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Account and Billing

This guide covers managing your ContractorScope AI account, subscription plans, billing details, company profile, pricing settings, and team member access.

Your Account​

Viewing Your Profile​

  1. Click your name or avatar in the top-right corner of the dashboard.
  2. Select My Profile.
  3. Here you can view and update:
    • Name — Your first and last name.
    • Email — The email address you use to sign in. This is also where notifications are sent.
    • Phone Number — Your direct contact number.
    • Avatar/Photo — Upload a profile photo for your team to recognize you.
    • Time Zone — Used for scheduling, notifications, and estimate timestamps.

Changing Your Email​

  1. Go to My Profile.
  2. Click the email field and enter your new email address.
  3. Click Save.
  4. A verification email is sent to your new address. Click the link in that email to confirm the change.
  5. Your new email is now active for sign-in and notifications.
warning

Changing your email changes your sign-in credentials. Make sure you have access to the new email address before making the change. If you lose access to both your old and new email, contact support at info@contractorscopeai.com for account recovery.

Changing Your Password​

  1. Go to My Profile.
  2. Click Change Password.
  3. Enter your current password.
  4. Enter and confirm your new password. It must be at least 8 characters.
  5. Click Update Password.

Your new password takes effect immediately. You will not be signed out of your current session, but any other active sessions will require the new password.

tip

Eight characters is the minimum we accept, not a target. Use a strong, unique password for your ContractorScope AI account — a good one is at least 12 characters long and includes a mix of letters, numbers, and symbols. Consider using a password manager to generate and store your passwords securely.

Two-Factor Authentication​

For additional security, enable two-factor authentication (2FA):

  1. Go to My Profile > Security.
  2. Click Enable Two-Factor Authentication.
  3. Scan the QR code with your authenticator app (Google Authenticator, Authy, Microsoft Authenticator, or similar).
  4. Enter the 6-digit code from the app to verify setup.
  5. Save the backup codes provided — store them somewhere safe in case you lose access to your authenticator app.

Once enabled, you will need both your password and a code from your authenticator app to sign in.

Security PIN​

Some account actions — such as changing billing settings or removing team members — can be protected by a Security PIN in addition to your password.

Setting a PIN:

  1. Go to My Profile > Security.
  2. Click Set Security PIN.
  3. Enter and confirm a 4–6 digit PIN.
  4. Click Save PIN.

Removing a PIN:

If you no longer want a Security PIN, you can remove it:

  1. Go to My Profile > Security.
  2. Click Remove PIN.
  3. Enter your current PIN to confirm.
  4. Click Remove.

After removal, protected actions no longer require a PIN until you set a new one.

Company Settings​

Company settings affect your entire account and appear on estimates and client communications. These are all found under Settings in the left sidebar.

Company Profile​

Settings > Company profile stores your brand and contact information — everything that appears on estimates and in the customer portal.

  1. Click Settings in the left sidebar and select Company profile.

  2. Update your company information:

    • Company Name — Your registered business name.
    • Address — Your business address.
    • Support Phone and Support Email — The contact details shown to clients on estimates and in the portal.
    • Website — Your company website URL.
    • Logo — Upload your company logo (PNG, JPG, GIF, or WebP, up to 500 KB, at least 400px wide). SVG files are not accepted.
    • License Number — Your contractor license number.
    • Legal business name and Legal business address — Your business as it appears on your government filings. Both are required before AI texting can be registered. The legal address is a separate field from the Address above.
    • EIN — Your Employer Identification Number, used for AI texting registration. Optional for sole proprietors.

  3. Click Save.

Markups & Pricing​

Settings > Markups & pricing controls how prices are calculated on every estimate. Changes here affect all new estimates.

  1. Go to Settings > Markups & pricing.
  2. Set your preferences:
    • Tier markups — Your standard profit margin per cost tier. A 20% markup on a $1,000 cost item shows as $1,200 to the client — the margin is built into the price, not shown separately.
    • Contingency — A reserve percentage for unexpected site conditions (maximum 20%).
    • Default Tax Rate — Your local sales tax rate, applied to taxable line items.
    • Payment Terms — Default payment terms (Net 30, Due on Receipt, etc.).
    • Estimate Validity — How many days estimates remain valid.

