Dashboard Overview
Your Toolfy dashboard shows everything you need to run your business today: jobs happening now, revenue this month, outstanding invoices, and quick actions. Learn what each section means and how to use it.
What you see when you log in
The dashboard is divided into sections designed for Bob's workflow: "What's happening today" and "What needs my attention."
Today's Jobs Panel
Shows all jobs scheduled for today, sorted by start time. Each job card displays customer name, address, assigned technician, and current status (scheduled, in progress, completed).
Click any job to see details, update status, or mark complete.
Revenue Metrics
Monthly revenue summary showing total invoiced, total paid, and outstanding amounts. Green numbers indicate money received, black shows invoiced but unpaid.
Click to view detailed breakdown by customer or date range.
Outstanding Tasks
Reminders and action items: overdue invoices requiring follow-up, quotes waiting for approval, jobs pending scheduling, and upcoming payment deadlines.
Each item links directly to the action needed (e.g., "Send reminder" or "Convert quote").
Quick Actions
One-click shortcuts to common tasks: Create job, Add customer, Send invoice, Record payment. Saves you navigating through menus for frequent actions.
Today's Jobs Panel
The biggest section on your dashboard—this is where you manage active work.
Job card information
Each job shows:
- • Time: Scheduled start time (e.g., "9:00 AM")
- • Customer: Name and property address
- • Technician: Who's assigned (or "Unassigned" if not allocated)
- • Status badge: Color-coded indicator (gray = scheduled, blue = in progress, green = completed)
- • Job type: Icon showing service category (plumbing, electrical, etc.)
Status colors explained
Quick actions on job cards
Hover over any job card to reveal action buttons:
- • View details: Opens full job page with notes, photos, history
- • Update status: Change from scheduled → in progress → completed
- • Create invoice: Convert completed job to invoice in one click
- • Reschedule: Drag to different time or day
Empty state (no jobs today)
If no jobs are scheduled for today, you'll see "No jobs scheduled for today" with a "Create job" button. This is normal for slower days or weekends.
Revenue Metrics
Financial snapshot showing how much you've earned this month and what's still owed.
Three key numbers
Total Invoiced
All invoices sent this month, whether paid or not. This is your gross monthly billing.
Total Paid (Green)
Money actually received in your bank account this month. This is your real cash flow.
Outstanding
Invoiced but not yet paid. The difference between total invoiced and total paid. Track this to follow up on late payments.
How it updates
Revenue metrics refresh in real-time:
- • Send an invoice → Total Invoiced increases
- • Customer pays → Total Paid increases (green number goes up)
- • Outstanding automatically calculates (Invoiced minus Paid)
- • Numbers reset on the 1st of each month
Click for detailed breakdown
Click any revenue metric to open the detailed payments page. Here you can filter by date range, customer, payment method, or status to see exactly where money is coming from.
Outstanding Tasks
This section shows what needs your attention—sorted by urgency.
Types of tasks
Overdue Invoices
Invoices past their due date with no payment. Click to send reminder or call customer.
Payment Due Soon
Invoices due within 3 days. Proactive reminder opportunity.
Quotes Awaiting Response
Quotes sent but not yet approved/rejected. Follow up after 3-5 days if no response.
Unscheduled Jobs
Customer requests or approved quotes not yet added to calendar. Schedule these ASAP.
Uninvoiced Completed Jobs
Work finished but invoice not sent. Don't delay—send invoices within 24 hours of completion.
Dismissing tasks
Each task has a small "X" to dismiss it if you've handled it outside Toolfy (e.g., customer paid cash in person but you haven't recorded it yet). Dismissed tasks don't reappear unless conditions change.
Empty state (nothing outstanding)
If everything is caught up, you'll see "All clear! No outstanding tasks." This is the goal—all jobs scheduled, invoices sent, payments received.
Quick Actions
One-click buttons for Bob's most frequent tasks. Saves navigating through menus.
Create Job
Opens the new job form. Select customer, choose date/time, assign technician, add notes. Job appears on schedule immediately.
Shortcut: Press J from anywhere
Add Customer
Quick customer creation: name, phone, email, address. Customer appears in your directory and is available for scheduling immediately.
Shortcut: Press C from anywhere
Send Invoice
Create and send invoice in one flow. Select customer, add line items, set due date, click send. Customer receives payment link via email.
Shortcut: Press I from anywhere
Record Payment
Mark invoice as paid via cash, check, or bank transfer. Select invoice, choose payment method, add reference number, mark paid. Updates revenue metrics instantly.
Customizing your dashboard
Show/hide sections
Click the gear icon (⚙️) in the top-right corner of the dashboard. Toggle sections on/off based on what you use. For example, if you don't use quotes, hide "Quotes Awaiting Response" to declutter.
Default date ranges
Revenue metrics default to "This month". Change to "This week", "Last 30 days", or "Year to date" in Settings → Dashboard. Your preference is saved.
Mobile vs Desktop dashboard
On mobile, the dashboard shows a condensed view: Today's jobs at the top, revenue summary below, outstanding tasks collapsed into a counter badge. Quick actions move to a floating button. Same data, optimized layout.
Tips for using the dashboard
✓ Best practices
- • Start your day by reviewing Today's Jobs—spot conflicts early
- • Check Outstanding Tasks daily and clear at least 2 items
- • Invoice completed jobs within 24 hours (keeps Outstanding Tasks clean)
- • Use Quick Actions instead of menu navigation—saves clicks
- • Keep revenue metrics visible to track cash flow trends
✗ Common mistakes
- • Ignoring overdue invoices—follow up within 3 days
- • Dismissing tasks without actually completing them
- • Forgetting to assign technicians to jobs (causes "Unassigned" pile-up)
- • Not updating job status in real-time (dashboard becomes stale)
- • Hiding important sections just because they show problems
Common questions
Why don't I see today's jobs?
Either no jobs are scheduled for today (check your calendar), or jobs are scheduled but in a different timezone (verify Settings → Business Profile → Timezone matches your location).
Revenue numbers don't match my bank account—why?
"Total Paid" shows payments marked as received in Toolfy, but Stripe payouts take 2-3 business days to reach your bank. Check Settings → Payments → Payout schedule for exact timing.
Can I change the dashboard layout?
You can show/hide sections and adjust date ranges, but the overall layout is fixed. This keeps Toolfy simple and fast—no complex drag-and-drop customization needed.
Dashboard feels slow or doesn't update—what's wrong?
Hard-refresh your browser (Ctrl+Shift+R on Windows, Cmd+Shift+R on Mac) to clear cache. If slowness persists, check your internet connection or contact support—the dashboard should load in under 2 seconds.
Can team members see different dashboards?
Technicians see only jobs assigned to them. Managers and owners see everything. Dashboards auto-adjust based on role—no manual configuration needed.
Related articles
- Create Your First Job - Add jobs to the dashboard
- Create and Send Invoices - Impact on revenue metrics
- Getting Started with Toolfy - Initial setup guide