Settings is where you tailor Shwego to match how your business actually runs — from your company logo and billing permissions to online booking forms and post-job reports. Most of this gets configured during onboarding, but understanding what each setting does helps you make changes confidently down the road.
To find Settings, navigate to Administration in the left sidebar and click Settings.
Company & Branding
The Company & Branding section is where you set the three things your customers see when they receive a quote: your logo, your terms and conditions, and the consent language they agree to before approving.
To get started, open Settings → Company & Branding and click Edit.
Upload your logo. Click the file selector and choose your logo file. Once it uploads, you’ll see a preview of it right in the settings panel.
Upload your terms and conditions. If you have a contract file or a general terms and conditions document you want customers to agree to, upload it here. This can be a PDF or a similar document file.
Customize your quote acceptance statement. This is the language that appears on your quotes directly above the approval checkbox. You can edit it to say whatever fits your business — for example, letting customers know that quotes are valid for 60 days.
When you’re done, click Save.
Where this shows up
To see your changes live, go to the Quotes page and open any quote. You’ll notice three things:
- Your logo appears in the top right corner of the quote.
- Your terms and conditions appear as a link the customer can click to view the file you uploaded.
- Your acceptance statement appears near the bottom, right before the customer approves the quote.
The customer checks the acceptance box, then approves. If they try to approve without checking it, they’ll be prompted to electronically agree before the quote can go through — so you always have a record that they accepted your terms.
Job & Billing Defaults
The Job & Billing Defaults section is where you set your system-wide fallbacks — the settings Shwego applies automatically across the platform so you’re not re-entering the same information on every job.
Open Settings → Job & Billing Defaults and click Edit. There are four settings here.
Technician Billing Permissions
This controls what your technicians can see and do on the jobs assigned to them.
- No Access — The technician still sees the work order and can select items from the price book, but all pricing is hidden. They can’t take payments in the field, view invoices, or send invoices to customers.
- Full Access to Job Billing — The technician can see prices, generate invoices, and take payments in the field.
If you don’t want your techs seeing your pricing, set this to No Access.
Keep in mind this is only a default. When you schedule an individual job, you can override it for that job specifically. The rule of thumb: set it to whatever you do the majority of the time, then adjust the exceptions as they come up.
Default Time Duration
Every job has an estimated duration — how long you expect it to take. Durations are typically set at the job type level (we’ll cover that next), but if a job type doesn’t have a duration assigned, Shwego falls back to this setting.
A good approach is to enter what your average job takes. That length is what will show on your schedule for any job without a job-type duration.
Invoice Message
This is a canned message that prints at the bottom of every invoice you send. Something simple like “Thank you for your business” works well, or you can use it for any standing note you want your customers to see.
Default Sales Tax Rate
If you collect sales tax, set your rate here — for example, 6.5%.
Anytime sales tax is required at the line item level, or you use a price book item that requires sales tax, this rate pre-populates automatically. You can still edit the rate on an individual job or line item, and doing so won’t change your default. It’s simply there to save you time.
When you’re finished, click Save.
Where this shows up
Technician billing permissions: Go to New Request and select a customer. You’ll see the Tech Billing Permissions field already set to your default — Full Access to Job Billing, in this example. You can switch it to No Access for that one job without affecting your system-wide setting.
Sales tax: When you add a line item and apply sales tax, your 6.5% rate pre-populates in the sales tax field.
Invoice message: Generate an invoice from a job and open it. Your canned message — “Thank you for your business” — appears at the bottom of the invoice.
Default time duration: When you schedule a job whose job type has no duration set, Shwego blocks out your default length on the schedule. In this example, that’s two hours.
Job Types
Job types are how you categorize the services you offer. They appear as dropdowns on quotes, jobs, and invoices, and they’re what let you glance at your schedule or job list and immediately know what kind of work is happening.
Think of job types as broad categories, not job-specific details. “Water heater” tells you it’s a water heater job. “Drain cleaning” tells you you’re working on a drain. The specifics of what you did go on the work order or invoice — the job type is the umbrella above that.
A good starting point: if you have a website with a services list, use those services as your job types.
Creating a job type
Open Settings → Job Types and click Add Job Type. Give it a name, then set two options:
Internal Only. If you set this to yes, the job type won’t appear in the online booking forms you embed on your website or Facebook page. When customers fill out those forms, they’re asked what type of service they need — and internal-only job types are hidden from that dropdown. Use this for work that’s just for you and your team.
