MinMax Pro / In Detail
Everything You Get, in Full
The product page is the short version. This is the whole of it: every module in the workspace, exactly what the subscription covers, what setting up actually involves, and how the features that touch your people are governed.
Every Module
What's in the Workspace
All of it is in one subscription, and all of it is behind one login. Which modules appear, and what they are called, follows the industry the workspace is configured to: a field service account sees Customers and Jobs where a consulting firm sees Clients and Projects.
Getting Work In
- Leads. Opportunities tracked through to a signed deal.
- Quotes & Estimates. Approved quotes become scheduled work with no retyping.
- Proposals. For engagements and retainers rather than a line-item quote.
- Marketing. Campaign tracking and saved audiences from your own customer list.
- Reviews. Published reviews and the ones still waiting on a reply.
Getting Work Done
- Scheduling. A drag-and-drop calendar, by day, week or month.
- Field Portal. The phone screen your crew works from on site.
- Time Clock. Clock in against a specific job, from a phone.
- Fleet. Vehicles and equipment, with what is assigned to what.
Getting Paid
- Invoices. With overdue tracking and payment status.
- Job Costing. Margin calculated from real logged hours, not estimated.
- Projects & Retainers. Milestone progress, and hours used against hours included.
- Receivables. What is aging, and by how long.
Keeping Track
- Customers & Clients. Full job, project and service history on the record.
- Documents. Files against the customer, the job or the project.
- Templates. A library of documents, letters and emails you can edit.
- Tasks. Assigned, with owners and due dates.
- Chat. Team messaging that stays in the workspace.
Seeing the Operation
- Schedule Alerts. Live queues of everything that needs a decision today, beside the day board.
- Job-Overrun Alerts. For field service teams: a prompt to call the next customer when a job runs past its window.
- Reports. A card library you assemble, plus reports built to your numbers.
- Analytics. The day as it happens, then revenue, utilization and trend over time.
- Capacity & Forecast. For consulting teams: hours already committed against your weekly targets, and what is still sellable.
Everyone Else
- Client Portal. Carrying your logo and business name, for your customers.
- Team. Your people, their roles and what each can see.
- Branding. Your logo and business name on the client portal and the documents you send. The staff workspace keeps the MinMax Pro mark, and the portal and public booking page carry a small platform credit until the custom tier removes it.
- Settings. Locations, categories, alert thresholds, scheduling rules.
The Financial Suite
Your Books, Your Ledger, One View
Included in every plan, and open only to the owner and admins of a workspace. It is a management tool for running the business on real numbers: you keep your own books in it, from the same invoices, jobs and hours the rest of the workspace already holds. The rules below are enforced on the server, not suggested by a screen.
Line-Level Costing
- Cost on Every Line. Each bill line and each captured cost carries its own account, cost center, job or project, and client.
- Costs That Never Arrive as a Bill. Labor at a rate, mileage, materials and allocated overhead, captured the day they happen.
- Standard Rates, Dated. A cost is a rate times a quantity, and last year's jobs keep last year's rate.
- Margin the Same Day. A captured cost counts in job costing at once, and what has not reached the ledger yet stays visible as unposted.
Checks and Balances
- Balanced or Not Posted. An entry whose debits and credits disagree never reaches the ledger.
- Reversed, Never Edited. A posted entry cannot be changed or deleted. The mistake and the correction both stay on the record.
- Closed Means Closed. Nothing posts into a closed period, and reopening one takes a written reason, logged with who did it.
- Reconciled Means Zero. A bank reconciliation completes only when the difference is nothing.
- An Audit Trail on Every Financial Write. Who, what and when, kept beside the books.
Receivables and Payables
- One Customer Balance. Receivables read the same invoices your customer sees in the portal, so there is no second ledger to disagree with.
- Aging on Issued Invoices. Drafts never count.
- Collection Status You Set. "Promised Friday" and "ninety days and silent" are different problems, and the record says which.
- Vendors, Bills and Payment Runs. What you owe, to whom, and what has been paid.
- A Bill Waits for a Second Person. A bill marked for approval cannot be paid from a payment run until somebody approves it, and it is never the person who entered it while anyone else could.
- Protected Control Accounts. Receivables move only through invoices and payables only through bills.
Ledger, Close and Banking
- Double-Entry Accounting Built In. A chart of accounts, journals and periods, not a bolt-on invoice list.
- A Period Close With a Checklist. Open, soft-closed for adjusting entries only, then closed.
- Bank Accounts and Reconciliation. Transactions cleared against the ledger, line by line.
- Totals Recomputed on the Server. Bill totals, balances and differences are never taken from the browser.
Plan, Assets and What Repeats
- A Plan You Can Report Against. An operating plan per year and scenario, twelve monthly amounts per account. Budget against actual reads the approved one.
- A Fixed Asset Register. Cost, salvage, useful life and the accounts it posts to. Book and tax carried separately, because they diverge.
- Depreciation Posted Once a Month. One entry across every asset in service, and a month that has already been posted is refused by name rather than posted twice.
- What Repeats, Repeats. Rent, insurance, a monthly retainer bill - a bill, a journal entry or a captured cost on a schedule, posted on the day or left as a draft for somebody to look at.
- A Retry Cannot Post It Twice. Each scheduled item is claimed before it runs, so a second attempt finds nothing due.
Reports Your Accountant Can Work From
- Management Reports. Profit and loss, balance sheet, cash flow, aging and job margin, from the records you entered.
