Documentation

Account Setup

Your Haulx account is ready the moment you sign up. Here's how to get everything configured.

Creating Your Account

1. Choose a plan (Starter, Pro, or Enterprise) from the pricing page.
2. Enter your company name and contact information.
3. Your dashboard, mobile app, and storefront are created instantly.
4. You'll receive your login link and platform subdomain (e.g., yourcompany.haulxplatform.com).

First-Time Login

Open your dashboard URL in a web browser. As the account owner, you have full access to all features, settings, and the admin panel. We recommend starting with these steps:

1. Set up your branding (logo, colors, company name).
2. Import your data (customers, equipment, dumpsters).
3. Add your crew and send them magic links.
4. Optionally connect integrations (Calendar, QuickBooks, etc.).
5. Create your first job and start dispatching.

Branding & Theme

Customize every customer-facing element so your crew and customers see your brand — not ours.

Company Information

Go to Settings → Company in the admin panel to set:

• Company Name — appears on the dashboard, mobile app, estimates, invoices, and storefront
• Tagline — displayed on estimates, public pages, and your storefront
• Contact Email — used in reports and customer communications
• Industry — tells the AI to adapt its language for your type of work (landscape, demolition, excavation, etc.)

Logo & Favicon

1. Go to Settings → Branding.
2. Click Upload Logo and select your company logo. Recommended size: at least 400px wide, PNG or SVG format.
3. Your logo immediately appears in the dashboard header, mobile app, and all customer-facing pages.
4. Optionally upload a Favicon (small square icon) for browser tabs and the mobile home screen.

Theme Colors

1. Go to Settings → Theme.
2. Use the color pickers to set your primary color, secondary color, background, text color, and accent colors.
3. The live preview updates in real time so you can see exactly how it looks.
4. Click Save to apply the theme across your entire account.

Custom CSS

For pixel-perfect brand matching, you can inject custom CSS overrides. Go to Settings → Advanced → Custom CSS and enter your styles. These are applied after the default theme, so you can override any element.

Importing Data

Bring your existing data into Haulx from spreadsheets or another system.

Supported Import Types

How to Import

1. Go to Admin → Import in the dashboard.
2. Select the data type you want to import (Customers, Equipment, etc.).
3. Upload your CSV or Excel file.
4. The system automatically maps your column headers to the corresponding fields. Review the mapping and adjust any columns that weren't matched.
5. Preview the data to make sure everything looks correct.
6. Click Import to load the data into your account.

Adding Your Crew

Get your team onto the platform with magic-link authentication — no passwords required.

Adding a Crew Member

1. Go to Crew in the dashboard.
2. Click Add Crew Member.
3. Enter their name, phone number, email (optional), and role (Owner, Foreman, Driver, or Operator).
4. Click Save.

Sending a Magic Link

1. Find the crew member in the Crew list.
2. Click Send Magic Link.
3. They receive a text message (or email) with a one-tap login link.
4. When they open the link, their device is automatically paired to their account.
5. On future visits, they're recognized automatically — no login required.

Device Approval

If someone tries to access the system from an unrecognized device (without a magic link), you'll receive a notification. You can approve or deny the request from the Crew panel. This prevents unauthorized access even if a magic link is shared.

A Day in the Life

Here's what a typical day looks like for different roles on the platform.

Dispatch & Scheduling

The dispatch board is the hub of daily operations — assign jobs, track progress, and keep everyone on the same page.

Creating a Job

1. Click New Job from the dispatch board or the Jobs page.
2. Select a customer (or create a new one on the spot).
3. Enter the location, job type, and any notes or instructions.
4. Assign equipment (truck, trailer, dumpster) and crew (driver, operator).
5. Set the scheduled date and click Save.

Using the Dispatch Board

The dispatch board shows all jobs organized by date and crew member. You can:

• Drag and drop jobs to reassign them to different dates or crew members
• Click a job to see its full details, notes, and activity log
• Filter by status (scheduled, in progress, completed), job type, or crew member
• See at a glance which crew members are available and which are fully booked

Calendar Sync

When you connect Google Calendar (see Google Calendar integration), every dispatched job automatically appears on a shared calendar. Your crew can subscribe to this calendar from their phone to see their schedule alongside personal events.