Estimated Job Duration. Set how long this type of job typically takes. If an average water heater is two hours, or a whole-house gutter cleaning is three hours, enter that here. If you leave it blank, Shwego falls back to the company-wide default duration you set in Job & Billing Defaults.
Click Save and your job type is live.
Editing and deactivating job types
You can edit any existing job type to add or change a duration, or toggle Internal Only on or off.
You can also deactivate a job type you no longer want to use. When you do, it disappears from the dropdown for any future jobs and quotes. Jobs you’ve already created keep the job type on them — deactivating only affects what’s available going forward.
Where this shows up
When you schedule a job, the job type you select determines the block of time Shwego reserves on your schedule.
- Select a job type with no duration set — like Sewer Line Repair in this example — and the job defaults to your company-wide fallback of two hours.
- Select a job type with a duration set — like Fixture Install at one hour and 45 minutes — and the job blocks out exactly that.
Don’t worry about getting these perfect. The duration is just a starting placeholder based on your best estimate. You can always change it on the individual job.
Lead Sources
Lead sources let you track where your business is coming from. If you’re spending money on advertising or marketing, this is how you measure your return on that investment.
Open Settings → Lead Sources. You can create as many as you’d like, edit their names at any time, and use the toggle to make them active or inactive.
Creating a lead source
Click to add a new lead source and give it a name — for example, “Services Web Page” if you plan to embed a form on that page of your site. Save it.
You’ll notice a message that the booking link was auto-generated. Every lead source you create automatically gets its own online booking form tied back to it. (We’ll cover booking links in more detail shortly.)
This is what makes lead sources powerful for marketing. Create a separate lead source for each ad campaign or each page of your website, embed that lead source’s form in the matching place, and every service request that comes through gets tagged automatically. From there you can run reports to see exactly how much revenue a specific page or campaign is generating.
Assigning lead sources manually
Lead sources don’t only come from forms. When you create a job through New Request, you’ll see a lead source dropdown on page two listing all of your active lead sources. If a customer calls in and tells you they found you through word of mouth, you can select it there.
Requests that come in through an online booking form map to their lead source automatically — no manual step needed.
Where this shows up
- Quotes list — If a quote came in from an online request, the lead source it originated from is displayed.
- Jobs list — There’s a dedicated Lead Source column, so you can see at a glance that a job came in from, say, your Organic Website lead source.
Between the automatic mapping on booking forms and the manual selection on phone-ins, you end up with a clear picture of where your work is actually coming from.
Payment Terms
Payment terms determine the due date on your invoices. When an invoice is generated, Shwego calculates the due date based on the payment terms assigned to that customer.
Payment terms are set at the customer level, and you can create as many as you need.
Creating a payment term
Open Settings → Payment Terms and click to add a new one. There are two fields:
- Term — the name, such as “Net 60.”
- Days — how many days past the issue date the invoice is due.
Save it, and the term is available across your system.
Setting a default
You can mark one payment term as your default. That term is automatically assigned to every new customer you create. As with the other defaults in Shwego, it’s just a starting point — you can change it on any individual customer.
Editing payment terms
You can edit an existing payment term at any time to rename it or change the number of days. So if you have a term you no longer use, you can repurpose it — rename it to Net 45, set the days to 45, and it’s ready to go.
A typical setup ends up looking something like: Immediate, Net 30, Net 45, and Net 60, with whichever one you use most often marked as your default.
Where this shows up
Go to New Request and click Add New Customer. You’ll see the Payment Terms field already pre-populated with your default. If this particular customer gets different terms, change it right there on the screen — nothing is locked in.
From then on, every invoice you generate for that customer gets a due date calculated from their assigned payment terms.
Customer Types
Customer types let you segment your customer base. If you want to see how much revenue you’re bringing in from each kind of customer, this is where you set those categories up.
Open Settings → Customer Types. A typical setup might include Residential, Commercial, Property Management, and Landlord.
- To edit a customer type, click the pencil icon next to it.
- To deactivate one, toggle it off.
- To add a new one, click to add and give it a name — for example, “Retail” if you do work for retail centers — then save.
Where this shows up
When you add a new customer in Shwego, you’ll be asked for their customer type. Any type you’ve created — including the Retail one from the example above — is available in that dropdown.
Assign a type to each customer, and you can segment and report on your business by category from that point forward.
Arrival Windows
Arrival windows are the time blocks you promise your customers — the range during which your technician will show up. They are not specific appointment times. If you want to give a customer an exact time, that’s set on the schedule. Arrival windows are the broader commitment you make when booking the job.
