Jeffrey Rose

Sean MacCourtney

Managing clients who pay for your services

CUSTOMERS

The Customers page in Rotor is the central hub for managing your paying clients and their historical data. While Leads represent potential revenue, Customers are the heartbeat of your business—individuals or entities with active service plans, paid invoices, and scheduled jobs.

Rotor intentionally separates these two groups to give you immediate visibility into who is currently generating revenue. This separation ensures your sales pipeline (Leads) stays clean and your operational workflow (Customers) stays focused.

Customers

A tour of the customer-facing side of Rotor — quote links, agreement signing, invoices and payment links, visit notifications, and review requests — including what customers can do without logging in and what branding they see.


Client Portal

Rotor’s Maps feature gives your team a visual view of your customers and leads, helping with planning, follow-ups, and territory management. This guide will show you how to customize and use the map effectively.

GETTING STARTED

The ordered path from an empty Rotor account to your first job on the schedule. Do the foundation settings first, the money and messaging setup before you go live, and the operational tuning in week two.

First Steps: Account Checklist 

Rotor keeps several pairs of objects deliberately separate — leads and customers, jobs and visits, service plans and quotes. This article explains what each one is, when it gets created, and the mix-up people run into most.


Key Concepts: Leads vs. Customers, Jobs vs. Visits, Service Plans vs. Quotes

To begin collecting revenue in Rotor—whether by saving credit cards on file, linking to customer bank accounts, or accepting instant online payments—you must first set up a Stripe Connect account.

This process creates a dedicated Stripe account specifically for your Rotor platform. This integration allows Rotor to automatically track payouts, issue refunds, manage invoices, and handle payment processing without you ever having to leave the app.

Stripe

Rotor makes it easy to import leads and customers from other platforms or add existing records to your account. This guide walks you through the process step by step.

Importing Data

Rotor makes it easy to add team members and control what they can see and do in the system. This guide walks you through how to invite users, assign roles, and manage notifications.

Team

Rotor makes it easy to manage texting and email communication with your customers. This guide will walk you through setting up your sender email, phone number, and campaign registration to get started.

Engagement

The Price Book is where you organize line items, set pricing, and build reusable plan templates so your team can sell jobs and service plans accurately.

Price Book

Rotor’s Customization settings let you tailor the system to your business by managing tags, lead stages, service types, and more. This guide walks you through the main customization options and how they affect your workflow.

Customization

Rotor’s Business Settings let you configure key details about your company, ensuring your communications, invoices, and automations work smoothly. This guide walks you through the main fields you’ll need to set up.

Business Settings

Learn how contacting clients in Rotor works

COMMUNICATION 

Notifications keep you and your team informed about what's happening in your business like new leads, signed agreements, payments, job summaries, and more.

Notifications

Rotor’s Inbox centralizes all messaging with your leads and customers, making it easier to stay organized and manage communications efficiently.

Inbox

This guide walks you through verifying your setup, configuring inbound call routing, and making and receiving calls directly from the Rotor desktop and mobile app.

Desktop and Mobile Calling

Rotor's Messaging settings give you full control over when and how automated messages are sent to your customers. You can customize the content of every SMS and email, configure timing for reminders, and turn individual notifications on or off.

Client Messaging Settings

Build reusable SMS and email templates once, then use them from Campaigns, Workflows, and your automated customer messages. Includes the variable list, what each one resolves to, and SMS length rules.


Message Templates

Set your review link once, then ask every customer for a review at the moment they're happiest — right after a completed visit. Covers the review link setting, the {{review_link}} variable, automating the ask with a workflow, and handling unhappy replies.


Review Requests

Whether you are launching a spring cleaning promotion or re-engaging leads that have gone cold, Campaigns allow you to send high-volume SMS and email "blasts" with built-in performance tracking.

This guide walks you through creating message templates, filtering your audience, and tracking your Return on Investment (ROI) directly within the platform.

Campaigns

Rotor’s Power Dialer helps you contact leads and customers efficiently, allowing your team to make bulk calls, track interactions, and increase conversions. This guide follows the full workflow as presented in Rotor’s tutorial.

NOTE: The Power Dialer is only available on the Enterprise plan. If you don’t see it enabled, contact Rotor to enable it for your account.

Power Dialer

A2P 10DLC is the US carrier registration every business must complete before it can reliably text customers from a 10-digit local number. Here's what the carriers require, what you'll need to gather, and how registration works inside Rotor.


A2P 10DLC Registration

Automatically text or email customers the day before their scheduled service. This is a built-in setting under Settings → Messaging — not a workflow.

Send a Reminder 1 Day Before a Visit

Want to bring your existing business phone number to Rotor? This guide walks you through what to expect and what you'll need to provide to get your number moved over.

Porting Numbers to Rotor

MOBILE

This guide provides a detailed walkthrough of how the app is structured, how to navigate the interface, and how to customize the layout to perfectly fit your daily workflow.

Mobile: Quick Guide

The Map page in the Rotor mobile app is built to help you move efficiently in the field—especially for door-to-door sales, territory management, and neighborhood follow-ups. Whether you're checking in on active customers, revisiting one-time clients, or tracking daily knocking performance, the map gives you a real-time visual command center.

This guide walks through how to filter, navigate, drop pins, draw territories, and use advanced features like lasso reporting—with clear instructions on which buttons to press to maximize your efficiency.

Mobile: Maps

The 2026 mobile update brings the power of the desktop scheduling system directly into the field. Technicians can manage visits, track time on-site, and adjust schedules directly from the mobile app.

This guide covers navigation, live visit tracking, and scheduling updates while on the go, allowing technicians to focus on their routes while admins maintain visibility across all crews.

