How to use Roadfolio: beginner's guide

Roadfolio is your business in one app: mileage tracking, invoicing, expenses, clients, and the RoadBuddy AI voice assistant. This guide walks you from download to first invoice in 15 minutes.

Step 1: Sign up

1. Go to roadfolio.net on a computer, or search "Roadfolio" in the App Store or Play Store.
2. Tap Sign up. Use Google, Apple, or email.
3. Verify your email if needed.
4. Pick the Free plan to start. You can upgrade later.

Step 2: Set up your business profile

In the app, tap Settings > Business Info:

• Business name (as it appears on invoices)
• Business type (real estate agent, contractor, photographer, etc.)
• Address (for tax records)
• Phone and email for client contact
• Logo (optional but more professional)
• Tax ID or EIN if applicable

Step 3: Turn on mileage tracking

1. Tap Mileage in the bottom nav.
2. Tap Settings > Auto-tracking.
3. Toggle Automatic GPS tracking on.
4. Grant location permission (Always Allow, so it works in the background).
5. Set business hours (e.g., Mon-Fri 8am-6pm). Trips during these hours auto-classify as business; you can swipe to override.
6. Add your vehicles. Multiple vehicles supported.

From now on, every trip logs automatically. See our mileage setup guide for details.

Step 4: Add clients

1. Tap Clients > +.
2. Enter name, address, email, phone.
3. Optional: add notes (gate code, preferences, billing terms).

Add your top 5 clients first. You can add more as jobs come in.

Step 5: Send your first invoice

1. Tap Invoices > +.
2. Pick a client.
3. Add line items (description, quantity, rate).
4. Set payment terms (Net 14 is recommended).
5. Preview. Looks like a real invoice with your branding.
6. Tap Send. Customer gets an email with a one-click pay link.

That's your first invoice. The customer can pay by card or ACH; you get notified when paid.

Step 6: Track expenses

1. Tap Expenses > +.
2. Snap a photo of the receipt.
3. Roadfolio reads the amount and vendor automatically.
4. Categorize (materials, tools, gas, supplies, etc.).
5. Tag to a client or job if applicable.

End of year, export an expense report for your tax preparer.

Step 7: Set up payments

In Settings > Payments, connect Stripe or Square. Customers pay invoices by card or ACH directly from the invoice email. Fees are standard (2.9% + 30¢ for cards).

Step 8: Try RoadBuddy (Pro)

If you upgrade to Pro, tap the microphone icon and try:

• "Log a trip from my office to 1234 Oak Avenue for the Henderson job."
• "Add a $47 Home Depot receipt to the Smith bathroom remodel."
• "Send the invoice for last Tuesday's roof inspection."

See our RoadBuddy guide.

Daily and weekly habits

Daily (2 minutes)

• Swipe to classify any ambiguous trips (business/personal)
• Snap photos of receipts as they happen
• Send invoices for any completed work

Weekly (10 minutes)

• Review mileage log; make sure everything is captured
• Send follow-up on overdue invoices (Roadfolio can automate this)
• Check your dashboard: this week's income vs goals

Monthly (30 minutes)

• Export reports for your accountant
• Set aside tax money
• Review expense categories; spot patterns

Common questions

What if I forget to log a trip?

Automatic tracking catches it. If you ever drove without the app on, add manually: Mileage > + > enter date, distance, start, end, purpose.

Can I run multiple businesses?

Yes. Pro and Elite plans support multiple businesses in one account. Each gets its own invoicing, mileage, expenses.

Can I share with my accountant?

Yes. Settings > Sharing > Add accountant. They get view-only access to reports.

What if I lose my phone?

Sign in on a new device with the same account; everything syncs from the cloud. No data lost.

5 things to do this week

1. Install Roadfolio and complete business profile.
2. Turn on automatic mileage tracking.
3. Add your top 5 clients.
4. Send one real invoice through the app.
5. Snap photos of receipts as they happen.