Most businesses use a simple Morning / Afternoon split. Others break the day into Morning / Midday / Afternoon, sometimes with an Evening window as well.
The “Anytime” window
There’s a default Anytime window that Shwego manages for you. It automatically starts at the earliest time of your first arrival window and ends at the latest time of your last one. Change the end time on your latest window from 12 p.m. to 4 p.m., save, and Anytime updates to 4 p.m. as well. It always represents your full working day.
Editing arrival windows
Open Settings → Arrival Windows and click into any window to adjust its start and end times. For example, if your midday window is set to 10 a.m.–2 p.m. and your afternoon runs 12 p.m.–4 p.m., you can edit either one to line them up the way you want.
You can also toggle windows inactive if you don’t use them.
A tip on naming: keep the name generic — Morning, Midday, Afternoon, Evening. Then use the description field for the actual times, like “8 a.m. to 12 p.m.” That gives you and your team a quick visual reminder of each window’s start and end time without having to open the settings.
Where this shows up
Jobs list — There’s an Arrival Window column showing the time slot you promised the customer for each job.
Go Board — Your arrival windows appear as pills across the top of the screen. Update a window’s description in settings, refresh the Go Board, and the pill reflects the change.
Creating a job — When you add a new job, Shwego asks for the arrival window. Once you select one, the system automatically sets the job’s start time to the beginning of that window and calculates the end time from the job type’s duration. So an afternoon job with a Fixture Install job type (1 hour 45 minutes) starts at 12 p.m. and ends at 1:45 p.m.
You don’t need to fine-tune the times on that screen. Just create the job.
Adjusting the actual time on the Go Board
The 12 p.m. start is only a placeholder. Once the job is on the Go Board, you have two ways to change it:
- Drag the card. Drop it at 1 p.m. and the start time becomes 1 p.m. Drag its edge out to 12:30 and the duration adjusts accordingly.
- Edit the job. Click into the job, click Edit, and change the start time, end time, or duration. These fields are dynamic — update the duration to four hours and the end time recalculates automatically; change the end time and the duration recalculates instead.
Clicking a job on the Go Board also highlights its arrival window, so you can see at a glance where that job is supposed to fall in the day.
Think of arrival windows as the framework for planning your day — the promise you made to the customer, not the precise minute your tech pulls up.
Job Checkout
Job Checkout is the post-job report your technicians complete when they finish a job in the field. This is where you decide what information you want them to capture before they can mark the job done.
Open Settings → Job Checkout. There are two parts: standard fields and custom fields.
Standard fields
These fields are always available in the system. Use the toggles to make each one required or optional.
- Warranty Length — A dropdown of the service warranty lengths you offer.
- Warranty Notes — A notes field for anything warranty-related.
- Follow-Up Needed — A simple yes/no.
- Follow-Up Reason — A dropdown for categorizing why a follow-up is needed. You control these options (see below).
- Post-Job Notes — A free text field for the technician’s notes. Note that if you make this required, the technician must enter at least 100 characters before they can complete the job.
- Post-Job Files — Requires the technician to upload a photo, video, or other file to complete the job.
Setting your warranty length options
Below the standard fields, you’ll set the warranty lengths that appear in that dropdown. Enter the length in days and the label you want the technician to see — for example, 180 days labeled “Six Months” — then click the plus sign to add it. You can delete options you don’t need.
Even if you don’t make warranty length required, it’s worth setting up your options so the field is there when a technician does need it.
Customizing follow-up reasons
Shwego ships with a few default follow-up reasons, and you can add your own. Common ones include:
- Quality Check
- Outstanding Items
- Needs Part
- Other — See Post-Job Notes
That last one is useful as a catch-all, letting the technician explain the situation in their notes instead of forcing it into a category.
Custom fields
Below the standard fields, you have three kinds of custom fields to work with:
- Custom yes/no fields — For example, “Is the customer happy?”
- Custom dropdown fields — For example, “What manufacturer did you use?” with options like Trane and Carrier.
- Custom text fields — For example, “Serial Number of Unit.”
Each custom field has its own on/off toggle and its own required toggle. Toggle a field off and it simply won’t appear on the checkout, regardless of whether it’s marked required. Turn on only the ones you actually need.
You can also reorder your custom fields to control the sequence your technician sees them in.
Field order on the checkout
The order is predictable:
- The five standard fields (Warranty Length, Warranty Notes, Follow-Up Needed, Follow-Up Reason, Post-Job Notes) always appear first.