These defaults can be overridden on any individual estimate.

tip

Not sure what markup to use? Most general contractors use between 15% and 30% depending on the trade and market. Start with 20% and adjust based on your experience and competitive landscape.

Estimating Notes​

Settings > Estimating notes is where your team stores internal notes and reminders about how you estimate. These are team-facing only — they are not automatically applied to estimates or shown to clients.

Use this section to document your standard assumptions, preferred materials, regional pricing notes, or anything your estimators should keep in mind when building scopes.

Subscription Plans​

ContractorScope AI plans are capacity-based. Every plan carries the full core workflow — CRM, unlimited manual estimates, pricebook, proposals and invoicing. Plans differ in monthly AI-estimate allowance, seats, storage, contact capacity, QuickBooks integration (Starter and up), support level, and which chat/render add-ons come included. Professional includes Scout Chat; Business includes Scout Chat + Visualize — no separate purchase needed for those. The AI voice assistant, Scout Complete (chat + voice bundle), and Property Analysis + Project ROI remain separate add-on subscriptions on every plan; Scout Chat and Visualize are also separately purchasable on Foundation and Starter, where they are not included — see Add-ons below.

info

Your monthly allowance counts each AI-assisted analysis or refinement step, not just completed estimates. A wizard flow that asks a clarifying question and you answer it uses 2 units for that one estimate (the initial analysis plus the refinement round); an analysis you start but never save as an estimate still uses 1 unit. Fewer clarification round-trips means fewer units used.

Available Plans​

FeatureFoundationStarterProfessionalBusiness
Price$49/mo$99/mo$249/mo$499/mo
AI estimates per month103075120
AI-powered estimatingYesYesYesYes
Photo analysisYesYesYesYes
Customer portalYesYesYesYes
PDF exportYesYesYesYes
QuickBooks integrationNoYesYesYes
RingCentral integrationYesYesYesYes
Seats included25815
Extra seats$15/seat/month — flat, every tier
Add-ons included——Scout ChatScout Chat + Visualize
info

Signing up requires a card, and your chosen plan is charged from day one. Every plan is backed by a 30-day money-back guarantee, no conditions: cancel within your first 30 days for a full refund. Billing is monthly or annual. Annual plans do not carry per-estimate overage: Stripe requires one billing interval per subscription and the overage meter is monthly, so an annual plan stops at its allowance rather than billing extra.

Billing dashboard with plan details

Choosing a Plan​

Pick your plan primarily on volume — the core workflow is never crippled at any tier; the differences are capacity plus QuickBooks integration and support level:

  • Foundation ($49/mo) — 10 AI estimates per month, 2 seats.
  • Starter ($99/mo) — 30 AI estimates per month, 5 seats.
  • Professional ($249/mo) — 75 AI estimates per month, 8 seats.
  • Business ($499/mo) — 120 AI estimates per month, 15 seats.

Extra seats are $15/seat/month on every plan.

Add-ons​

The AI voice assistant, Scout Chat, Scout Complete, Visualize, and Property Analysis + Project ROI are separate monthly add-on subscriptions you can buy on any plan — with one exception: Professional includes Scout Chat, and Business includes Scout Chat + Visualize, at no extra charge. Everywhere else, add-on pricing is the same regardless of plan — a Foundation subscriber and a Business subscriber pay the same price to buy an add-on that is not already included in their tier:

Add-onPriceIncluded each month
AI voice assistant (Scout Voice)$79/mo250 minutes
AI chat (Scout Chat)$39/mo500 messages
Scout Complete (Chat + Voice)$109/mo500 messages + 250 minutes
Visualize (AI renders)$39/mo50 renders
Property Analysis + Project ROI$29/mo200 property lookups

Scout Complete is a bundle: buying it grants both the Scout Chat and Scout Voice entitlements from one $109/mo subscription, $9 cheaper than buying the two separately ($39 + $79 = $118). It has no allowance or overage rate of its own — usage draws down the same Chat and Voice pools, at the same overage rates, as buying them individually. Scout Complete is currently available only at signup (checkout) — it is not yet purchasable from Settings after you already have an account.

