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Welcome to Bella Terra Tools

Pick your side below to get to the right tools faster. Office & Admin covers bids, scheduling, customer comms, and sales. Crew & Field covers timecards, inspections, fillups, and everything the crew uses day-to-day.

Timecard, fleet inspections, water fillups, hydroseeder calculator, load receipts, product reorder, herbicide reports, compliance forms, team directory, and references.

Open crew tools →

Project board, plan estimator, scheduling dashboard, sales, next-day customer notifications, ETA texts, call log, and the admin ops console.

Open office tools →

← Back to Dashboard Home

🗄️ Office & Admin

Everything office in nine sections: Sales & Quotes, Project Data Capture, Money & Accounting (Liz's desk), Payroll & CP, Crew Management, Safety & Compliance, Comms, Fleet & Fuel, and the Admin Console.

💰 Sales & Quotes

Bid pipeline kanban (Not Viewed → Awarded), 5-step bid wizard with 2,226-item catalog, full quote PDF, auto-create project on award.

Phone-call front door — Bark / Hydroseed / Other. Price-first soft quote with tax, then text/email it or drop the lead straight into scheduling.

Build a re-marketing list from last year's bark deliveries, then reach out with 10% off — one customer at a time, you pick who.

Fast quote for small commercial & homeowner service jobs — scope, crew, materials. Print or email directly to customer.

Upload a lab soil test and generate a plain-English treatment plan for customers — seasonal lime & fertilizer recipe, sq ft calculator, and Wilco / Tractor Supply shopping list.

Log calls into 360-225-1125 and route follow-ups. Shared across all staff with filters for status and service type.

Sign Change Order

Collect an electronic signature on a change order — on the spot or by sending the customer a link.

Maintenance Quotes & Billing

See the crew's maintenance quotes — review, edit, set status, and Convert to contract. Plus monthly visit billing (mark invoiced).

📋 Project Data Capture

Every project in one place. Open one to see its status, the office tracker (COI · contract · intent), scopes, plants and safety — or add a new project. Crew see only their field view.

Track project submittals — upload cut sheets, mark approved/rejected, archive revisions. Linked to Google Drive.

Site Visit Reports

Crew MAG / maintenance site visits — photos, dead-plant log, sprinkler check, and the herbicide record. Download each as the WSDOT 540-509 PDF.

Job Progress (RYG)

Red/yellow/green status per project. Crew leads log units completed (plants, CY, SF, LF, zones); system compares against hours used.

Manage plant vendors — A&R Nursery, Puget Sound Plants, and more. Add contact info, preferred species, and link vendors to plant purchase orders.

Plant Pickup List

Type in plants for a vendor pickup — auto-fills the vendor's address, hours & phone, deliver-to-site or hold-at-nursery, and prints with the inspection checklist.

Coming Up — Order Product

Projects by estimated (soft) start date — see what's coming and get an email reminder to order product ahead of each one.

Bark & compost on hand at the staging yard — check here before ordering more product.

🧾 Money & Accounting — Liz's Desk

Invoice Matching

Vendor invoices auto-matched to crew load tickets by ticket number — see matched, unmatched invoices, and tickets still waiting on an invoice.

Load Receipts — Admin

Monthly view of uploaded tickets. CSV export.

Sent to QuickBooks + crew flags waiting on you.

AP/AR Dashboard

10-minute manager view — is every routine running, what's waiting on a person, what's past due.

Weekly Accounting

Liz's routine as a clickable checklist + how-to — payroll & fuel JEs, bills, recon, invoicing.

Vendor Statement Recon

Match vendor statements to QuickBooks by invoice # — flags missing + wrong amounts.

Receipt Roundup

Credit-card charges vs. receipts — drop Chase CSVs, hunt down what's missing (Mon & Fri).

Snap a photo of a card receipt — auto-tagged to you, straight to the office.

QuickBooks Project Setup

New projects to convert into QBO Projects — with the right prime + a direct link.

Payroll Journal Entry

Turn the Payroll NW Job Cost (extended) report into a QBO journal-entry CSV — wages & taxes split per job, balanced, no hand-keying. Upload, map jobs once, download.

