ProMow Operator Guide
Everything you need to set up and run your mowing business in ProMow — from creating your account to understanding your analytics.
Features worth knowing about
If you're already set up and running, here's what makes ProMow actually useful — the features that save real time and tell you where your money is going.
Round Health
Set your target hourly rate and ProMow flags every client that isn't hitting it — green, yellow, or red. Most operators find two or three jobs they've had for years that are quietly costing them margin. Round Health finds them in seconds.
Geofencing job timer
Turn it on and forget about it. ProMow detects when you arrive and leave each property and logs the time automatically. That data feeds your Revenue per Hour analytics — so you know your real earnings, not just what you invoiced.
Stripe payments
Connect your bank account once and clients can pay directly from their portal. Paid invoices reconcile automatically. You only need to follow up the ones who haven't paid — everything else takes care of itself.
Client portal
Every client gets a private portal — no app to download, just a link. They can see their upcoming visits, request reschedules, pause service, and pay invoices. Cuts down the "when are you coming?" texts significantly.
Satellite map quoting
Draw the lawn boundary on a satellite image of the property and get an instant price based on actual area. The client receives a professional quote by email in under two minutes. No measuring, no guessing, no back-and-forth.
Marketplace
Browse mowing rounds listed for sale by other operators, filtered by suburb with a map view so you can see what's near your existing jobs. Or list clients you can no longer service and find them a good home.
Scheduling intelligence
ProMow tracks when each client is next due based on their frequency, builds your week automatically, and sends clients an email when you confirm the plan. Start your day knowing exactly who you're seeing and in what order.
Creating your account
You can sign up directly in the mobile app or at app.promow.app on the web. Both use the same account — use whichever is more convenient.
Sign up on the web
Sign up in the mobile app
Setting up your profile
Your profile is the foundation of ProMow. Your business name, logo, and contact details appear on every quote and invoice. Get this right before you do anything else.
Business details
Navigate to More → My Profile.
Target Hourly Rate — what it actually does
In More → My Profile, find the Target Hourly Rate ($) field.
This is not what prices your quotes. Lawn quote prices come from the measured lawn area through ProMow's built-in pricing model — a set of area-based bands adjusted for ride-on mowing, green waste, trimming, and travel.
Your target hourly rate is what Round Health measures each client against. When ProMow calculates that a job took 45 minutes and you charged $50, it can tell you whether that works out at your target rate — and flag the ones that don't. So set it to what you genuinely want to earn per hour. It influences the trimming component of your quotes, and is what Round Health measures each client against. When geofencing is enabled, ProMow uses your actual job times automatically.
Terms & Conditions
Navigate to More → My Terms & Conditions.
Once your T&Cs are saved, clients cannot accept a quote without agreeing to them. There's no toggle to set — it's automatic. The client-facing quote page shows a checkbox that must be ticked before Accept is enabled.
The eight settings available:
| Setting | What it controls |
|---|---|
| Reschedule surcharge | Percentage charged when a client reschedules past their notice window. Choose 10/15/20/25% or custom. |
| Payment due (days) | 7, 14, or 30 days. Appears on invoices. |
| Cancellation notice | How much notice a client must give to cancel. 24, 48, or 72 hours. |
| Late payment recovery | What you charge for overdue invoices. |
| Property access fee | A charge when you can't access the property. Set the amount here. |
| Weather cancellation | Your policy on cancellations for weather. |
| Photos for records | Whether you photograph completed work. |
| Termination notice | How much notice you require to end a service. 1, 2, or 4 weeks. |
Connecting your bank account (Stripe)
Navigate to More → Connect Bank Account. (Stripe is the payment processor behind this — you won't see the Stripe name in the menu.)
Benefits
- Clients pay directly from their portal — no bank details to chase
- Paid invoices are automatically reconciled in More → Payments
- You only need to follow up clients who haven't paid
Considerations
- Transaction fees apply (see breakdown below)
- Cash and bank transfer have no fees
- Takes 5–10 minutes to set up
Adding your first client
You can add clients one at a time, or import your entire existing list in bulk. If you already have a list of clients somewhere, Section 4 is faster — import them all at once rather than adding them one by one.
Adding a client manually
Navigate to More → Clients, then tap Add Client. You can also tap Add Client directly from the Schedule screen.
Importing your full client list
If you already have clients in a spreadsheet or written in a notebook, you can bring them all into ProMow at once. The import tool is at app.promow.app/import — best on a laptop or tablet. From the mobile app, go to More → Import Clients.
Getting started — download the template first
If your list isn't already in a spreadsheet, download the ProMow client list template from the import page. It has the headers the importer already recognises, which means less mapping work on your end. Fill it in and import it.
Importing from a spreadsheet
Accepted formats: CSV, .xlsx, .xls, .ods, and .numbers. If your list is in Google Sheets, export it as CSV first (File → Download → CSV).
Importing from a photo
If your list is on the laptop already (a photo you've taken, or a scanned image), drag it straight onto the import page — no phone needed. If the photo is still on your phone, use the QR code method below.