- Your active custom fields follow, in the order you’ve arranged them.
- Post-Job Files is always last.
Where this shows up
Open a job and click Complete. On step one of the checkout you’ll see everything you configured, in order: warranty length, warranty notes, whether a follow-up is needed and why, post-job notes, then your custom fields — serial number, manufacturer, and so on — with the file upload section at the bottom.
The mobile app looks a little different visually, but the fields and their order are exactly the same.
That’s the whole point of this section: you decide what information matters on a completed job, and Shwego makes sure your technicians report it every time.
Notifications
The Notifications section covers two things: the customer-facing thank you email you send after a job, and the in-app notifications that keep you and your team informed as work moves through the system.
Open Settings → Notifications.
The thank you email
This is a fully customizable email that goes out to your customer after a job is completed. It’s one of the easiest ways to ask for a review.
Subject line and body. Write whatever you like, and use merge tags to personalize it. A merge tag pulls real data into the email — click any tag in the list to copy it, then paste it where you want it. So a subject line of “Thank you for your business, {First Name}” arrives as “Thank you for your business, Sam.”
Available tags include contact first name, company name, and technician first and last name. A typical body might read:
Dear {First Name},
We’d like to take a moment to say thank you for your business. We sincerely appreciate you doing business with {Company Name} and hope that you’re satisfied with your recent service. Please give us some feedback to let us know how {Technician First Name} {Technician Last Name} did.
Thank you,
{Company Name}
Recipient. Choose whether the email goes to the job contact or the billing contact.
Send timing. You can send immediately after the job is completed, or wait one day, three days, or a week. One day is usually the sweet spot. Your customer already gets a stack of notifications at completion — the invoice, the payment confirmation, the thank-you-for-your-payment message. Following up a day later with a standalone thank you gives your review request room to breathe.
Review button. Turn on the button, set the label to something like “Leave a Review,” and paste in your Google review link. It’s a long string, so grab it directly from your Google Business Profile — and reach out to us if you need help finding it.
Click Save when you’re done.
Where the thank you email shows up
Complete a job as you normally would — fill out the checkout, review the work order, generate the invoice — and the email goes out on your configured schedule. The customer receives it with your logo at the top, your personalized subject line and body, and your review button linking straight to your Google profile.
In-app notifications
The rest of the notifications in this section are in-app. You can toggle each one on or off and choose which users see it.
There’s a notification for virtually every event in Shwego: down payment received, invoice created, invoice sent, invoice paid in full, job assigned, job created, job completed, job cancelled, and more.
These appear under the bell icon at the top of the screen. When something happens, you can click through from the notification straight to the relevant job or invoice. You can also mark them all as read to clear the list.
Our recommendation: turn them all on when you’re getting started. You’ll quickly learn which ones are genuinely useful for your workflow, and you can come back into settings and switch off any that become noise.
Booking Links
Online booking links are customer-facing forms that let customers request service from your business online. You can embed them on your website — and if you need help making them match your site’s design, we can help with that.
An important note up front: you don’t create booking links in this section. Every lead source you create automatically generates its own booking link. To add a new one, go to Settings → Lead Sources, create a new lead source, and the link appears here.
Open Settings → Online Booking Links and you’ll see a link for each lead source — including the Services Page example we created earlier.
Settings for each link
Active / Inactive. Toggle any booking link on or off.
Require Two-Factor Authentication. We recommend leaving this on. It’s what keeps duplicate customers out of your system, and it works like this:
- The form asks the customer for their email.
- If we recognize the email, we send a verification code they enter to confirm it’s really them and not spam. Once verified, we pre-fill the form with their existing information — contacts, addresses, everything — and the new request is automatically organized under their existing customer account.
- If we don’t recognize the email, we ask them to fill in their information and we create a new customer record for them.
There’s really no reason to turn this off.
Copy link. Copying the link gives you a standard web page you can send directly to customers, or you can embed the form on your site as a styled pop-up.
What the customer sees
On the form, the customer selects their service, writes a message describing what they need, and can upload photos or other files.
We also ask for a desired date and time and an alternative date and time, using the arrival windows you configured. This is the part to understand clearly:
Requesting a date does not schedule the job on your calendar. It’s an indication of when the customer would like service — nothing more. That’s deliberate. It keeps a stream of appointment requests from landing on your schedule when you may not have the capacity to cover them. Instead, you get to call the customer and say “I see you’d like service Thursday afternoon — we can do that,” and then schedule it yourself.
Finally, the customer selects or adds their contacts and address, accepts your terms and conditions, and submits the request.