Journal Entry Tracker

What QBO journal entries still need doing this week — fuel + payroll (by run #). The fuel and payroll tools log themselves; mark each Posted once it's in QuickBooks.

🏛️ Payroll & CP

Add or edit cost codes — the number timecards use, plus the 3-letter code the crew see when they clock in.

Timecard Report

Filter time entries by project, employee, date range. For certified payroll review and auditing wrong clock-ins. CSV export.

Timecards (Crew App)

Open the crew clock-in / clock-out screen — jump straight to the Timecards app from the office, no trip back to the crew side.

See every employee's PTO balance — the same number they see on their Timecards app — and adjust it. Live from the same record; updates as the crew accrue.

L&I Certified Payroll

Build the WA L&I certified payroll XML for a Government project + week, then download it and upload to L&I. No more manual re-keying.

Projects + Cost Codes Audit

Every project with its cost codes on one screen — search, filter, bulk archive, print, or export to Google Sheets.

👥 Crew Management

Week view of jobs from Google Calendar (Bark / Hydroseeding / Landscape). Each event parsed for customer, qty, location, recommended truck + crew + duration.

Teach the auto-scheduler who works with whom and special rules (e.g. Brydon starts new Landscape jobs). Your rules override what it learns from recent jobs.

Scheduling Dashboard

Manage incoming job requests, approve and confirm hydroseeding and bark blowing jobs, send customer notifications.

Equipment Loadout

What's in each bark blower, hydroseeder & dump truck right now. Updated automatically when crew sends OMW. Check before the next job — no surprise rinse jobs.

Crew Management

Work days, SMS schedule, archive & activate employees. Set which days each crew member gets their next-day job text.

Create a new employee account, auto-assign their ID, and send their onboarding link via WhatsApp or email so they're ready to clock in day one.

Onboarding Checklist

Run each new hire through the full compliance list — paperwork, handbook, break & safety acknowledgments, PPE, and training — auto-tracking what's signed and documenting the rest for the file.

Approve or reject crew time-off requests, plus set each employee's PTO balance — one page, tabs for Pending / History / Balances.

Payroll Agreements

See who has signed their 4/10 work agreement and who hasn't. Send SMS reminders to unsigned employees with a direct link.

AI Cost-Code Decisions

When crew taps "Missing cost code" the AI auto-adds it if it's a clear match. Review what it did here. Accept → keeps it. Reject → rolls it back and texts the crew.

🦺 Safety & Compliance

Open task list — safety follow-ups, repairs, to-dos. Mark complete with name for QC.

Accident / Injury Reports

File a report · L&I claim tracking · work restriction dates · SMS to Rena & Brydon.

Bella Terra Videos — Admin

Add videos for crew — safety training, project briefings, recognition, announcements. Required videos appear before clocking in. YouTube, Vimeo, or Google Drive.

📲 Customer & Crew Comms

Everything SMS in one hub with tabs: send next-day arrival windows, failed sends with edit + resend, sent history, live wall monitor, permissions check.

⛽ Fleet & Fuel

WA IFTA · Oregon Heavy Highway Mileage · Job costing by project & equipment. Quarterly CSV export. Send OR miles reminder to CDL drivers.

Log a Fill-Up (Admin)

Manually enter a fuel fill-up on behalf of a crew member.

Fleet Maintenance

Shop run list from inspections, oil changes, filter swaps — log and track routine maintenance per vehicle.

🛠 Admin Console

Cross-table ops console — SMS queue, repair requests, reorders, bids, signatures, fillups, receipts, herbicide log, inspections, calls.

View and manage who can access what across the entire portal — by role group or per employee.

← Back to Dashboard Home

👷 Bella Terra Portal

Quick-tap tiles for the field.

Clock in, clock out, switch jobs. Installs to your phone home screen.

Report Incident

Injured or witnessed an accident? File the report immediately. Notifies Rena & Brydon by text.

On My Way ETA before the job · thank-you + review link after. Both logged to the office.

Fuel Up / Oregon Miles

Log a fuel fill-up, or Oregon-only miles for the weight-mile tax — pick inside.

Snap a photo of any vendor ticket. AI extracts the fields, you confirm.