Understanding the schedule
The schedule is where your whole week lives. ProMow tracks when each client is next due and lets you plan, adjust, and confirm your week. The Today screen is your working view when you're out in the field.
How frequency works
Every client has a frequency set on their record. ProMow tracks their last service date and calculates when they're next due. Clients appear in the schedule for the week they fall due. When you complete a job, their next visit is scheduled automatically.
The Schedule tab — planning your week
The Today screen
Quoting a job
ProMow quotes lawn jobs by measuring the area on a satellite map and calculating a price from ProMow's built-in pricing model. The satellite map step is the hero feature — it means no more guessing or measuring by eye.
Sending a lawn quote — the six steps
Tap the Quote tab, then Lawn Quote.
After the client accepts
When a client accepts a quote, it appears in More → Quote History with a status of "Client accepted". You'll see a 📅 Add to Schedule button. Tap it. You choose their start date and frequency, and only then does the client get a scheduled first job. Acceptance alone does not create a scheduled job automatically.
Acreage quoting
When the drawn area exceeds 4,000m², ProMow asks: "This looks like an acreage job. Would you like to quote per acre instead?" Tap Yes and the price recalculates using your Acreage Rate from your profile (default $150/acre). Make sure you've set your acreage rate in More → My Profile before you quote large properties.
Service quotes
For non-mowing jobs — hedge trimming, garden cleanups, gutter cleaning — use the Service Quote tab. The six steps are: Who is this for → What is the service → How often (service quotes can recur) → Price → When → Review & Send.
Quote History
Every quote you send is saved in More → Quote History in the app, or at the Quotes section of the web app. Status shows sent, accepted, or declined. If a client declines, you get a push notification with their reason.
Completing a job
When you finish a job, ProMow handles the invoice or receipt. You choose how the job is being paid, and the rest happens automatically. Job completion is available on both the mobile app (Today screen) and the web app (Schedule page at app.promow.app).
Automatic job timer (geofencing)
Enable in More → Job Time Tracking. Once on, ProMow uses your location to automatically start a timer when you arrive at a client's property and stop it when you leave. No buttons.
Timer data feeds into the web app's Job Duration Accuracy and Revenue per Hour analytics, and improves how the schedule estimates your day. When geofencing is enabled, actual job duration is used by Round Health instead of your estimated time.
Marking a job complete
Cash
You'll then be asked "Has the client already paid?" — Not yet or Yes, paid. Either way, if they have an email address, a receipt is sent automatically. The job moves to Done Today.
Invoice client
ProMow generates a detailed invoice and sends it to the client by email immediately. They can pay online if you have Stripe connected.
Mark complete — no invoice
Use this for warranty visits, goodwill jobs, or if you manage invoicing through a separate system. No invoice or receipt is sent.
Adding an extra charge at completion
During the completion flow, tap Extra Charge. Enter the amount and a description — "Branch removal", "Skip bin hire", etc. It appears as a named line item on the invoice.
Undoing a completed job
Completed jobs sit in the Done Today section until midnight. If you made an error, tap the Done Today card and select Undo. This: cancels the invoice if one was raised, removes the next scheduled visit, deletes the completed job record, and rewinds the client's service dates. The client is emailed only if the invoice carried their email address. The undo option disappears when midnight passes.
The client portal
The client portal is a private web page for each of your clients — no app download required on their end.
How clients get their portal
What clients can see and do
Next mow date
Shown front and centre. Clients can confirm, push back, or request to bring it forward.
Invoices & payments
All invoices visible. If you have Stripe connected, clients can pay outstanding invoices directly from the portal.
Messaging
Clients message you from the portal. You receive it in the Messages tab in your app.
Reschedule requests
Clients can request to move their visit. You get a push notification. The request card shows the reschedule fee (if any) before you accept or decline.
Pause service
Clients can pause for a set number of weeks, indefinitely, or cancel entirely. You're notified immediately.
Push notifications
If they add the portal to their home screen, clients receive push notifications for messages, ETAs, and job completions.
Automated client messages
To enable automated messages, go to More → Notifications and turn them on. Your clients also need their own notifications turned on in the portal. Both sides must be on for a message to send.
| Message | Triggered by |
|---|---|
| Week scheduled | Tapping the ✉️ Notify Clients button in the Schedule tab |
| Morning ETA | Tapping Start Day on the Today screen — sends to all clients scheduled that day |
| On my way | Offered as a prompt after you complete a job — sends to the next client on your list |
| Job complete | Sent automatically when you mark a job complete — includes next mow date |
Invoicing and payments
ProMow invoices are detailed and go out automatically at job completion. Here's how to manage them.
Finding your invoices
In the mobile app: More → Payments — shows Paid, Unpaid and Overdue totals with the full invoice list beneath. In the web app: the Invoices page in the sidebar.
Marking an invoice paid
If a client pays by cash or bank transfer, open the invoice and tap 💰 Paid. You'll also see 📨 Remind — use this to chase overdue invoices. If a client pays via Stripe through their portal, the invoice is automatically marked as paid — you don't need to do anything.