Mobile: Crew Scheduling

When you open a visit in the mobile app, you have everything you need to manage the job from start to finish.

Mobile: Visit and Job Page, and Upsells

Mobile: Messaging and Dialer Screen

A start-to-finish walkthrough of a technician's day in the Rotor mobile app, in the order it actually happens — from checking the schedule and clocking in to closing out the last visit. Written for a brand-new hire.


Mobile: Technician Use

Using Map Updates, Filters, Territories, and Bulk Assignment

Running a visit from your phone: start and finish the work, price the job, add upsells, and collect what is owed — all from one screen.

The Job Page on Mobile

Not getting Rotor push notifications, calls, or message alerts on your phone? Work through this checklist for iPhone and Android to find what's blocking them.

Mobile: Notifications & Troubleshooting

Managing clients before they become a customer

LEADS

The Leads page in Rotor is designed to help you track, manage, and convert potential customers efficiently.

Leads

Pipelines are a way to track leads and customers through any process you define — from quote to close, or converting one-time customers into recurring ones. Think of it as a visual board with stages you move people through as they progress.

Pipelines are especially useful as your business scales and you're managing lots of leads at once.

Pipelines

This guide walks through Rotor’s Web Forms feature and how to use it to capture lead information efficiently. Web forms are one of the most common ways Rotor users collect new leads and are designed to be flexible, customizable, and easy to deploy across multiple marketing channels.

Web Forms

What happens at the moment a lead becomes a customer — the four ways conversion gets triggered, what data carries over, what doesn't, and why the change can't be reversed.

Converting Leads to Customers


Every lead in Rotor carries a source. This article covers where leads come from, how to set the source for each channel, how sources differ from tags, and how attribution flows through to reporting.

Lead Sources and Attribution


SERVICE PLANS

Service Plans Page Guide and Filters

This article walks through how service plans work and how to set them up confidently so you can use them on desktop and, more importantly, on your mobile device while working in the field—especially for door-to-door workflows.

Service Plans

Manage Price Books and Create Plan Templates

This guide walks through how to create and manage agreement templates in Rotor so you can collect signatures when signing customers up for service plans—either in person on a mobile device or remotely via text and email.

Agreements

SCHEDULE & WORK

Instead of relying solely on traditional “Jobs,” the platform uses a Visits and Crews system. This approach allows businesses to better track technician performance, support complex team structures, and automate recurring service plans more effectively.

This guide walks through how to set up your team, manage technician availability, organize crews, and use the new scheduling tools to keep your operations running smoothly.

Crew Scheduling

Pending jobs are a way to mark that a customer is due for service at a certain time — without fully scheduling them yet. They act as a placeholder on your schedule so nothing falls through the cracks.

Pending Jobs

The Jobs page gives you a full list of every job in your account, along with quick metrics and filtering tools to help you stay on top of your schedule and collections.

Jobs Page - Web

Quotes allow you to create and send professional quote proposals to leads and customers, then convert them directly into service plans and customer relationships. Quotes work similarly to service plans, making it easy to build from templates and customize pricing, terms, and billing details.



Quotes: Web

Job Checklists

Create, Manage, and Update Tasks in Rotor

Our newly enhanced Time Tracking feature is built to give you deep visibility into your company’s operations. By tracking exactly how time is spent—whether in the field, the office, or during sales—you can generate accurate payroll and unlock powerful analytics like Revenue Per Hour.

This guide walks through role-based clocking, managing timesheets as an admin, and using visit timers to audit technician performance.

Time Tracking

TEAM

Navigate to Financials → Payroll to access the payroll section.

Payroll

If you run more than one company or location in Rotor, sub-accounts let you keep each business separate while switching between them from a single login. This guide covers how sub-accounts work, enterprise settings, and how to give a team member access to more than one company.

Sub-Accounts and Enterprise Settings

Invite teammates, set roles and positions, and add or remove seats yourself from the Team Members page.

Team Members & Seats

Getting paid and knowing where the money is

PAYMENTS & FINANCIALS

Financials: Invoices, Payments, and Payouts

Build custom billing cycles, whether it's monthly or quarterly, or every 6 weeks. Whether it's a fixed price or rollup all jobs, it can now be done in Rotor!

Billing Cycles

Rotor processes payments through Stripe. Once a customer pays you, that money lands in your Stripe balance and is then paid out to your bank account. Instant Pay is Stripe's option to get those funds in minutes instead of waiting for your regular payout schedule.

This article covers what it costs to process a payment, how Instant Pay works, why it might not be available to you, and what to do about it.



Instant Pay: Getting Paid Out Faster with Stripe


What it costs to take a card or bank payment in Rotor, why American Express is different, and the fees that only show up on international cards and disputes.

Stripe Fees

Collect money up front on any job. Set a percentage or flat deposit on an invoice, charge it now, and the remaining balance is collected when the job is completed.

Deposits

Charge a service plan from its own visits instead of a set price — and how Rotor bills the visits that happen before the cycle's first charge.

Variable Cycle Billing

How to switch Klarna on in the client portal, what your customer sees when they split an invoice into installments, what it costs per transaction, and when it's worth using.

Klarna Payments

INTEGRATIONS

This guide walks through Rotor’s Integrations and how to set them up, exactly in the order shown in the video. Integrations allow Rotor to connect with other platforms so your data stays synced and your workflows remain efficient.

You can find all integrations by navigating to Settings → Integrations.

Overview

In this guide, we’ll walk through how to connect your Meta page to Rotor so that leads are automatically created when someone fills out a native Meta lead form.

⚠️ Important: This integration does not support DMs at this time. It is specifically for Meta ads that use native lead forms (Instant Forms). When someone submits a form on Meta, the lead will automatically sync into Rotor. Your ad spend data will also pull in automatically.