Kaim Contracting
Kaim Contracting
CRM & Business Hub
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Total clients in your CRM. Click to view all.
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Jobs currently on your calendar. Click to view schedule.
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Quotes waiting on client approval. Click to manage.
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Unpaid invoices
Total unpaid invoice balance. Click to view invoices.
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Revenue collected from paid invoices. Click to view.
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Combined value of all active leads and jobs. Click to view.
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Requests
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Submit Quote Request Collect client info on-site for the owner to price
Submitted Requests
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Standard Operating Procedures

Read these before every job — know the process, do it right.

Procedures

Select a Procedure

Choose one from the index, or create a new one.

Field Tools
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This Week
Off Clock
Status
00:00:00
Not clocked in
Weekly Summary
Pay Calculator Weekly payroll
Select a week above to calculate pay
Time Entries
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Checklist
Compose Message
Message History
No messages sent yet
Quick Templates
e.g. "tell them we can start next week" or "ask about adding a retaining wall"
Calendar
Sun
Mon
Tue
Wed
Thu
Fri
Sat
Upcoming Jobs
No jobs scheduled
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General

Business name, contact info, and preferences

Business Information
Preferences
Appearance

Dark Mode

Switch between dark and light appearance

Billing

Tax rates, deposit defaults, payment terms, and change order settings

Defaults
Change Orders
Standard is 15-25% for overhead + profit
Flat fee for processing the change order

Automations

Automatic iMessages and emails triggered by CRM actions. All texts send via your Mac iMessage server.

Quote & Invoice

Email client when quote sent

Auto-sends branded quote email from info@kaimcontracting.com
Channel: Email via Google Workspace Triggers: When you click "Send" on a quote

Email invoice when job complete

Auto-sends branded invoice email from info@kaimcontracting.com
Channel: Email via Google Workspace Triggers: When invoice is created from a quote
Scheduling

Text client when job is scheduled

iMessage confirmation sent automatically when you create a job
Channel: iMessage Triggers: When a new job is created Message: "Hi [First Name], your [job type] with Kaim Contracting is confirmed for [date]. We'll see you then!"
Follow Up

Payment reminder 3 days before due

iMessage reminder for unpaid invoices approaching their due date
Channel: iMessage Triggers: Automatically when invoice is due within 3 days (checks on login, then every 4 hours) Message: "Hi [First Name], this is a friendly reminder that your invoice balance of [amount] is due on [date]. You can pay online through your client portal. Thank you! Kaim Contracting" Note: Only sends once per invoice (tracked)

Review request after payment

iMessage with your Google review link after client pays in full
Channel: iMessage Triggers: When an invoice is marked as fully paid Message: "Hi [First Name], thanks for choosing Kaim Contracting! We'd love your feedback: [Google Review Link]" Requires: Google Review link set in General settings
Manual (Always Available)
These actions are always available from the share/send modals:
· Quote Share · iMessage with quote link + portal link
· Portal Link · iMessage with client portal access link
· Messages Page · Custom iMessage or email to any client using templates

Email Templates

Customize the emails sent from the CRM. Use variables like {name} and they'll be replaced automatically.

Integrations

Connect payment processing, email, and SMS services

Payments
From stripe.com → Developers → API Keys. Use pk_live_ for real payments, pk_test_ for testing.
Only needed if using simple Payment Links instead of the built-in checkout.
Email
Google Workspace — All emails send from info@kaimcontracting.com via Google Workspace SMTP. No configuration needed.

Team

Manage who has access to the CRM and their roles

CRM Accounts
Owner has full access. Admin has owner-level access. Employee has limited access. Remove someone by deleting them from the employees list below.

Data & Export

Export financial data, back up your CRM, or load test data

Accounting Export
Export invoices, payments, and financial data as CSV for QuickBooks or your accountant.
Demo Data
Load sample clients, quotes, invoices, and activity to test the CRM. This adds data on top of existing data.

Account

Your profile, password, and preferences

Profile
KC
Change Password
Recently Deleted
Items auto-delete after 30 days
Portals
Manage client portals and team access
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Active Portals
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Team Members
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Pending Requests
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New Change Order
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Draft
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Pending
CO #ClientReasonTotalImpactStatusDateActions
New Quote
Client
or
Job Details
Scope of Work
Products / Services
Subtotal$0.00
Tax (0%)$0.00
Total$0.00
Notes / Instructions
Schedule
New Invoice
Client
Invoice Details
Private — Job Costs
Amount
Balance Due$0.00
Schedule Job
Client
Job Details
Date & Time
Assignment
New Change Order
DescriptionTypeQtyUnit CostAmount
Subtotal$0.00
Markup (20%)$0.00
Admin Fee$0.00
Total$0.00
Change Order
New Client
Client Details
Client Portal
Quote Details
Job Work Order
Record Payment
New Quote
1Job Info
2Costing
3Line Items
4Review
Tip: Be specific about what's included and excluded. Clients approve this quote before work begins.
Internal Cost Sheet — never shown to clients. Calculate your costs, then push the price to line items.
Materials
ItemQtyUnitCost
Materials: $0.00
Labor
RolePeopleHrs$/hr
Labor: $0.00
Equipment & Other
ItemDaysDay Rate
Equipment: $0.00
Summary
Materials$0
Labor$0
Equipment$0
Job Cost$0
Overhead
%
Overhead $$0
Total Cost$0
Markup
% on top of cost
e.g. 40% markup on $1,000 cost = $1,400 price
Charge Client
$0
Profit: $0
Or type your own price:
$
—
Item / ServiceDescriptionQtyUnit PriceAmount
Subtotal$0.00
Tax (0%)$0.00
Total$0.00
Deposit Required (50%)$0.00
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Account
KC
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