User Guide

Getting started

Create your account, add your company details, and learn how Kumivaro keeps each organization's records separate.

Navigation and sync

Use the left menu on desktop or the menu button on mobile. The sync indicator near your account shows whether recent changes reached the cloud. You can continue using cached data during a brief connection problem, but confirm that the indicator returns to Synced before switching devices.

Dashboard

See the financial condition of your business at a glance.

• 30 Days, 90 Days, This Year, All Time: changes the period used by the summary cards.
• Total Revenue: money actually collected, including partial and full payments—not the total value of invoices you have sent.
• Pending: unpaid invoice balances that are not yet overdue.
• Overdue: remaining balances past their due date.
• Clients and Open Estimates: quick counts for your active records.
• Monthly Revenue: a 12-month chart separating collected amounts from outstanding amounts.
• Recent Invoices and Estimates: shortcuts to your latest documents.

When review links are configured in Settings, a fully paid invoice can also trigger a prompt to request a Google or Yelp review. Lead-source reporting helps compare where customers came from with the revenue those sources produced.

Clients

Keep each customer's contact details, billing address, documents, payments, and activity together.

Add and find clients

Select New Client, then enter the name, company, email, phone, billing address, lead source, and notes. Phone numbers are normalized to an international format so WhatsApp and SMS links can work across supported countries. Search by name, company, email, phone, or address; sort by name, company, city, or recent activity.

Client profile

A profile shows lifetime value, outstanding balances, linked estimates, contracts, change orders, invoices, payments, and an activity timeline. Use Share Report to choose which client information and documents to include in a private PDF you can download or send. Review the selected content before sharing.

Estimates

Build, price, sign, and convert a professional quote.

Estimate statuses help you follow the document from Draft to Sent, Viewed, Accepted, Declined, or Converted. Contractor and customer signatures are recorded on the document. Once the required signatures are complete, use the estimate to create a contract or invoice without entering the work again.

Invoices

Bill a client directly or turn an approved estimate into an invoice.

Invoices use the same client, job-site address, title, line-item, photo, per-item tax, markup, and discount controls as estimates. Set the invoice and due dates, review the balance, then send the PDF or secure payment link. You can also create an invoice directly when no estimate is needed.

After sending

• Track Draft, Sent, Viewed, Partially Paid, Paid, and overdue conditions.
• Record a manual full or partial payment with its date, method, and note.
• If online payments are connected in Settings, customers can pay through the secure provider flow.
• Create recurring invoices for repeat work when your plan includes that feature.
• Send payment reminders and, after full payment, optionally request a review.

Payments Grow+

Monitor what was invoiced, collected, and still owed.

The top cards summarize total invoiced, collected, and outstanding amounts. Outstanding invoices are grouped by due or overdue status. Open an invoice or select Record Payment to enter a full or partial manual payment. Paid invoices retain the payment date, amount, and method.

Payment reminders can be previewed before sending. Use a tone appropriate to the situation—gentle, firm, or final—and verify the destination before sending. Online card, bank, or wallet options depend on your connected payment account, country, and provider availability.

Contracts Professional+

Turn agreed work into a signed project agreement.

Create a contract from an accepted estimate or start a new one. Use a blank agreement or the guided builder to enter scope, line items, payment schedule, start and completion dates, and relevant clauses. Review all state-specific language and business details before sending.

Both contractor and customer can sign. A completed signed contract is locked to preserve the agreed record. Use it to create an invoice or a Change Order.

Change Orders Professional+

Document a change to a signed contract without altering the original agreement.

Start from the related signed contract, describe the scope change, add or subtract cost, and record any schedule effect. Send the Change Order for the required signatures. Once fully signed, it becomes part of the job record and is locked like the contract.

Jobs Professional+

Bring a project's people, dates, work, documents, photos, and money into one place.

Pipeline and stages

Kumivaro can group linked estimates, contracts, and invoices automatically, or you can select New Job first. Move work through Not Started, Quoted, Scheduled, In Progress, Complete, and Invoiced. On desktop, drag cards between stages; on mobile, open the job and edit its status.

