Run your paving company on Asphalt OS
Plain-English guides to every part of the app, for owners and office staff: from the first call to the final invoice, and who can see what.
- Press + New call in the top bar.
- Type the caller, the phone number and the job address, and tick the services they ask about.
- Press Save call. The lead is made and the intake person gets a task to size and tier it.
- Open Schedule and the Jobs tab.
- Drag a job from Ready to schedule onto a crew and a day, or tap it to pick them.
- Press Put it on the board. The job is Scheduled, and the customer gets a text with the date if they agreed to texts.
- Open Invoices and press Create invoice on a completed job.
- Check the draft: its lines come from the job's estimate.
- Press Send invoice. The customer gets the PDF and a Pay online link.
Browse by area
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Sales
Take calls, work the shared inbox, keep the customer book, move leads through the pipeline and send estimates the customer signs online.
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Scheduling
Book quote visits and put crews on jobs a week at a time, with a weather warning on every job.
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Money
Each job's margin, invoices with a Pay online link, bills and payroll, crew expenses and QuickBooks.
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Fleet and safety
Truck loads, equipment and service reminders, incidents and repairs, and daily driver inspections.
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Team and roles
What every default role can do, your own roles and exceptions, and why crews never see prices.
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Security
Your data stays your company's: who can see what, and how signing in is protected.
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Connections
Your own keys for texting, email, the mailbox, payments and QuickBooks. A saved key is never shown again.
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Settings and automations
Company settings, automations, the GoHighLevel import, the history log and backups.
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Help
Quick answers to the questions owners and office staff ask most, and the words Asphalt OS uses.
What's new
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Your own logo and colour in the app
On Settings, "Your look" takes your company's logo (it replaces the Asphalt OS one at the top of every page) and an accent colour for the buttons, the focus ring and the line under the current tab. Everyone in the company sees them at once; each goes back with one press.
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Alerts come back when you sign in again
A phone whose session ended still switches its alerts off, but they now come back on by themselves when the same person signs in again on that phone; signing out on the phone itself still switches them off for good.
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Every phone of yours comes off the alerts list at once
"Sign out everywhere else" and a password change now take every phone of yours off the alerts list in every company you belong to, not only the one you pressed it in; the device you pressed it on puts itself back if it had alerts on.
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Customer links: attached copies and pasted links too
An attached file holding a customer's link (the quoted letter as an .htm file, a forward as an .eml) is left out of the inbox and named in the email, a wrapped or broken link is still taken out, and a customer's link can't be pasted into a reply or a text written in the app.
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Marketing numbers
Type what you spent per channel each month, and the Marketing page shows what a lead, an accepted quote and a job cost you.
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Leads from your own website
The Connections page has the form code for your website: a visitor who fills it in is a lead in Intake within seconds, with the acknowledgment, the text (with consent), the task and the ping, and the campaign tags from the page kept on the lead.
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Every tab of a browser signs out together
Signing out in one tab now signs the other tabs of that browser out too, and signing in as somebody else in one tab brings the others along, so no tab keeps showing the person who was signed in before.
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A calmer look
Asphalt OS has a new look: a near-black or white page that follows your device, one clear typeface, and yellow kept for the main button, the tab you are on and warnings.
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A phone that changes hands keeps nothing
Joining through an invitation link on a phone empties the previous person's offline copy and stops their alerts there, and the offline copy is shown only while the phone's proof of your sign-in is under 18 hours old: past that, everything kept goes at once.
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Alerts stop when your session ends
A phone signed out from another device, or whose session ran out, switches its alerts off the next time it reaches Asphalt OS, and "Sign out everywhere else" takes every phone of yours off the list at once; the device you pressed it on puts itself back if it had alerts on.
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The offline copy ends with your session
A phone empties its offline copy as soon as it learns you were signed out somewhere else, and never shows a copy kept more than 18 hours ago.
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A big catch-up comes in a share at a time
After a long gap, new mail from a Google Workspace mailbox comes in at most 50 emails of each folder every 2 minutes (fewer when their attachments are large) until the inbox has caught up, so one company's catch-up never holds up the letters and payments of the rest; the first sync takes the newest 50 of each folder.
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The mailbox card never quotes an email
When an email can't be filed, the Company mailbox card and the server's log say so in Asphalt OS's own words, never with the email's subject or sender, and attachments sharing a name no longer stop an email being filed.
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A customer's link never reaches the shared inbox
The Sent folder's copy of a proposal, invoice, form, document or invitation the app sent is left out of the inbox, and a link to a customer's page in any email (a customer's reply quoting your letter, a forward) shows as (customer link removed), so nobody who reads the inbox can act as the customer.
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What only the owner switches on: the AI answering by itself, letting old email text go, and a copy in the Sent folder
Three switches on the AI card, each off to start, each the owner's alone with the password again: let the AI send replies by itself for the categories you list (only when it is sure, in business hours, under the cap, with nothing to promise; each reply shows as Sent by the AI and gives the conversation's owner a task to check it); remove email text older than a number of days from Asphalt OS while your mailbox keeps it; and put a copy of each reply sent from here in the mailbox's own Sent folder.
