Question 1

Managing Your Subscription

Accepted Answer

Managing Your Subscription

GlassFlow billing is handled through Stripe. You can manage everything — payment method, invoices, and plan — from the billing portal inside the app.

Opening the Billing Portal

Go to Account Settings from the navigation
Scroll to the Billing section
Click Manage Subscription (or Open Billing Portal)
You'll be redirected to the Stripe billing portal in a new tab

What You Can Do in the Portal

Update your payment method — add or replace a credit/debit card
View past invoices — download PDF invoices for any past month
See your current plan — Starter, Pro, or Enterprise
Cancel your subscription — effective at the end of your current billing period

Checking Your Current Plan and Status

Your current plan, renewal date, and subscription status are visible in Account Settings under the Billing section. The statuses are:

Active — everything is good, full access
Trialing — you're in demo mode; limited write access until you activate a subscription
Past Due — a payment failed; update your card to restore access
Canceled — subscription has ended

Tips

You need to be an admin to access billing settings — technicians don't see the Billing section
If the billing portal doesn't load, try refreshing or clearing your browser cache and trying again
Invoices are sent automatically to your billing email after each monthly charge

Still need help? Chat with us

Question 2

Upgrading Your Plan

Accepted Answer

Upgrading Your Plan

You can upgrade from Starter to Pro at any time. The change takes effect immediately and no data is lost.

When to Upgrade

You've hit the Starter plan's 3-technician limit and need to add more team members
You need priority support
You need advanced reporting

How to Upgrade

Go to Account Settings from the navigation
Scroll to the Billing section
Click Manage Subscription to open the Stripe billing portal
In the portal, select Upgrade Plan
Choose Pro ($189/month)
Confirm your payment method
Click Confirm Upgrade

The upgrade is immediate. You'll be charged the prorated difference for the remainder of your current billing period.

What Changes After Upgrading

| Feature | Starter | Pro | | ---- | | Technician limit | 3 | 5 | | Payroll reporting | ✓ | ✓ | | Per-job or hourly pay | ✓ | ✓ | | Advanced reporting | — | ✓ | | Priority support | — | ✓ | | Monthly price | $99 | $189 |

Upgrading to Enterprise

For more than 5 technicians or multi-location needs, contact us about an Enterprise plan. Enterprise pricing is custom. Reach out through the support chat.

Still need help? Chat with us using the support widget.

Question 3

User Roles Explained

Accepted Answer

User Roles Explained

Every person in GlassFlow has a role that determines what they can see and do. There are two roles for shop members: Admin and Technician.

Admin

Admins have full access to the entire workspace. This role is for shop owners, managers, or anyone who needs to oversee the business.

Admins can:

Create, edit, and delete any job
View and manage all customers
Access the Admin Dashboard with KPIs and today's overview
View the full schedule and reassign jobs
Manage inventory (add parts, adjust quantities, view logs)
View payroll for all technicians
Add and remove team members, set pay rates
Manage billing and subscription settings
Configure SMS notifications

Technician

Technicians have a focused view for field work. This role is for anyone out doing glass jobs.

Technicians can:

View their own assigned jobs
Create new jobs (assigned to themselves)
Update the status of their own jobs
Add notes and photos to their jobs
Clock in and out (if the shop uses hourly pay mode)
View their own pay summary on the Tech Pay page

Technicians cannot:

See other technicians' jobs or payroll
Access the Admin Dashboard, Schedule, or Customers list
Manage inventory or account-wide settings
Change billing

Which Role Should Someone Have?

If they manage the business or need visibility across the whole team → Admin

If they're in the field doing jobs → Technician

When you add a new team member

Question 4

How Auto-Loading Works

Accepted Answer

How Auto-Loading Works

Auto-loading is GlassFlow's automatic inventory deduction system. When a job is finished, it automatically removes the job's parts from the assigned technician's van inventory — so you don't have to update quantities manually after every job.

When It Triggers

Auto-loading runs the first time a job reaches any of these statuses:

Completed
Paid
Paid — Cash/Venmo
Invoiced

It only runs once per job. If a job is already loaded, it won't deduct again.

How It Works

GlassFlow identifies the technician's van location — a storage location linked to that specific tech
It looks at the parts listed on the job (part numbers and quantities)
For each part, it checks if a matching part number exists in the van location with available quantity
If a match is found, it deducts 1 unit and logs it as a "loaded" action with the job reference
It marks the job as parts-loaded

What to Check if Auto-Loading Isn't Working

No van location set up for the tech — each technician needs a dedicated van location linked to their profile. Create one under Inventory → Manage Locations.
Part number mismatch — the part number on the job must exactly match the part number in inventory (they're normalized automatically, but double-check for typos)
Quantity is zero — if the van has no stock of that part, it can't be deducted. Add stock first.
Job already loaded — if the job was previously marked loaded, it won't run ag

Question 5

Adding Photos to a Job

Accepted Answer

Adding Photos to a Job

GlassFlow lets you attach photos to any job — useful for documenting conditions before work starts, capturing the finished result, or recording anything noteworthy at the site.

How to Add a Photo

Open the job detail page
Scroll to the Photos section
Tap or click Add Photo
Select a photo from your device
Choose a label:

Before — taken before work started
After — taken after the job is complete
Other — anything else (damage documentation, customer signature, etc.)

Optionally add a description for context
Tap Upload

The photo will appear in the Photos section with its label and timestamp.

Who Can Add Photos?

Both admins and technicians can add photos to any job they have access to.

Tips

Photos are stored securely and accessible for up to a year via the job detail page
You can add multiple photos per job — there's no limit
Use the Before / After labels consistently across your team so the photo history stays organized
Descriptions are helpful if you're documenting specific damage or a note you want the admin to see

Still need help? Chat with us using the support widget.

Question 6

Adding a Technician

Accepted Answer

Adding a Technician

Admins can add new team members at any time from Account Settings. Your plan determines how many technicians you can have (Starter: 3, Pro: 5, Enterprise: unlimited).

How to Add a Technician

Go to Account Settings from the navigation
Scroll to the Team section
Click Add Technician
Fill in the technician's details:

Full name (required)
Email address (required — used to log in)
Phone number (optional)
Hourly rate (required if your shop uses hourly pay mode)

Choose how to create their account:

Send invite — they receive an email with a link to set their own password
Direct create — you set a temporary password (minimum 8 characters) and share it with them

Click Add Technician

After Adding

Invite method: The technician will receive an email. Once they click the link and set a password, their account is active.
Direct create method: The account is ready immediately. Share their email and temporary password and ask them to log in and change it from Account Settings → Change Password.

If You Hit the Tech Limit

Your current plan determines the maximum number of technicians. If you see a "Plan limit reached" error, you'll need to upgrade your plan to add more. See Upgrading Your Plan for steps.

Still need help? Chat with us using the support widget.

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