Glossary
A quick reference for terms you’ll see across the app and docs.
Record types
Section titled “Record types”Bid — a priced proposal for a job. Has versions, allocations (personnel / equipment / vendors / materials), and a quote. When accepted, becomes a Project.
Project — active job created from an accepted bid. Has tasks, milestones, timecards, haul logs, change orders, and actuals.
Customer — the person or company you bid for. Can be invited to the Customer Portal for electronic signing.
Quote Request — a lead captured from your public marketing website. Converts in one click to a customer + bid.
Change Order — scope change on an active project, separate from the original bid.
Timecard — a day’s worked hours for one person, with one or more tasks per project.
Haul Log — a driver-logged material transport job. Material, tonnage, origin, destination, fuel, GPS route.
Snow Plow Log — a driver-logged winter plowing shift. Equipment, hours, fuel, GPS route, optional project link.
Contract — a bid that’s been signed by the customer. Has a verifiable signature certificate.
Resources
Section titled “Resources”Personnel — anyone on your team. Has a role, rate, status, optional crew assignment.
Equipment — a piece of your fleet. Name, type, rate per hour, status (Operational / Maintenance), fuel capacity.
Vendor — a subcontractor or material supplier. Has a trade and an address. Links to materials via source pricing.
Material — something you buy or sell, with a catalog of vendor sources and per-unit prices.
Inventory — stock of materials on hand at a location, with quantity, unit, and a low-stock threshold.
Location — an office, yard, or warehouse. Auto-geocoded for mobilization distance calculations.
Crew — a named group of personnel (and equipment) that work together. Assign a crew to a project in one click.
Owner — full authority, every feature.
Manager — near-Owner; can’t modify Owner accounts.
Foreman — field lead with edit access to assigned projects.
Bookkeeper — financial operations. Sees all financial data but can’t create bids.
Operator — heavy equipment operator.
Driver — truck driver; manages own haul logs.
Labor — general laborer.
Mechanic — equipment maintenance specialist.
Customer — external portal user (not an internal team member).
See Roles & Permissions for the full matrix.
Plan tiers
Section titled “Plan tiers”Free — always free. Up to 2 users, manual bids, marketing website, quote requests, mobile app, core features.
Business — up to 5 users. Everything Free + AI bidding chat, Customer Portal, reporting, Smart Notifications, actuals.
Business Plus — up to 10 users. Everything Business + QuickBooks integration and priority support.
See Plans & Pricing.
Technical & configuration terms
Section titled “Technical & configuration terms”Allocation — the personnel / equipment / vendor rows on a bid. Each has a daily rate × days × hours per day.
Source — a vendor’s pricing entry on a material. A material can have many sources (one per vendor).
Overhead — percentage markup applied on top of labor + equipment + vendor + material costs. Configurable default per company.
Mobilization — trucking equipment to and from a job site. The AI bid chat uses your yard locations to compute distance and cost.
Subdomain — the yourcompany part of
<yourcompany>.findmy.expert. First-come-first-serve, permanent
once claimed.
Magic link — passwordless email-based sign-in. No passwords to forget; customers especially love this.
SourceQuoteRequestId — the link between a converted quote and the bids/customers it spawned.
Field operations terms
Section titled “Field operations terms”Mobilization distance — the miles between the closest company yard and the job site. Used to compute mobilization cost on AI bids.
Route points — the stream of GPS coordinates captured during a haul or snow shift. Replayed on the map after the job.
Lock status — on timecards and haul logs, locked means the
record is frozen (typically after billing). Locked records can be
viewed but not edited.
General Labor — on snow plow logs, a shift not tied to a specific project. Used for roving salt routes or municipal contracts.
Actuals — real costs from timecards + haul logs + materials used, vs estimated costs from the bid. Available on Business or higher.
SEO / marketing terms
Section titled “SEO / marketing terms”Marketing website — your public-facing site at
<yourcompany>.findmy.expert. Different from the Excavation Expert
app.
Quote form — a modal form on your marketing website that captures lead inquiries. Submissions land in the dashboard as Quote Requests.
Findmy.expert — the root domain where all customer marketing sites are hosted. Chosen to be generic so the platform can serve multiple contractor trades (excavation, concrete, demolition, landscaping, paving, snow).