Getting started
Can I try Asphalt OS before buying it?
Yes. The clickable demo runs in your browser with a sample paving company. Nothing to install, and your changes stay in your browser.
Does it work on phones?
Yes, in the phone's web browser. Some pages, such as Today, Loads, Expenses and the vehicle inspection, are made for the phone first. See Working on a phone.
Can I bring my contacts from GoHighLevel?
Yes, with a CSV export. Rehearse first; the import skips duplicates and never overwrites work done in Asphalt OS. See Bringing your data from GoHighLevel.
Can I bring my customers from a spreadsheet?
Yes. On Customers, press Import customers with a CSV from Excel, Google Sheets, QuickBooks or another CRM, up to 5,000 rows. A practice run shows what every row would do, the import can be undone, and imported people get no message. See Customers.
A new team member never got their invite.
Invite links work for 48 hours and once only. While your company's sending is captured and the server has no mail account of its own, the email lands in the test mailbox instead. Withdraw the invite and send a new one. See Inviting your team.
Sales
Why can't I send this quote?
It needs approval when its total is over your sending limit, a price isn't the standard one, or it has a discount. Press Request approval. See Estimates, proposals and approvals.
Can customers sign a quote online?
Yes. The estimate email and text carry a private link to a page where the customer reads the quote and signs or declines it. A signature moves the lead to Accepted and starts the handoff. See Estimates, proposals and approvals.
The customer says the quote link doesn't open.
A quote link stops working once it has been answered, when the estimate changes, when the lead is lost or canceled, and after 180 days. Send the estimate again for a new link. See Estimates, proposals and approvals.
The same customer is in the book twice.
Open the one you want to keep and press Merge with another customer: every lead, job, invoice, message and ticket moves across and nothing is lost. Possible duplicates on the Customers page finds the pairs for you. See Customers.
Why won't a lead move to Estimating?
Estimating and later need an address, the square feet, a tier and a measurement screenshot (PlanHub leads only need the address). The app lists what is missing. See Pipelines and lead stages.
Why didn't my customer get a text?
Texts go only to customers with texting consent on file, who haven't replied STOP. A blocked text shows on Messages with Send by email instead. See Messages and texting.
Why doesn't the calculator give 1.247 tons for 10 x 10 x 2?
It uses your company's mix density. 1.247 tons needs 149.64 lb per cubic foot, where a new company starts. If the density was changed on Services and pricing (Company pricing), the tons change with it. See The asphalt calculator.
Operations
A job says "No site location, so no weather watch".
Its address couldn't be put on the map. The dispatcher gets a task to fix the address. See The schedule.
Why can't I put a unit on a job?
It is out of service or retired. Put it back in service first. See Equipment and service reminders.
Why can't a driver file their inspection?
The unit's last inspection found a defect: the driver must tick Repairs checked first. See Driver compliance.
Money
Why can't I close this job?
A job closes only when it is Complete and has at least one income line and one cost line, and only for people who can enter job transactions. See Job money and margin.
Can customers pay online?
Yes, through your company's own Stripe account, entered on Connections: the Pay online link in every invoice email opens Stripe's checkout, and the money goes straight to you. Without Stripe there is no checkout, and the invoice says how to pay by check or bank transfer. See Invoices.
Does Asphalt OS run payroll?
No. It tracks each pay run as a bill with one total. The pay itself runs in your payroll provider. See Bills and payroll.
Access and security
Why can't I open a page?
Your role doesn't include it. Ask someone who manages people for an exception. See Roles and permissions.
Who can change automations?
Only the CEO in a new company. Others can be given "Change automations, SLAs, tiers and routing". See Automations.
Can I change something in the history log?
No. Nobody can: entries are only ever added. See The history log.
Why was I signed out?
After a quiet spell (30 minutes unless your company chose otherwise), and always 12 hours after signing in. See Sign-in protections.
My password was right, and the account still locked.
The fifth try in a row locks the account for 15 minutes, right or wrong, so four guesses is all a stranger gets. Wait 15 minutes; if it wasn't you trying, change your password. See Sign-in protections.
There is a red line about the background worker.
The worker that sends every email and text and runs every follow-up has stopped or fallen behind. The server restarts it by itself; if the line stays, ask whoever runs your server to look at its log. Nothing is lost in the meantime. See Company settings.
Why can't I see where a colleague signed in from?
The address and browser behind a sign-in are for the person and for people who manage people only. Everyone else sees who did what and when. See The Team & security page.
Can another company see our data?
No. The database keeps each company's records apart, and it checks for itself who is acting before it does anything in their name. See Your company's data.