Chat & Messaging
Communicate with contractors in-platform. Three messaging contexts: quote discussions, work order questions, and active project updates. Everything is logged and searchable.
Why Use Platform Messaging
Keep conversations documented and organized
Quick clarification — no email delays, no phone tag. Get answers in hours, not days.
Documented decisions — all scope changes, approvals, and discussions are logged and traceable
Multiple contractors can ask questions before bidding — more informed bids, fewer surprises
Reduce misunderstandings — written record beats phone calls and foggy memories
Search history — find old conversations without scrolling through months of email
File sharing — attach photos and documents directly in chat
Three Messaging Contexts
Know when to use each type
Quote Messages
Discuss a specific quote
When to Use
- Specific to a contractor's quote on your work order
- Both parties can ask questions about pricing, timeline, or terms
- Example: Client asks 'Can you start 2 weeks earlier?' Contractor responds yes/no.
- Message thread stays attached to the quote for reference
Example
Client posts $15k kitchen remodel. Contractor A quotes $18k. Client messages: 'Can you use the cheaper tile you mentioned?' Contractor responds with adjusted pricing.
Visibility
Only the client + that specific contractor
Work Order Messages
Discuss the job itself (before bids)
When to Use
- On the work order page before contractor bids are submitted
- Contractor can ask clarifying questions about the scope
- Example: Contractor asks 'Is the foundation damaged?' before deciding to bid.
- Multiple contractors can view and ask questions (more transparency)
Example
Client posts a work order: 'Need roof replacement.' Contractor 1 asks: 'Single-story or multi-story?' Contractor 2 asks: 'Do you want new gutters too?' Client responds to each.
Visibility
All contractors who bid on this work order
Project Chat Hub
Communicate during active project
When to Use
- Once you've accepted a bid and project is active
- Contractor updates you on progress, asks for approvals, requests clarifications
- Client approves changes, sends photos for contractor feedback, coordinates scheduling
- Single chat thread per project (easier to find old messages)
Example
Project is active. Contractor messages: 'We're ready to pour concrete tomorrow. Forecast shows rain. Should we delay?' Client responds within hours. Decision is logged.
Visibility
Only the client + that contractor on the project
Chat Hub Features
Your unified messaging dashboard
Unified inbox: See all message threads (quotes + active projects) in one place
Search: Find old messages by keyword (e.g., 'payment terms' or 'material color')
Notifications: Get alerts when contractor/client sends a message (reduce email clutter)
Message history: Every conversation is logged; nothing gets lost
Real-time: See messages instantly, not via email delay
Attach files: Share photos, documents, specifications in the chat
Common Scenarios
How messaging works in practice
3 contractors bid on your work order. They're asking different clarifying questions.
You're messaging all 3 in the Work Order Messages thread. Contractor A asks about foundation. Contractor B asks about gutters. Contractor C asks about material preferences. You respond to each. Later, you can see which contractor asked the most relevant questions (they understand the job better). Good signal for accepting the bid.
You accepted a contractor's bid. Now you want to ask about the start date.
Go to the active project. Open the Project Chat Hub. Message the contractor: 'Can we start 2 weeks from now instead of 3 weeks?' They respond within hours. Decision is logged in the project record.
Your contractor says they found an issue (water damage, rot, etc.) and need to add $500 to the invoice.
They message you: 'Found rot behind the wall. Need to add $500 for remediation. Should I proceed?' You respond: 'Yes, let's fix it.' They proceed. When they invoice, that's documented as an approved change. No dispute.
You want to change a detail (e.g., tile color) while work is in progress.
Message the contractor: 'I want to switch to the marble tile (it's $200 more). Can you adjust the timeline?' They respond: 'Yes, and it adds 1 day to the schedule.' File a Change Order to document the $200 increase and +1 day timeline. Both parties approve. Work continues with clarity.
Your contractor uploads progress photos in the Photos tab. You have questions about what you're seeing.
Don't guess — message them directly in the Chat Hub: 'I see drywall installed. Is that load-bearing or just covering pipes?' Contractor explains. Questions answered in minutes, not days.
What to Watch Out For
Common messaging pitfalls
Confusing Which Message Thread Is Which
The Problem
You have 5 work orders with 3 bids each (15 quote threads) + 2 active projects (2 project threads). You message the wrong contractor about the wrong job.
The Fix
Use the Chat Hub's labels. Quote messages show the work order title and contractor name. Project messages show the project name and contractor. Clear distinction. Review thread header before messaging.
Missing Important Messages
The Problem
Contractor sent a critical message 3 days ago ('I can't start on the scheduled date'). You didn't see the notification. Now you've planned your schedule around the wrong start date.
The Fix
Enable notifications. Check the Chat Hub every 1-2 days if you have active projects. Don't rely on memory — the platform is the source of truth.
Documenting Conversations Outside the Platform
The Problem
You and the contractor agreed via phone call to extend the timeline by 1 week. But you didn't message them in the Chat Hub. Later, contractor says 'No, I said 3 days, not 7 days.' Dispute.
The Fix
Always confirm in the Chat Hub: 'Per our phone call, extending timeline to [new date]. Confirmed?' This creates a record. Phone calls are fragile; written messages protect both parties.
Leaving Messages Unread
The Problem
Contractor messaged you 1 week ago: 'Need your approval to order materials ($500).' You haven't responded. Contractor is now frustrated waiting and might assign work elsewhere.
The Fix
Aim to respond to messages within 24 hours. Quick turnaround keeps projects moving and contractors happy. If you need time to decide, at least acknowledge: 'Got your message, deciding today.'
Mixing Scope Changes with Casual Chat
The Problem
In the Chat Hub, you casually mention: 'It would be nice if we added a skylight.' Contractor assumes you want to add it and invoices for it later. You say you were just dreaming, not requesting it.
The Fix
Be precise in messages. If it's a casual observation, say so: 'Just a thought — not requesting this.' If it's a real scope change, say it clearly and follow up with a Change Order.
Start Messaging
Post a work order and watch for contractor questions. Use Chat Hub to stay connected throughout your projects.