Responsible person, dates, and progress

Select Edit Job to set the job name, client, stage, responsible team member, start date, deadline, and progress mode.

• Automatic work completion: completed tasks and milestones divided by the total number of tasks and milestones. Each counts equally. With no tasks or milestones, progress is not tracked.
• Manual work completion: you enter a percentage from 0–100 when checklist-based progress does not fit the project.
• Schedule elapsed: a separate time-based indicator calculated from start date to deadline. It is not proof that the work is complete.

Tasks and milestones

A task is a specific action such as “order cabinets” or “install outlets.” Give it a due date and responsible person, then check it off when complete. A milestone is a major operational phase such as “demolition complete,” “rough-in inspection,” or “final walkthrough.” Milestones are not payment terms.

The job page also gathers related documents, project photos, recent activity, contract or estimate value, invoiced amount, payments, outstanding balance, expenses, and current cash margin.

Calendar Professional+

See project dates and appointments in one monthly view.

Move between months with Previous, Today, and Next. Kumivaro displays document dates and due dates, job duration, and appointments. Select a day number to add an appointment; select an event to open its related record. Filters let you focus on only the event types you need.

Use iCal export to add a compatible calendar file to Apple Calendar, Google Calendar, Outlook, or another supported calendar application.

Expenses Professional+

Record business costs and connect them to the work that produced them.

Add an expense

Enter the date, amount, category, vendor, and description. Link the expense to an estimate, invoice, or job when it belongs to a specific project; otherwise leave it as business overhead. Linked expenses feed Job Profit calculations.

Receipt Scanner Mastery

Take or upload a receipt photo. OCR—optical character recognition—creates a draft from visible details such as date, vendor, subtotal, tax, total, and likely category. Always compare the draft with the receipt before saving; faded, folded, handwritten, or unusually formatted receipts can be misread. The scanner shows your remaining monthly allowance.

Use Export PDF to create an expense report containing the recorded details. Open or share the generated PDF from the device preview.

Timesheet Professional+

Track crew time and turn labor hours into project costs.

Add crew members with their role and hourly rate. Create time entries for a worker, date, job, and hours worked. Kumivaro calculates the labor cost and links it to the job so Job Profit reflects actual labor. Edit or delete timesheet-generated labor records from Timesheet to keep time and expenses consistent.

Job Profit Professional+

Compare project value with linked costs.

• Actual: profitability based on invoices and their linked costs.
• Projected: planning view based on open estimates and their costs.
• Combined: a planning view that includes both; avoid treating it as settled accounting.

The report shows value excluding tax, costs, profit, and margin, with comparisons by work type. Accuracy depends on consistently linking expenses and labor to the correct project.

Cash Flow Professional+

Understand when outstanding invoice balances may arrive.

The aging report separates receivables into Current, 1–30, 31–60, 61–90, and 90+ day buckets. The 13-week forecast estimates expected and at-risk cash using invoice due dates and lower collection probabilities as balances age.

Items Library

Save commonly used labor, material, and service items for faster estimates and invoices.

Search or filter the built-in construction items, edit them for your business, or add custom items. When building a document, select library items instead of retyping names, units, descriptions, and rates.

Bulk import

Download the template, fill it in with CSV or Excel-compatible data, and import it. Review the preview and choose how duplicates should be handled: skip them, update matching items, or import as new. Check units, rates, tax defaults, and descriptions before confirming a large import.

Room Scanning & Floor Plans Mastery Beta

Capture or trace room geometry, review measurements, and use them when estimating work.

Start by uploading an image or PDF, tracing rooms manually, scanning with LiDAR on supported Apple devices, or using camera-based scanning where available. Calibrate the scale, then review walls, rooms, doors, windows, and ceiling height. The plan can calculate floor area, perimeter, and wall area and help create estimate items from those measurements.

