, save, and export to a spreadsheet.
- Saved views
- CSV export
- Eight reports
Phone and field work
Crew can work in the phone browser and capture proof photos while connected. If service drops while a job is already open, clock and job-status changes queue and retry when service returns.
- Mobile web
- Clock/status queue
- Camera capture
Control and trust
You choose who can see money. Your records are kept separate from every other business at the database itself, portal links can be revoked at any time, and if our support team opens your account a banner shows it and the visit is logged.
- Role controls
- Revocable links
- Audit log
How does a customer approve an estimate?
The customer gets a link that opens a page made for a phone. It shows the work, the price, and the date you are holding that price until, with an approve button and a decline button. They tap one and see confirmation on the spot, and it lands on your side the moment they do. There is no PDF to pinch and zoom, no attachment to lose, and no account to create.
How fast do customers usually approve an estimate?
Once you have sent a few estimates, the estimates screen shows your own approval rate and the median time your customers take to decide, split by how quickly you sent the estimate out: same day, one to three days, three to seven days, and over a week. It is your history, not a benchmark from someone else's business, so you can see whether answering faster actually changes anything for the kind of work you do.
Can customers see when the technician is on the way?
Yes, when the technician turns it on for that visit. The default customer view shows only approximate distance and freshness. A precise next-stop map is being tested for Professional and Enterprise organizations, but is not generally available yet. It requires the employee to separately start background sharing for that visit and never shows a route history or promised ETA.
Can I set it up for how we work?
You turn modules on and off, rename things to match how your company talks, and add your own fields. Nothing here needs a developer, and none of it changes how the system works underneath, so you can adjust it as the business changes.
Common questions about features
Can customers approve an estimate from their phone?
Yes. They open a link, read the work and the price, see the date you are holding that price until, and tap approve or decline. They get confirmation right away and you see the answer immediately. No PDF, no attachment, no account.
How fast do customers usually approve an estimate?
It depends on your work and your customers, which is why we show you your own numbers instead of guessing. The estimates screen gives you your approval rate and the median time to a decision, grouped by how fast you sent the estimate out.
Can customers see when the technician is on the way?
Yes, if the technician opts in for that visit. The standard view shows a rough distance and update time. A precise map for a dispatch-designated next stop is in controlled testing on supported iOS devices and is not generally available yet. No route history or ETA is shown.
Can I hide prices from my crew?
Yes. You pick who is allowed to see money. For everyone else, prices and totals are never sent to their phone in the first place, so there is nothing to uncover.
Do my customers need an account?
No. They open a secure link and confirm it with a ZIP code or the last four digits of their phone number. You can revoke that link whenever you want.
How do card payments work?
You connect your own Stripe account. Your customer pays from the invoice link and the money goes to your bank. Your software bill is charged separately and never touches customer payments.
Does it work on a phone?
Yes, in the phone browser, with big touch targets, camera capture while connected, QR clock-in links that open from the phone camera, and a queue for clock and job-status changes if service drops on an open job.
Do you track where my crew is all day?
No. Each assigned employee chooses whether to share for one en-route visit and can stop at any time or deny device permission. Optional iOS background sharing and a designated next-stop customer map are in controlled testing, not generally available. The test session is limited to eight hours and keeps no route history.
Do you send text messages to customers?
Not yet. Everything that goes out today is email. Text notifications are built but switched off while carrier approval is pending, and we will say so plainly here when they are live.
See it for your trade
The same platform, set up the way each trade runs.
Want to see it on your own work?
Bring three jobs you ran last week and we will build them in front of you. Twenty minutes and you will know if it fits.
Pinstripe Fleet Management is built and supported by Pinstripe Business Services.