To add the AI voice assistant, Scout Chat, Visualize, or Property Analysis + Project ROI: go to Settings, find the feature in the Usage & limits panel, and click Add more (for the AI voice assistant, Scout Chat, or Visualize) or Add to plan (for Property Analysis + Project ROI). That opens Stripe checkout for that add-on. Add-ons are billed separately from your plan and can be cancelled independently in the Stripe billing portal. A Scout Chat or Visualize entitlement that came from your PLAN (Professional/Business) is not a Stripe subscription of its own — it is included with your plan and disappears automatically if you downgrade below the tier that includes it. If you separately BOUGHT Scout Chat or Visualize on top of an included plan, that purchased subscription is unaffected by a later downgrade — cancel it independently in the Stripe billing portal if you no longer want it.

Property Analysis + Project ROI​

$29/month, 200 property lookups. This add-on pulls real property data for an address — market value, year built, sale history, hazard risk, nearby comps — and lets you model the return on a project against it.

What one lookup costs​

1 lookup = one address your company has not looked up before.

That is the whole rule. We buy property data from a third party the first time you ask about an address, and you are charged for that one purchase.

These are free and never use a lookup:

  • Looking up the same address again. Once your company has pulled an address, it is yours. Reopening it, refreshing the page, or a second person on your team opening the same job costs nothing.
  • ROI calculations are free and never use a lookup. The same goes for break-even: both do arithmetic on property data you have already paid for and never buy anything — including on an address you looked up months ago.
  • Anything on a project with no address, and any address the provider has already told us it has no record of (we remember that answer for a week rather than re-buying the same "not found").

These use one lookup:

  • Clicking Analyze Property on a project whose address is new to your company.
  • Asking Scout to analyze a property at an address new to your company.
  • Forcing a refresh on an address, when you want data newer than what we have stored.
tip

Two spellings of the same address — "123 Main St." and "123 main street" — count as one property, so a typo correction does not cost you a second lookup.

When you reach 200​

New lookups pause until your monthly reset — or you can buy a top-up to keep going right away. This add-on has no overage rate at all: you are never billed automatically for going over. But there is something to buy if you do not want to wait:

  • A $19 top-up adds 100 more lookups, on top of your monthly 200. It requires the $29/mo add-on already be active, and purchased lookups expire 365 days after purchase. Buy it from the Usage & limits panel described in AI Estimate Usage and Limits below, or directly on the project where the lookup paused. The buy button only appears once your monthly 200 and any purchased top-up credit are used up (the add-on must also be active) — it is not shown any time you simply open the panel.
  • Nothing is charged automatically. You are never billed above $29 plus any top-up you actively choose to buy.
  • No partial data is returned or saved. A lookup either happens or it does not.
  • The app tells you plainly. You will see "Monthly property lookups used up", with the date they come back and an option to buy a top-up — never an error, and never "no data found for this address", which would be a claim about your customer's property rather than about your allowance.
  • Everything already paid for keeps working. Properties you have already looked up open normally, and ROI calculations keep running, because neither uses a lookup.

Your 200 lookups reset on the 1st of each month. You can see how many are left in Settings > Usage & limits, under Property lookups.

If you have not subscribed​

Property lookups simply do not run, and the app says so with an Add to plan button. Nothing is charged and no partial data is shown.

Viewing Your Current Plan​

  1. Go to Settings > Billing & subscription and open Subscription.
  2. You will see your plan and its price, your subscription status, your current billing cycle, and the date your subscription renews.
note

Only the company owner can open the Stripe billing portal or cancel the subscription. Other team members can use the app normally but cannot change billing.

AI Estimate Usage and Limits​

AI estimates — those generated from photos or voice — count toward a monthly usage limit based on your plan. Standard manual line-item edits do not count against the limit.

What counts toward your limit:

  • Estimates created or analyzed using AI photo analysis.
  • Estimates kicked off through the AI-powered estimate wizard.

What does not count:

  • Manually created estimates with no AI analysis.
  • Editing or revising an existing estimate.
  • Duplicating an estimate.