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Microsoft 365 mailboxes, checked end to end
A Microsoft 365 mailbox now reads its inbox and Sent Items the way Microsoft documents it, with each email's reply headers fetched on their own, so replies land in their conversation; a letter the app sent is known in Sent Items by its own Message-ID.
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A conversation goes only to somebody who can open it
The owner picker, a rule's assignee and the 4-hour nudge now only ever give a conversation to somebody who can open its box (an estimator is offered bids@ conversations, never office@ ones), and the morning digest is read only by people who work the shared inbox.
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The owner decides what the inbox AI may send, and how long email text stays
The shared inbox's AI sends a reply by itself only for the categories the owner lists, under checks the database makes again, and never with an amount in what it reads for it; the owner can have Asphalt OS let go of email text older than a number of days while the mailbox keeps it; and a copy of each reply goes in the mailbox's own Sent folder only with a wider permission the owner grants on purpose.
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A customer's link stays out of the shared inbox
A letter carrying a customer's link that comes back through your mailbox (its Sent folder, a customer's quoted reply, a forward) reaches the shared inbox without the link, so reading the inbox never lets somebody act as the customer.
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Suggested replies, the nudge and the morning digest
Suggest a reply drafts an answer in your company's voice for you alone, from the conversation and only the facts you may see yourself, with warnings for a price or a promised date; a conversation left on Needs reply gets a task and an alert after 4 business hours; and a morning digest says what waits and what came in.
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The AI assistant in the shared inbox
With your company's own Anthropic key, the AI sorts the mail no rule sorted, sums up long conversations and puts a card on an email for the lead, bid, bill, ticket or scheduling task it found; nothing is created or sent until a person presses the button, and a daily cap keeps the cost in hand.
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Categories and rules in the shared inbox
Rules you write in plain words sort and assign each email the moment it arrives, the categories take your own names, and chips under the filters count the conversations in each; no AI is involved.
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Conversations, replies and search in the shared inbox
An email and every reply to it are one conversation with a status (Needs reply, Waiting on them, Snoozed, Done), an owner, a record and private notes; you reply from the app through the same outbox as every other letter, replies sent from the mailbox itself show up too, and a search box finds a name, an address, words, a date range or an attachment.
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What the inbox AI sends out, and through which key
The shared inbox's AI works only with your company's own Anthropic key, read by the background worker alone; it sees an email's addresses, subject and text and its attachments' names, never their contents unless the owner switches that on, and never another company's mail.
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A key for every file
Each uploaded file is locked with a key of its own, so a sign-in opens only the files that person may already see.
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The quote link is made as the email leaves
The customer's link is created by the background worker at the moment the message goes out, and the PDF carries no link of its own.
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Links are made as the message leaves
A quote or pay link in a text is created by the background worker at the moment it sends, so a working link never sits in the Outbox.
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The pay link is made as the email leaves
The background worker creates the Pay online link at the moment the invoice email goes out, and the PDF points at the link in the email instead of carrying one.
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An alarm if the background worker stops
A red line on every page tells the people who run the company that follow-ups, emails and online payments are waiting, and what to do.
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Each feature reads only its own key
The app server reads a key only for the feature the person is using; the mail service's, the mailbox's, Twilio's, Stripe's and QuickBooks' keys are the background worker's alone.
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"Import customers" is its own permission
The owner, the Controller and the Office manager may import customers from a spreadsheet; "Import and migrate data" now only opens the GoHighLevel tools.
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A call lands on the customer you already have
A returning caller's call is added to their own customer instead of making a second one, and the text consent box starts empty on every call.
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Merge two customers into one
From a profile, Merge with another customer moves every lead, job, invoice, message and ticket to the kept customer, and a Possible duplicates list finds the pairs.
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Import customers from a spreadsheet
Any CSV up to 5,000 rows, with a practice run that changes nothing, a history of who imported what, and undo.
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The Customers page
Every customer with a profile and one timeline of everything, linked from intake, leads, quotes, invoices, tickets and Messages.
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Where colleagues sign in from is private
The address and browser behind a sign-in show only to the person and to people who manage people, not to everyone who can read the history log.
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The database checks who is acting
Your password, your two-factor code and a customer's link are checked by the database itself, so a taken-over app server can act only as the people using it at that moment, and never as the Automation helper.
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Two-factor codes checked by the database
The database checks your six-digit code itself and holds the authenticator keys where the app server can't read them. Mistyped codes on the account menu now count toward the lockout.
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Four guesses per quarter hour
Every password try is counted before it is answered, and the fifth try in a row locks the account even when it is right.
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Your security warnings are yours alone
The Outbox shows your own account warnings as "Security warning", to you only, and its sidebar count now includes blocked emails.
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Deleted files are really gone
A file you delete or replace leaves the disk and every later backup, unless something else still uses it.
