From Estimate To Paid Invoice, In One System
Quote the work, get approval online, order the parts, log the hours and send the invoice, then keep your books and cash flow in view, all connected to the clients you support.
The Work And The Billing Finally In The Same Place
In most IT businesses, the work happens in one system and the billing happens in another. Hours are re-typed from timesheets, parts are copied from order emails, and some of it inevitably never gets billed at all.
ExaGuards connects the two. Estimates become orders, technicians log client hours in the app as they work, and invoices draw on those records directly. Your books and cash flow forecast sit alongside, so you can see both the work and the money in one place.
Your Whole Sales Cycle, Connected
Every step builds on the one before it, so nothing is typed twice and nothing is forgotten.
- Estimates built in an editor, emailed as PDF
- Online approval from a secure, rate-limited link
- Orders with items, assets, files and history
- Client hours logged on site from the mobile app
- Invoices with taxes, terms, discounts and balance tracking
Built For How IT Businesses Sell
Products & Inventory
Products with cost, sale price and profit, photos, stock locations and notes. Profit visibility is controlled by permission. Import a product straight from an Amazon.ca link.
Estimates
Professional estimates with PDF output and email delivery. Clients approve from a secure link, and the approval is recorded.
Orders
Track client orders from request to delivery, including order items, the assets they become, files and a full log.
Invoices
Tax classes, payment terms and discounts, with amount paid and balance due tracked. Bill logged client hours by semi-monthly period.
Projects
Budgets, expenses, linked order items, client hours and racks together for each project.
Vendors & Assets
Suppliers and client assets organised by category, linked to the orders they came from.
Keep Your Books And Your Future In View
The built-in ledger handles day-to-day bookkeeping: accounts, transactions and split transactions, payees, tags and categories, with automatic rules that categorise recurring transactions for you. Import bank activity from CSV or Excel files, or simply paste it in.
Cash flow plans capture your recurring income and expenses and project them forward as a rolling 12-month forecast, so you can see a tight month coming long before it arrives.
Can clients approve estimates online?
Yes. Each estimate can be emailed with a secure approval link. Links are protected and rate-limited, and the approval is recorded against the estimate.
Can we invoice the hours technicians log?
Yes. Client hours logged on the web or in the mobile app can be billed on an invoice by semi-monthly pay period.
Does ExaGuards include bookkeeping?
ExaGuards includes a ledger with accounts, transactions, payees, categories, automatic rules and CSV or Excel import, plus cash flow plans with a 12-month forecast.
Can we hide costs and profit from some staff?
Yes. Cost and profit visibility is controlled by permission, so technicians can work with products without seeing margins.
See How ExaGuards Fits Your Business
Tell us about your team and the devices you support. We will prepare pricing for your size, walk you through the modules that matter to you, and help you set up your account.