Checking your usage:

  1. Go to Settings. The Usage & limits panel on the Settings overview page shows your current tier, the date your counters reset, and a bar for each metered feature (AI estimates, chat messages, renders, voice minutes, storage, contacts, projects, property lookups).
  2. Your AI estimate count resets at the start of each billing period — or, if we do not have a billing period on file yet, on the first of the month. The reset date is shown in the panel.

When you reach your limit:

You are never silently blocked. When you run out of AI estimates the app shows a "You've reached your plan limit" prompt telling you how many estimates you have left, so you can decide without losing work in progress. The prompt links to your usage and to Settings > Billing & subscription; moving to a larger plan is not self-serve, so contact support if you want to change plans (see Changing Your Plan).

What happens next depends on your subscription:

  • Without an active paid subscription (for example, after cancellation) — estimate creation stops until you resubscribe.
  • On a paid plan — additional AI estimates beyond your monthly allowance are billed at $8.00 each on your next invoice. There is a monthly ceiling on how much overage a company can run up; once you reach it, estimate creation stops until the next billing period.
tip

Professional (75/month) and Business (120/month) plans offer higher AI estimate limits than Foundation (10/month) and Starter (30/month). If you regularly exceed your allowance, moving to a larger plan usually costs less than paying $8.00 per extra estimate.

Changing Your Plan​

There is no self-serve plan-change flow in the app — the billing page has no "Change Plan" button, and plan changes are not automatic or prorated by ContractorScope AI.

To move between Foundation, Starter, Professional, and Business, contact support at info@contractorscopeai.com and we will move your subscription for you. Your data is always preserved when your plan changes — nothing is deleted. Moving down a tier only changes your capacity limits and QuickBooks integration if you move below Starter; your CRM data, estimates, and proposals remain intact, and any add-on subscriptions you're paying for keep working unchanged since they were never tied to your plan.

Canceling Your Subscription​

  1. Go to Settings > Billing & subscription and open Subscription.
  2. Click Cancel subscription and confirm. (You can also cancel from the Stripe billing portal via Manage billing.)
  3. The page confirms the date your subscription will end.

Cancelling is not immediate — your subscription is scheduled to end at the close of the current billing period. Only the company owner can cancel.

After cancellation:

  • You keep full access until the end of your current billing cycle.
  • Your account and its data stay in place. Nothing is deleted automatically when a subscription ends.
  • You can start a new subscription at any time from Settings > Billing & subscription.
  • If you want your data removed, you must delete the account explicitly — see Deleting Your Account below.

Billing​

Payment Methods​

ContractorScope AI accepts the following payment methods:

  • Credit card — Visa, Mastercard, American Express, Discover.
  • Debit card — Any debit card with a Visa or Mastercard logo.

Managing Your Payment Method​

Cards are managed in the Stripe billing portal, not inside ContractorScope AI:

  1. Go to Settings > Billing & subscription.
  2. Open Payment methods and click Open billing portal (or open Subscription and click Manage billing).
  3. Update, replace, or remove your card in the Stripe portal, then return to the app.

Only the company owner can open the billing portal.

Viewing Invoices​

Invoices and PDF receipts also live in the Stripe billing portal — the app itself does not keep a separate billing-history page.

  1. Go to Settings > Billing & subscription > Payment methods.
  2. Click Open billing portal.
  3. Your full invoice history is listed there, and every invoice can be downloaded as a PDF receipt.

Failed Payments​

If a payment fails (expired card, insufficient funds, etc.), your subscription moves to a past-due state and the app tells you immediately:

  1. A "Payment failed — your access is at risk" banner appears at the top of the app, with a countdown to the end of your current period.
  2. Settings > Billing & subscription shows an Action required notice and an Update your card button in place of the usual Manage billing button.
  3. Click Update your card to open the Stripe billing portal and add a working card. Stripe retries the payment on its own schedule once a valid card is on file.
  4. If the balance is never paid, the subscription lapses at the end of the period and you lose access to features that require an active subscription. Your data is not deleted.
tip

Keep your payment method up to date to avoid any interruption. If your credit card is expiring soon, update it in the billing portal before the next billing date.

Team Members​

Each plan includes a set number of seats — Foundation 2, Starter 5, Professional 8, Business 15 — with extra seats available at $15/seat/month on every tier. Invite colleagues to collaborate on estimates.