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Your own account activity
Everyone sees the sign-ins, password and two-factor changes and lockouts on their own account on My profile, and your security warnings are yours alone in the Outbox.
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Slow, spread-out guessing sets off the alarm
The owner is alerted to quiet password guessing that spreads its tries across addresses or accounts, not only to bursts from one address.
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Install it on your phone
Add Asphalt OS to the home screen and the day's pages open offline with the last data seen. Receipts, photos and exports are never kept on the phone.
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Alerts on this phone
A switch in the account menu registers the phone for push alerts, with a test alert. Everyday alerts still reach you by text or email as you chose.
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Delete a call, or ask someone who can
Higher-ups delete a call with its recording and transcript; everyone else presses Request deletion and the office gets a task.
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Measure with satellite from the queue
Whoever measures properties can run the satellite takeoff right on the intake row, next to the Push it unblocks.
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Your own quote terms
Each company (or brand) writes the terms on the quote page and in the PDF, and every signature keeps the exact words the customer agreed to.
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See when the customer opened the quote
The Estimates page says "Viewed by the customer on ..." and how many times, then "Signed by ..." or "Declined on ...".
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Card payments through your own Stripe account
Pay online opens Stripe's own checkout and the money goes straight to your account. Without Stripe there is no pretend checkout: the invoice says how to pay by check or bank transfer.
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Quote terms on Settings
Write the terms that go on the customer's quote page and in the estimate PDF, for the whole company or per brand.
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Who still has to set up two-factor
The People tab marks everyone who must use two-factor sign-in but hasn't set it up, and the person drawer shows their contact details from their profile.
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Payments (Stripe), weather and address lookup on Connections
Your own Stripe account on its own card, and the two free government services with a built-in stand-in each. Most settings are the owner's to approve; staff ask.
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Backups encrypted to your own key
Every backup is encrypted to a key only you hold, checked by a test restore before it is kept, and a whole new server can be rebuilt from one.
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Files encrypted on the disk
Every upload is encrypted under your company's own file key, locked by the server's master key. Lose that key and the files are lost with it.
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A first two-factor setup needs an emailed code
Setting up your first authenticator asks for your password again and a code emailed to you, so a stolen password alone can't take over the second step.
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Weak passwords get a warning
A common, guessable password is accepted only after you tick I understand the risk, and the history log says a weak one was accepted.
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Security notices by email
A sign-in from a new device, a password change, a lockout or a two-factor change emails you, and the owner is alerted to attack patterns.
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The Security tab
The company's security events, with who, when and from which device, and a box to see only what Asphalt OS staff did.
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Your password again for dangerous changes
Roles, exceptions, removing someone, invitations, the sign-in rules and more ask for your password again, remembered for 5 minutes on that device.
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Signed-in devices, and Sign out everywhere else
See every browser you are signed in on and sign any of them out at once.
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Trust this device for 30 days
Tick the box at the code step and that browser signs in with the password alone for 30 days. Asphalt OS staff never get it.
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The Asphalt OS staff role
A role for the Asphalt OS team with the Connections page and company settings and nothing else, that your CEO can take anyone out of.
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The Intake VA takes a lead to Estimating
The measured square feet and the measurement screenshot go in right on the intake row, so a lead is pushed without leaving the queue.
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Customers sign or decline quotes online
The email and text carry a private page where the customer reads the quote and signs or declines it. A signature moves the lead to Accepted and starts the handoff.
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A draft for small jobs
When Tier 3 leads are set to auto-estimate, pushing one builds a draft from your price list for a person to check. Nothing is sent by itself.
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"Text estimates automatically" really decides
The switch on Settings, Pricing defaults, now says whether the customer gets the "Estimate ready" text when a quote goes out.
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1.247 tons from day one
A new company starts at 149.64 lb per cubic foot, so 10 ft x 10 ft at 2 inches gives 1.247 tons, and the density is yours to change.
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Real quote and pay links in texts
The Estimate ready, Proposal follow-up and Invoice templates carry the customer's real quote or pay link.
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Every weather problem of the day
Tap a job's weather tag to see every problem that day, not only the worst one.
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The next driver's repairs check
After a defect, the next driver ticks Repairs checked before their inspection goes in.
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Fix an expense while it waits
The person who sent it, or an approver, can correct it until it is approved or declined.
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Remove someone from the company
Remove from the company in the person drawer ends their sessions and their access; what they did stays on record.
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Connections
Each company enters its own keys for texting, email, the mailbox, QuickBooks and the rest. A saved key is never shown again.
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Real two-factor sign-in
A 6-digit code from an authenticator app after the password, 10 recovery codes, and required from day one in a new company.
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Weather warnings
Rain, cold, heat, wind and National Weather Service warnings on every scheduled job.
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Driver inspections
Daily vehicle inspections from the phone, defects sent to the shop, and driver files with expiry reminders.
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Crew expenses
Snap a receipt on the phone; once approved, the cost lands on the job.