Snap a credit-card receipt — tag the job & cost code, straight to the office.

Every active project at a glance — job type, status, cost codes, on-hold flags.

What's coming up — jobs and who's off, by month. Check here before you ask for a day off.

🧰 Pick your work

What's still in each bark blower, hydroseeder, and dump truck. Check before you head out so you don't have to rinse and reload.

Bark & compost at the staging yard. Tap +/− when you drop off or haul out — so we know what's there before buying more.

Customer asking on-site? Fire off a Bark or Hydroseed price and text it to them. (Full landscape estimates stay with the office.)

Hydroseed Calculator

Truck pick, product mix, lifts, field log.

Log hydrant fills for Clark County, Clackamas, Hillsboro, Kelso, Corvallis.

Hydroseed Product Reorder

Order mulch, seed, fert, PAM. Live caps + cash-flow warnings.

Customer asking on-site? Fire off a Bark or Hydroseed price and text it to them. (Full landscape estimates stay with the office.)

Bark blower SOPs — pick your truck, then the photo walkthrough + required safety quiz. Sign off when you pass.

Hydroseeder SOPs — pick your truck, then the photo walkthrough + required safety quiz. Sign off when you pass.

WSDA Commercial Operator exam prep (2026) — Laws & Safety + Weed Control, 650+ questions in English & Spanish with step-by-step teaching. Watch each section go green and reach 85% to get signed up for your exam.

Oregon (ODA) Roadside Right-of-Way exam prep — 110 questions across 7 areas, pass at 90%. Includes a 📖 Study Guide with every fact & memory trick. Opens straight to the Oregon tab.

Maintenance Route

Thursday stops with the month's checklist — check off tasks, take before/after photos, submit the ticket. The checklist knows the season.

Site Visit Report

Government maintenance (MAG) visit — pick the project, take 5+ photos, fill the herbicide 540-509 + sprinkler check. One report per visit.

Irrigation Report

On-site irrigation check — it pulls up your scheduled job, walks you through every zone, and files the report so it's done before you leave. No callbacks.

Irrigation Site Maps

Per-site zone maps + the shared Rachio login. Mark zones, valve boxes & wire colors on a satellite view — pull it up in the field.

Walk a property, tap what you see — sod, edging, beds, trees, moss, moles — and the monthly maintenance price builds itself. Save it to the office.

Put a new job on the real schedule, then attach rentals, sod orders with ETA, and plant pickups to it.

Rocks, bark, materials — type what & where, tie it to a customer or the Shop/Yard, assign a crew member. It lands on their day and texts them.

After a homeowner service job — log crew, equipment, and materials so Liz can bill it out.

Customer Services

On-site service tools — Irrigation leak checks & diagnostics (more services coming).

Herbicide Report

WSDOT Form 540-509 with live weather, GPS, signature.

Submit a sale to the office for billing.

Hauling soil out of Port Land? Log each truckload — material, truck, yards — the moment it leaves the pit. Time & date stamp is automatic.

End-of-day haul record by project — every load with driver, truck & yards, totaled. Prints to a WSDOT-ready sheet.

Potting, inventory, care log, jobs, shipments.

Nursery Reference

Chemical rates, application photos, safety, reorder info, how-to videos.

Every truck, trailer, and piece of equipment. Lock-out, inspections, repairs.

Fleet Maintenance

Shop run list, oil changes, filters — log and track routine maintenance per vehicle.

In Stock by location · receive · pick · count.

The full training library — re-watch any video, including the required weekly ones, anytime.

Tasks anyone can add — safety follow-ups, repairs, office to-dos. Mark complete with your name for QC records.

Search anything. Tap "Ask office" if you can't find it.

Foreman Training

New foreman? Walk through the 6 modules — the shift, the 2:00 check, tickets, owning your crew — and sign off. English & Spanish.

How to install + use the Timecard on your phone.

Employee Handbook

Read the handbook chapters and initial.

Employee Directory

Active crew contacts, roles, emergency info.

Reference Documents

Safety guides, SDS sheets, hydrant maps.

Platform Policy

Hydroseeding platform safety policy with electronic signature.

4/10 Work Agreement

Annual acknowledgment of the four 10-hour workday schedule.