Where supported, use 2D, 3D, AR, or model export tools to inspect the result. Device capability determines which scanning options appear.

Notifications Grow+

Follow important document and payment activity.

Notifications may include document views, signatures, payments, and other supported events. The badge shows unread items. Open an item to review its context or mark all as read. Browser or device alerts require notification permission and may behave differently by platform.

Plans & Pricing

Review your access, billing period, and subscription status.

Kumivaro offers Base, Grow, Professional, and Mastery. Choose monthly or annual billing and review the exact current price in the app before confirming. New eligible accounts may receive a 14-day Mastery trial; if no paid plan is chosen, the account returns to Base after the trial while existing data remains stored.

Each higher plan includes the features in every plan before it. The comparison below reflects the current product access rules.

Prices shown: Annual prices are charged as one yearly payment. Their monthly equivalents are Grow $8.33, Professional $25.00, and Mastery $41.67. Taxes and third-party processing fees may apply. The checkout screen is the final source for the amount charged.

Purchases made through Apple or Google can be restored from the corresponding store account. Manage or cancel a mobile subscription through that platform's subscription settings. A downgrade can restrict premium tools, so export anything you need and review the plan comparison before changing access.

Settings

Set company defaults, integrations, security, team access, and account controls.

Company and document defaults

Add your company name, logo, license and contact details. Set the default tax rate, markup, payment terms, and whether newly added line items should start as taxable. You can still change tax item by item on each document.

Reviews and automation

Add your Google or Yelp review URL to request feedback after a paid invoice. When your plan includes email automation, configure overdue reminders and review requests carefully, obtain any required customer consent, and verify the sending schedule.

Payments and accounting

Connect the supported payment provider for online invoice payments. Connect QuickBooks when you want to sync supported records; review the destination company and sync status before relying on the integration.

Team Mastery

Invite team members, assign available roles, and remove access when someone leaves. Give each person only the access they need. Mastery supports up to the team limit shown in the plan details.

Security, backup, and deletion

Enable Face ID or Touch ID on a supported personal device. Export a backup periodically and store it somewhere secure; restoring a backup replaces current local data, so export a fresh copy first. Account deletion is permanent and may delete the organization's data when performed by its owner.

Sharing documents

Send the right record to the right customer through their preferred channel.

Estimates and invoices can be shared as PDFs, through the device share menu, by email, by SMS, by WhatsApp, or with a secure link when that option is available. Recipient email and phone details come from the client linked to the document, but you should confirm them before sending.

• Use full international phone format, including the country code.
• Do not place passwords, card numbers, or unnecessary sensitive information in message text.
• Open the generated PDF and check names, addresses, amounts, taxes, photos, and terms.
• Secure links should still be sent only to the intended person. Revoke or replace a link if it was shared incorrectly.

Account & security

Protect access to business and customer records.

Use a unique password, verify your email, and sign out of shared devices. Face ID or Touch ID can simplify sign-in on your own supported device; the device protects the saved credential. Each organization has separate cloud records, and the app also uses local data for performance and limited offline operation.

If you see Sync failed, keep the app open on a stable connection and retry before deleting, reinstalling, or switching accounts. Never send your password or payment-card details to support.

Recommended project workflow

Troubleshooting & support

A feature is missing

Check your current plan, device support, and whether a trial or subscription is active. Restore purchases if you installed the app on another device with the same store account.

Sync failed

Confirm internet access, leave the app open briefly, and retry. Avoid creating conflicting edits on multiple devices until sync returns. If the problem continues, note the affected record and approximate time.

An email did not arrive

Confirm the address, check spam or junk folders, wait a few minutes, and resend once. Repeated rapid attempts can trigger temporary provider limits.

A PDF did not open

Allow the generation message to finish, then look for the device preview or download sheet. Try the native share button, confirm there is available device storage, and retry on a stable connection.

Contact us

Visit Kumivaro Support or email mike@lumatra.io. Include your account email, device type, the page you were using, and what happened—but never include your password or full payment-card details.