Itemised invoices and extras
Every invoice shows a line-by-line breakdown. Recurring services are listed separately from one-off extras. This distinction controls what gets charged on future visits, though it's currently shown to you as the operator — the client-facing invoice view is being updated to reflect it as well.
Xero integration
Navigate to More → Connect Xero.
Setting up your team
If you have employees or contractors, you can add them to ProMow. They see their jobs on their own device, and you stay in control of what they can access.
Inviting a team member
Navigate to More → Manage Team.
Team member permissions
You set five permissions per team member when you invite them:
| Permission | What it allows |
|---|---|
| Today | Always on. They can see and complete their assigned jobs. |
| Schedule | Always on. They can see the weekly plan. |
| Quote | Optional. They can send quotes. |
| Clients (read-only) | Optional. They can view client details. |
| View job pricing | Optional. Flagged "Not recommended" in the app. Off by default. |
| Messages | Can send and receive messages with clients. Off by default. Independent of Clients access. |
How it works in practice
You assign jobs from the Schedule tab using the Assign To option. Jobs are grouped in the schedule under the person they're assigned to, with a Reassign option. When a team member completes a job, it goes into pending review — you'll see a Review & Invoice button on that job in your Today screen. You approve it and the invoice goes out.
Troubleshooting — Teams
My team member doesn't appear in the Assign To dropdown
They haven't accepted the invite yet. When you send an invite, a 6-digit PIN is shown on screen — your team member needs to download ProMow, tap Join a Team, and enter that PIN. Until they do, they won't appear in job assignment. Check More → Manage Team — if their status shows "Invited" they haven't joined yet.
My team member's name isn't showing in the job assignment dropdown
They need a name set. Go to More → Manage Team, tap the team member, and add their name. A team member without a name won't appear correctly in the Assign To list.
I changed their permissions but they still see the old view
Permission changes take effect when the team member closes and reopens the app — no sign out needed. If it's still not updating after that, ask them to fully close the app (swipe it away) and reopen it.
I can't re-invite someone after removing them
If you removed a team member and want to re-invite the same email, this should now work automatically. If you're still getting an error, contact hello@promow.app and we'll sort it manually.
My team member sees a blank account when they sign back in
This was a bug fixed in v1.7.2. Make sure your team member has updated to the latest version of ProMow.
My team member can see client pricing even though I turned it off
Make sure both Clients (read only) and View job pricing are turned off in More → Manage Team. Turning off just one may still show some information. Permission changes take effect when the team member reopens the app.
How do I remove a team member?
Go to More → Manage Team, tap the team member, then tap Remove. This immediately revokes their access and they will be signed out on their next app open.
Marketplace
The Marketplace is where ProMow operators can buy and sell mowing rounds with each other.
Browsing listings
In the web app at app.promow.app, go to the Marketplace section. Browse listings by suburb, or view them on a map. Tap any listing to see the details, asking price, and how to contact the seller.
Creating a listing
Analytics
ProMow has two separate places for analytics: Round Health in the mobile app, and a full analytics dashboard in the web app at app.promow.app.
Round Health (mobile app)
Navigate to More → Round Health in the mobile app.
For every client, ProMow divides their job price by the estimated job time on their client card to get an effective hourly rate. When the geofencing timer is enabled, ProMow uses your actual recorded job time instead of the estimate. Clients are then scored:
| Score | What it means | Effective rate |
|---|---|---|
| Well Priced (green) | You're making good money on this one | At or above your target hourly rate |
| Review (yellow) | Worth looking at the price or time estimate | Within 10% below your target hourly rate |
| Underpriced (red) | This job is costing you time and margin | More than 10% below your target hourly rate |
The screen shows your exact thresholds based on your target rate — for example, at $120/hr, Well Priced means $120 or above and Review means $108–$119.
Most operators who use Round Health find two or three clients they've had for years who are chronically underpriced. Fixing those jobs is often the fastest way to increase weekly income without taking on more work.
Analytics dashboard (web app)
Available at app.promow.app. The dashboard has seven sections:
| Section | What it shows |
|---|---|
| Revenue | Monthly invoiced and collected revenue over the last 12 months. |
| Revenue per hour | Your effective hourly earnings across your round — the number that matters more than total revenue. |
| Client health | Active clients, clients not recently serviced, and clients who have drifted from their schedule. |
| Pricing accuracy | Whether your quoted prices hold up once the work is invoiced, and how far you tend to adjust ProMow's recommendation. |
| Job duration accuracy | How your estimated job times compare to actual times from the geofencing timer. Helps you calibrate client time estimates. |
| Quote conversion | What percentage of quotes you send are being accepted. |
| Geographic spread | A map showing where your jobs are concentrated — useful for spotting routing inefficiencies. |
Export your data
Export your data from the web app at app.promow.app via Settings → Export data. Downloads your client and invoice records. If you ever want to move to another system, your data comes with you.