Where this shows up
Push notification. If you have push notifications enabled in the mobile app, you’ll get an alert on your phone: new online request from this customer at this address. Tap it to open the request.
In-app notification. A “New Online Request” notification appears under the bell icon as well.
Quotes list. Online requests come in as quotes, tagged as an online request and labeled with the lead source they came from — Services Page, in this example. Open it and you’ll find the customer’s preferred times and message in the internal notes.
Turning a request into a job
Once you’ve spoken with the customer, you have two options:
- Convert it straight to a job and add pricing later.
- Price it out as a quote and send it to the customer for approval, then convert it.
To convert, pick a date and time. If you leave it unassigned, it drops into Dispatch as an unassigned job, ready for you to schedule to a technician whenever you’re ready.
Integrations
The Integrations section is where you connect Shwego to outside services. Currently, that’s a single integration with our credit card processing partner.
Open Settings → Integrations.
Applying for payment processing
If you haven’t been approved yet, you’ll see an Apply button here. That opens an application asking for your business information — what type of business you run, a short description, and the owner’s details. Approval usually takes a day or two.
Once you’re approved, this section confirms it, and payments go live on your invoices automatically. Nothing else to do.
Default payment methods
This is the setting to pay attention to. By default, both card and bank are enabled, meaning every invoice you send lets the customer pay by credit card, debit card, or ACH bank transfer.
If you want to restrict that, deselect whichever method you don’t want:
- Card only — Deselect bank, and every new invoice you issue will only accept card payments.
- Bank only — Deselect card, and every new invoice will only accept bank payments.
At least one method has to stay selected. Deselect both and you’ll get an error.
One thing to note: changes apply to new invoices going forward. Invoices you’ve already issued keep the payment methods they were created with.
Overriding on a single invoice
Like the other defaults in Shwego, this is a starting point rather than a hard rule.
Say you’ve set card-only as your default, and a customer asks to pay by bank transfer instead. Open that specific invoice and add bank as an allowed method there. It applies to that invoice only and doesn’t touch your default setting.
That flexibility is worth remembering — you get to standardize how you collect payment without losing the ability to accommodate a customer who asks for something different.
Webhooks
Webhooks are the most technical piece of Shwego’s settings, and they’re disabled by default — we have to enable them on our end. If you’re seeing this section, you’re likely working on something fairly advanced.
What webhooks do
Webhooks let Shwego push information out to third-party software automatically as things happen in your account.
The most common use case is marketing attribution. Say you’re working with an agency running Google Ads for you, and they have a reporting dashboard where they show you results. A webhook lets Shwego send job and revenue data directly into that dashboard, so the agency can prove what their leads are actually worth.
Here’s how that plays out in practice: someone calls from a Google ad, you enter them in Shwego, and you complete the job at $5,000. The webhook sends that final invoice value back to your agency, and their report shows that the lead they drove generated $5,000 in business.
What data you can send
Webhooks work through endpoints tied to specific events in the system.
Quote events — approved, rejected, sent, cancelled, in draft, or created from an online request. Each one can pass along details like the customer name, the quote value, and the date.
Job events — assigned, completed, cancelled, and more. Job completion is a popular one because it includes the final invoice value, which is what most reporting tools actually want.
Our recommendation
We’d suggest holding off on webhooks unless you have a developer on your side who’s comfortable working with them. If you do — or if your third-party vendor has someone who does — reach out to us. We’ll work with you and your provider to get the integration set up so you can report on activity happening inside Shwego.
Summary
Most of these settings are configured during onboarding, but now you know what each one does and where to find it when something needs to change. Here’s a quick reference:
| Setting | What It Controls |
|---|---|
| Logo & Terms | Branding and customer-facing legal consent |
| Technician Billing Permissions | Field access to pricing and payment collection |
| Default Job Duration | Auto-populated start/end times on new jobs |
| Invoice Message | Footer text on all invoices |
| Default Sales Tax Rate | Pre-populated tax rate on taxable line items |
| Job Types | Service categories for quotes, jobs, and booking forms |
| Lead Sources & Booking Links | Request tracking and online booking forms |
| Payment Terms | Invoice due date automation by customer |
| Customer Types | Customer segmentation labels |
| Arrival Windows | Promised service windows shown on the Go Board |
| Integrations | Credit card processing setup |
| Notifications | Per-user in-app alert configuration + Thank You email |
| Job Checkout | Post-job report fields and requirements |
| Webhooks | External data integrations |