Job Management

Track every job from creation to completion with a full activity log.

Job Lifecycle

Job Details

Every job tracks:

• Customer, location, and job type
• Assigned equipment and crew
• Load tickets with material, quantity, and photos
• Fuel receipts associated with the job
• Notes, photos, and attachments
• Full activity log showing every action and who performed it

Closing a Job

1. Open the job and verify all load tickets and receipts are logged.
2. Add any final notes.
3. Click Close Job.
4. The job moves to "Completed" status and is ready for invoicing.

Equipment & Dumpsters

Managing Equipment

Track all your trucks, trailers, and heavy machinery from the Equipment page.

• Add equipment with name, type, license plate, VIN, and status (active, in maintenance, deactivated)
• View assignment history — see which jobs and crew members have used each piece of equipment
• Mark equipment as In Maintenance to prevent it from being dispatched
• Track fuel consumption through linked fuel receipts

Managing Dumpsters

The dumpster module tracks your entire inventory with real-time status.

Dumpster Actions (Mobile App)

Drivers update dumpster status from the mobile app:

• Deliver — mark a dumpster as delivered to a customer site
• Swap — swap one dumpster for another at the same location
• Pick Up — mark a dumpster as picked up and returned to the yard

All actions are logged with timestamps and automatically update the map view on the dashboard.

Load Tickets

Load tickets document every load of material hauled. Drivers create them from the mobile app.

Creating a Load Ticket

1. Open the mobile app and tap Load Tickets.
2. Select the job the load is for.
3. Enter the material type (dirt, gravel, concrete, etc.) and quantity (tons, yards, loads).
4. Take a photo of the load (recommended for records and dispute resolution).
5. GPS location is captured automatically.
6. Tap Submit. The ticket appears on the dashboard immediately.

Fuel Receipts

Track fuel costs across your fleet with photo-based receipts submitted from the field.

Submitting a Fuel Receipt

1. Open the mobile app and tap Fuel Receipts.
2. Select the equipment being fueled.
3. Enter gallons, total cost, and odometer reading (optional).
4. Take a photo of the pump or receipt.
5. Tap Submit. The receipt is auto-assigned to the equipment.

Fuel data rolls up into the profitability dashboards so you can see fuel cost per truck, per job type, or across your whole fleet.

Estimates & Quotes

Create professional estimates and share them with customers via branded public links.

Creating an Estimate

1. Go to Estimates in the dashboard (or the mobile app).
2. Select a customer or create a new one.
3. Add line items with descriptions, quantities, and prices.
4. Optionally use the AI scope writer — describe the project in plain language and the AI generates a professional scope of work.
5. Add any notes, terms, or project timeline.
6. Click Save.

Sending an Estimate

1. Open the estimate and click Send.
2. The customer receives a link to a branded public page showing the estimate with your company name, logo, and colors.
3. You can also copy the link and send it manually via text, email, or any other channel.

AI-Assisted Scope Writing

When creating an estimate, click Generate Scope and describe the project in your own words (e.g., "demo a 2-car garage, haul away debris, grade the lot"). The AI generates a professional scope of work with line items, quantities, and industry-standard language. You can edit the result before saving.

Online Storefront

Your customer-facing website for selling services and products online.

Store Admin Panel

Manage your storefront from the Store Admin at admin.yourdomain.com. From here you can:

• Add and edit products with images, descriptions, variants, and pricing
• Organize products into categories
• Set up add-ons (e.g., delivery fee, Saturday surcharge)
• Configure pricing models: flat rate, per-ton, per-sqft, or distance-based
• Create promo codes for discounts
• Write blog posts and pages for marketing and SEO
• Customize the storefront design settings (hero image, colors, layout)

Order Flow

Smart Pricing

The storefront can automatically calculate delivery pricing based on:

• Distance from your yard or quarry to the delivery address
• Tax calculated by the customer's address
• Quarry selection — automatically pick the closest source location for the best price

This requires the Google Maps integration.

SMS & Messaging

Send and receive text messages with customers directly from the dashboard.

Setting Up SMS

SMS messaging requires a Google Workspace account with Google Voice enabled. See the Google integrations section for setup details.