- Basis of Preparation on Every Printout. Each document says who prepared it and what it is.
- The Same Note Inside Every Export. A CSV carries its own provenance in the file, where a resave cannot lose it.
- Unaudited, and Says So. On every page of the suite, not on a settings screen nobody opens.
What It Is Not
- Software, Not a Service. You keep your own books. MinMax Pro is not an accounting, tax or audit firm, and nothing in the suite is advice.
- No Payroll or Sales Tax Calculation. There are accounts to record both into, and no calculator for either.
- Worksheets, Not Returns. Tax reports are working papers for your accountant. The product files nothing.
- Keep Your Own Copies. Books of account are records you are required to keep. Export them; do not rely on any subscription to hold them for you.
- No Direct QuickBooks Sync Today. Everything exports to CSV in the meantime.
What It Costs
One Subscription, and What's Inside It
Plans start at , and the exact price for the build you pick is on the signup page, shown in full before you enter a single detail.The current price is on the signup page, shown in full before you enter a single detail. On the Starter and Professional plans there is no quote to request and no call to sit through, and the first 30 days are free before you are billed at all. Enterprise is the exception: it is quoted in writing, requested from the signup page.
- You sign yourself up, in a few minutes. Choose the product you run, name your business, add a card, and your workspace is built while you wait. You confirm your email, set a password, and you are in. There is no long-term contract.
- Every module is in the subscription. Everything listed above: scheduling and dispatch, quotes, invoicing, job costing, documents, reports, the time clock, schedule alerts, the whole list. The plans differ only by team size - there is no feature tier to climb, and no upsell the first time you need something real.
- The parts you'd expect to be add-ons are just included. The client portal, your logo and business name on it and on the documents you send, and support that reaches the people who build it. Not add-ons. The one branding exception: the portal and the public booking page carry a small platform credit, removed at the custom tier.
- No setup fee, and no per-user fees. No setup or configuration fee, and nothing billed per user - your plan is one flat monthly price sized by team seats, so adding a crew member never adds a line item. If your price ever changes you get at least 30 days' notice first. Two things are priced separately, and only if you ask for them: optional custom branding, requested from Brand Studio and billed when the work begins, and a large data migration, which is scoped and quoted in writing first.
- Custom builds are quoted separately, and flat. A report shaped to your numbers, or a workflow the platform does not have yet, is scoped and quoted in writing, half up front and half on delivery, and you decide before a line of it is built. It never appears on your subscription as a surprise.
Getting Started
There Is a Rollout: You Run It, and It Takes an Afternoon
Every platform this size has a rollout, whatever the brochure says. What is different here is who does it and what it costs: there is no implementation consultant to book, no configuration invoice, and nothing to install. It is three steps, and they are yours.
Pick Your Trade at Signup
The workspace comes up in your terminology and workflows, whether that is jobs or engagements, before you enter a single record. This part genuinely is instant, because it is a configuration rather than a build.
Minute 1Bring Your Book Over
Import the customer or client list you already have from a CSV, add the people who do the work, and put your logo and colors on everything a customer will see. This is the part that takes real time, and how long depends on how clean your existing list is. A few hundred customers out of a spreadsheet is an afternoon; ten years of records in three systems is not, and we would rather say so up front.
Hour 1 to a dayRun the First Day on It
Book work, dispatch it, close it out, send the invoice. You can run that whole loop the day you sign up. What takes longer than a day is habit: getting the crew off the old system, which is why the field app was built for them rather than for the office.
Day 1, then a few weeks of habitWhat we will not promise. We cannot promise a migration from an arbitrary legacy system is painless, or that your team stops opening the old spreadsheet in week one. If your data is somewhere awkward, migration is a scoped, quoted piece of work like any other custom build, on the same terms, agreed before it starts.
Governance
Who Decides, and How the Compliance Checks Work
The schedule, the per-person reports and the vendor paperwork checks all touch the people who do your work. This is how they are governed.
Who Decides Who Gets the Work
A person on your team assigns every job. The schedule shows who is booked and who is free, and the dispatcher or manager looking at it makes the call.
Nobody is scored unless you decide what the score counts, and everyone can see their own numbers. Per-person reporting exists for payroll, commissions and utilization, and it is visible to the person it is about.
MinMax Pro is a tool for making the call. It does not make the call for you, and anything it suggests can be overridden by a human at the moment of dispatch. And like any software, what it ranks, flags, forecasts or suggests can be incomplete or wrong - review it before anything important rides on it.
What the Compliance Features Are
A vendor's certificate of insurance, trade license and W-9 are tracked against the dates you enter, and a record that is missing or about to lapse is flagged. That is a record-keeping safeguard: it tells you whose paperwork needs attention before you send them more work.
It is not a system of record for any licensing or regulatory body, and it is not a replacement for your own files or your own review. The checks are only ever as current as the records you put in.
Our privacy policy and terms of service cover data handling and the contract itself.
Questions
The Rest of the Questions
Cost, setup time, trying it first and who builds it are answered on the product page.
Can you build reports and features specific to my business?
Which industries is MinMax Pro built for?
Does MinMax Pro monitor or rank my employees?
Easier to Click Than to Read About
The first 30 days are free - nothing is charged until the trial ends, you can cancel anytime before then, and there is no long-term contract. Want to look around first? The demo workspace has sample customers, jobs, projects and invoices already in it, with no form and no credentials to type.