How Orchamind works

Orchamind is an AI-native operating system for contractors. It runs your estimates, jobs, crew, safety, client communication, and billing in one place — and you can operate the whole thing hands-free by voice. The rest of this guide walks through each part.

Tap the microphone button (bottom-right of the app) and speak naturally: “Log Mike 8 hours on Sonoma Vista,” “Move Carlos to Valley View,” or “Which jobs are at risk?” Orchamind understands and does it — ideal from the truck or the job site.

Go to Estimates → New Estimate. Type a plain-language description of the job (e.g. “Rewire a 2,000 sq ft home, 200A panel, 24 recessed lights, pull permit”) and tap Generate line items. AI writes an itemized estimate with real pricing that you can edit, then Save, email, or print as a PDF.

Inside a new estimate, tap ⚡ Good · Better · Best. AI builds three priced options — a budget version, a recommended version, and a premium version. Tap Use this option to load one into the estimate, or Present all three to open a clean client-facing proposal that lets the customer choose which, not whether.

Open the Pricebook tab to keep a catalog of your common services and prices. Add items manually, or tap ✨ Build with AI and describe your trade to generate a full starter catalog. Then, inside any estimate, tap + From Pricebook to drop saved items in as line items — fast and consistent.

The Leads tab is your sales pipeline. Log every prospect and move them through stages (new → contacted → quoted → won) so nothing slips through the cracks.

The Dispatch tab shows every job with the crew assigned to it. Tap a crew member's status pill to advance it (Available → En route → On site → Done), and use the dropdown to reassign someone to a different job. A ⚠️ appears next to anyone whose certification has lapsed.

The Schedule tab is your weekly calendar. Tap Schedule Job to add work, assign crew, and set start/end times. Jobs due that week appear automatically so you can plan around them.

For finish-heavy jobs, open Selections, pick the job, and tap ✨ AI Suggest. AI generates the decisions the homeowner needs to make (flooring, countertops, fixtures…), each with good/better/best pricing. The client picks, you tap Mark approved, and Client Sheet prints a signable selection sheet.

The Changes tab documents any scope change — what changed, the price impact, and the client's approval — so extra work never turns into an argument at the end of the job.

On any job, tap Photos & Log to record daily progress notes and jobsite photos. It's your project diary and your proof of work.

In the Hours tab, use the Time Clock card: pick a crew member and job, then Clock In. Orchamind captures their GPS location and the time. Clock Out logs verified hours straight into your time log — no manual entry, no time-theft guesswork. (Allow location access when your browser asks.)

The Compliance tab tracks each crew member's certifications and licenses with expiration dates, and flags anything Expiring soon or Expired. Tap ✨ AI Suggest to list the certs a role should hold. If you try to dispatch someone whose cert has lapsed, a ⚠️ shows on the Dispatch Board.

Open the Safety tab, pick a job (and optionally a task such as “trenching”), and tap ✨ Generate Toolbox Talk. AI writes a focused safety talk — hazards, controls, key points — for today's actual work. Save it to your log and print a crew sign-off sheet for your OSHA records.

The Equipment tab lists your tools and gear with a status (Available / In use / Maintenance) and who — or which job — it's assigned to. Tap the status pill to change it, or ✨ AI Suggest a starter list for your trade.

On any job, tap Client Portal to create a shareable, live project page for the homeowner. Enter their email and send it — they can see progress any time without calling you.

On any job, tap Client Update. AI writes a warm, professional progress message in your voice — the current phase, recent progress, and what's next — ready to text or email. It keeps clients reassured and cuts down the “what's happening?” calls.

Any accepted estimate can become an invoice: in Estimates, tap Convert to invoice. Track sent vs. paid, then email or print it.

The Costs & Profit tab shows live budget vs. actual on every job, so you catch overruns while you can still do something about them.

The Service Plans tab manages recurring maintenance agreements — steady, predictable revenue on autopilot.

The Reports tab turns your data into plain numbers — pipeline, revenue, job health — without touching a spreadsheet.

Ask your AI assistant for a daily rundown: what matters most across every job, your priorities, and watch-outs — all in plain English, so you start the day already knowing where to focus.

The Risks tab (and your briefing) flags jobs trending over budget or behind schedule before they turn into emergencies.