Sending Messages

1. Go to Messages in the dashboard.
2. Select an existing customer conversation or start a new one.
3. Type your message and click Send.
4. The message is sent via your Google Voice number — the customer sees your business number, not a personal phone.

Incoming replies appear in the conversation thread in real time. You can see the full message history for each customer.

Invoicing

Generate invoices from completed jobs and sync them to QuickBooks Online.

Creating an Invoice

1. Open a completed job.
2. Click Generate Invoice.
3. Review the line items (auto-populated from load tickets and job details).
4. If QuickBooks is connected, the invoice is created directly in QBO.
5. Customer data, line items, and amounts sync automatically.

Profitability Tracking

The profitability dashboard shows:

• Revenue and costs per job, per job type, per customer
• Fuel costs per truck and per driver
• Profit margins across your entire operation
• Trends over time to spot opportunities and issues

Google Calendar Integration

Sync dispatched jobs to a shared Google Calendar for real-time crew visibility.

Setup

1. Go to Settings → Integrations → Google Calendar.
2. Upload your Google service account key (a JSON file from the Google Cloud Console).
3. Enter your Calendar ID (found in Google Calendar settings).
4. Click Save & Test to verify the connection.

How It Works

Once connected, every job you dispatch is automatically created as a calendar event. If you update the job (reschedule, reassign, cancel), the calendar event updates too. Your crew can subscribe to the calendar on their phones to see the full schedule.

QuickBooks Online Integration

Create invoices and sync customer data with QuickBooks Online.

Setup

1. Go to Settings → Integrations → QuickBooks Online.
2. Click Connect to QuickBooks.
3. Authorize the connection through Intuit's OAuth flow.
4. Select your QuickBooks company if you have multiple.
5. Done — you're connected.

Using QuickBooks

• When you generate an invoice from a completed job, it's created directly in QBO
• Customer data syncs automatically — new customers in Haulx are created in QBO
• Line items, quantities, and amounts are mapped to your QBO items

GPS & ELD Integration

Real-time vehicle tracking and ELD compliance via RouteMate.

Setup

1. Go to Settings → Integrations → RouteMate GPS / ELD.
2. Enter your RouteMate API key.
3. Click Save & Test.
4. Your vehicle locations will appear on the dispatch map within minutes.

Features

• Live map — see all your trucks on a real-time map in the dashboard
• Automated mileage — mileage is logged automatically for each trip
• ELD compliance — hours-of-service data is tracked for DOT compliance

Google Maps Integration

Enable distance-based pricing and delivery calculations for your storefront.

Setup

1. Go to Settings → Integrations → Google Maps.
2. Enter your Google Maps API key (from the Google Cloud Console).
3. Click Save.

What It Enables

• Distance-based delivery pricing on the storefront — customers see accurate delivery costs based on their address
• Quarry selection — automatically selects the closest source location for the best price
• Tax by address — calculates sales tax based on the delivery location

AI Features

AI-powered tools for dispatch optimization, estimate writing, and project planning.

Setup

1. Go to Settings → Integrations → AI Language Model.
2. Enter your LLM API key.
3. Click Save.

AI Capabilities

• Estimate scope writing — describe a project in plain language and the AI generates a professional scope of work
• Project plan generation — generate a phased project plan with milestones from a project description
• Dispatch optimization — AI suggests optimal crew and equipment assignments based on job requirements, locations, and availability

All AI prompts automatically include your company name and industry for contextually appropriate language.

Roles & Permissions

Control who can access what with role-based permissions.

Custom Domains

Use your own domain instead of the default platform subdomain.

Setting Up a Custom Domain

1. Go to Settings → Domain in the admin panel.
2. Enter your desired domain (e.g., app.yourcompany.com for the dashboard).
3. The system provides DNS records (CNAME or A record) to add at your domain registrar.
4. Add the DNS records at your registrar (GoDaddy, Namecheap, Cloudflare, etc.).
5. Click Verify in the admin panel once DNS has propagated (usually a few minutes to an hour).
6. SSL is provisioned automatically — your custom domain is live with HTTPS.

Settings Reference

Quick reference for all configurable settings in the admin panel.

Tips & Best Practices

Get the most out of the platform with these recommendations from our most successful customers.