Team management showing roles and permissions

Inviting a Team Member​

  1. Go to Settings > Team.
  2. Click Invite Member.
  3. Enter their email address.
  4. Select their role:
    • Admin — Full access to everything, including billing, settings, and team management.
    • Estimator — Can create and manage estimates, clients, and communications. Cannot access billing or company settings.
    • Viewer — Can view estimates and client information but cannot create or edit anything. Useful for office staff or accountants who need read-only access.
  5. Click Send Invite.

The team member then appears in your team list with the status Invited, and stays there until they accept.

Automatic invitation emails are not enabled yet

Inviting a team member does not currently send them an email. Tell the person directly that you have invited them, and tell them which email address you used — they must use that exact address to sign in.

How a team member accepts​

An invitation is accepted by the invited person, not by whoever holds the link. To join your workspace, they must:

  1. Sign in with the exact email address you invited. Not an alias, not a second address — the same one.
  2. Confirm that email address, by using the emailed sign-in link or by signing in with Google.

If either condition is not met, the invitation is refused and they do not join your company:

What they seeWhat it meansWhat to do
"This invitation was sent to a different email address."They are signed in as someone else, or with a different address than the one you invited.Have them sign out and sign in with the invited address — or invite the address they actually use.
"Please confirm your email address first."The address is right, but they have not proven they own it.Have them sign in using the emailed sign-in link, or with Google, using the invited address. Then accept again.

This is deliberate. Accepting an invitation grants a role and a licence seat in your company, so the email address has to be one the person has actually proven they control — a matching address alone is not enough.

Managing Team Members​

  1. Go to Settings > Team.
  2. You will see a list of all team members with their:
    • Name
    • Email
    • Role
    • Status (Active, Invited, Suspended)
  3. Click any team member to:
    • Change their role.
    • Suspend their access (temporarily disable without deleting).
    • Remove them from the team.

Team Member Permissions​

PermissionAdminEstimatorViewer
Create and edit estimatesYesYesNo
View estimatesYesYesYes
Manage clientsYesYesNo
View clientsYesYesYes
Send estimates to clientsYesYesNo
Access integrationsYesNoNo
Manage billingYesNoNo
Manage company settingsYesNoNo
Invite team membersYesNoNo
View reports and analyticsYesYesYes
info

Each plan includes a set number of seats, with extra seats available at $15/seat/month on every tier. Each person gets their own login — you never share passwords.

Removing a Team Member​

  1. Go to Settings > Team.
  2. Find the team member and click their name.
  3. Click Remove from Team.
  4. Confirm the removal.

The team member immediately loses access. Estimates they created remain in the system and are not deleted.

Data and Privacy​

Your Data​

You own your data. ContractorScope AI does not sell, share, or use your client information or estimates for any purpose other than providing the service to you.

Exporting Your Data​

You can export all your data at any time:

  1. Go to Settings > Privacy & exports.
  2. Click Request Export.
  3. The system compiles all your data (clients, estimates, communications, settings) into a downloadable ZIP file.
  4. You receive an email when the export is ready (usually within an hour).
  5. Download the file from the link in the email or from the settings page.

The export includes:

  • All estimates (as JSON and PDF)
  • All client records
  • Communication logs
  • Company settings
  • Billing history

Deleting Your Account​

If you want to permanently delete your account and all associated data:

  1. Go to Settings > Privacy & exports.
  2. Click Delete Account.
  3. Read the confirmation message, then click Schedule Deletion.

Your account is not deleted immediately. It enters a 30-day grace period:

  • You can continue to sign in and export your data during this window.
  • A banner in the app reminds you that deletion is pending and shows the date your account will be permanently removed.
  • To cancel the deletion, go to Settings > Privacy & exports and click Cancel Scheduled Deletion. Your account returns to normal immediately.
  • If you do nothing, your account and all associated data — estimates, clients, communications, and settings — are permanently and irreversibly deleted when the grace period ends. Any active subscription is also canceled at that time.
warning

After the 30-day grace period, deletion cannot be undone and your subscription is canceled. Export your data before the grace period ends if you need to keep any records. Your exported data is your permanent record — ContractorScope AI cannot recover deleted accounts.

Next Steps​