Credentials are for your leaders to see
The credentials grid — everyone's cards, what is missing and what runs out soon — is now for your admin, managers, the people you gave HR access, and each open job's project manager or supervisor. A technician or inspector opens Credentials and sees their own cards and what is asked of them, and nothing about a colleague's. Dispatch and permits still check everyone's cards the same way.
How credentials workVehicles and the tool crib
Keep your trucks and tools in Veristep. Each vehicle has its driver, its service interval and its registration and insurance dates, and the Vehicles page shows what is coming due. Drivers log trips and do the pre-trip check from field mode, even with no signal — a failed critical item takes the truck out of service until a manager clears it. Tools and test instruments are checked out by QR sticker to one person at a time, and you can see who has what and what is overdue. Clients, subs and vendors see none of it.
How vehicles and the tool crib workAsk your clients how the job went
Send your client a short survey — how likely they are to recommend you, from 0 to 10, plus 3 to 5 questions of your own — and they answer it on their phone from their portal. When a client accepts the turnover, they are asked automatically. Only the client answers, once, and their answers are never changed. Your admin, managers and each job's project manager and supervisor see the score by job, by account and by month, and your management review counts it.
How client surveys workYour quality system: controlled documents, internal audits and management review
Keep your quality manual, procedures, work instructions and forms in one place. Each new revision is approved by the person you name — never the one who drafted it — with their own name and signature, and it never changes after that; everyone who works to it reads it and types their name. Plan the year's internal audits, run each one from a checklist with an auditor who never audits their own work, and a nonconformity opens a company NCR that only your own people see. A management review gathers the counts for the period, records what you decided and the actions you raised, and issues the minutes once. Veristep supports the work; it does not certify your firm.
How the quality system worksAnyone on your staff can walk a job
In a smaller firm the owner, a manager or whoever does the HR paperwork is often the one on site. Field mode now lists your firm's open jobs under Walk a job: one tap puts you on the job as a technician and opens its open checks, so you can record your work there without waiting for someone to give you a role first. Your admin and managers can walk in as an inspector, supervisor or project manager. Every walk-on is noted on the job's record.
How job roles workQuickBooks both ways, retainage, lien waivers and the WIP schedule
Veristep now sends your contractors' approved weeks, approved expenses and approved time to QuickBooks as well as your invoices — each one once, however many times the button is pressed — and reads payments and bill payments back on their own. Set the retainage your client holds back and every bill shows the gross, the retainage and the net due, with retainage kept out of the late-payment aging until you release it. Write the lien waiver each payment calls for and have it signed, or file your state's own form. And the WIP schedule shows each job's earned revenue against what you billed at every month end, locked once the month is closed.
What goes to QuickBooksOrg chart, credentials, new-hire packets and check-ins
See who reports to whom on the org chart and name the people who handle your HR paperwork. Set which credentials your firm requires — for everyone, a discipline, a role, a job or a kind of permit — and see who has them on one grid; a renewed card puts a person straight back on the board, and in-house trainings give checked credentials from a signed sheet. Send each new hire one link for the handbook, their I-9, W-4 and direct-deposit forms, an emergency contact and the gear you hand them; tax and pay forms open only for your admin and HR people, and every opening is on the record. And check-ins: a manager and an employee put a stretch of work in writing and both sign it.
How new-hire packets workChange orders the client approves
Anyone on the job can now log extra work — a retest after a subcontractor's failure, an extra visit, added scope — from the check, the deficiency or the machine, with no prices on it. Your admin, a manager or the project manager prices it onto a numbered change order from the job's rate cards or as a lump sum, and sends it to the client, who approves or rejects it with their signature from their portal. An approved change order raises the job's authorization and goes on the next bill as one line, once.
How change orders workSubcontractor and vendor compliance
Set which papers you require of your subcontractors and vendors — insurance certificates with minimum limits, a W-9, a state license, a safety record, a master service agreement — and keep them on file. Companies send their own renewals from their portal for you to review. When a required paper expires, nobody can put a deficiency on that company or hand its people a check until the renewal is in, unless your admin overrides it for up to 30 days with a written reason. Reminders go out before anything runs out.
How compliance worksSafety incidents and the OSHA log
Anyone on the crew can now report an injury, a near miss, property damage or a safety observation from their phone, with a photo and who was there. The supervisor investigates it and raises the follow-ups; the owner's people and the subcontractors on the job never see it, and the injury details stay with your administrator and the safety person you name. For each injured employee they decide what goes on the OSHA log, and the 300 log, the 300A summary — hours from your timesheets, injury rates worked out, certified with a name and title — and each 301 print in the layout of OSHA's forms. A death or a serious injury shows the 8- or 24-hour deadline to call OSHA until the call is recorded.
How incidents and the OSHA log workMore projects, less each
The project fee now steps down as your firm runs more work. In any month, your first four active projects are $495 each, projects five to eight are $445, nine to twelve are $395, and every project after twelve is $345. The first four always stay at $495, and every project past the fourth costs the same as the one before it or less. Your Plan page shows the month's projects and what they come to so far, and each invoice lists every band on its own line.
See pricingPay by invoice, pay from day one, and two months free on everything yearly
Firms that pay by purchase order can now be billed by invoice, net 30: every invoice — the plan, and each month's projects — is emailed with the terms on it and can be paid by card, ACH or bank transfer from the invoice itself. Ask from your Plan page and we switch it on. You no longer have to start with a trial either: choose to pay monthly or yearly when you create the workspace and everything is on from the first minute. And paying yearly is now two months free on the branded workspace as well as the platform — $1,950 a year instead of $2,340.
See pricingUpgrade by card, on the spot
The Plan page now takes a card. Pick monthly or yearly, tick the customer terms, pay on Stripe's secure page — the card never touches Veristep — and the plan is on the moment the payment clears, exports included, with everything exactly where it was. Projects are counted for you: each project with a check open at any point in a month counts once, the Plan page lists them as the month goes, and they are billed on the 1st for the month before, naming each project on the invoice. Trial time is never billed. A firm that pays by purchase order or net-30 still asks us and gets an agreement and an invoice, the way it always has. Card-billed firms get a Billing button for the card on file, every invoice and receipt, and cancelling at the end of a period. An archived workspace comes back the same way: the reactivation fee and the first month by card, or an invoice on request. A failed payment is retried for a while before anything changes, and the page says so.
How the plan and billing screen worksRun the whole firm, not just the quality work
The business side of a QA/QC firm now lives in Veristep beside the field work: what you bid and the margin you bid it at, the work you're chasing, the people you can send, the hours they log, the invoices you raise and the money the firm is making. It is the same record throughout — an inspection that closed is what a line on a bill is allowed to charge for, an approved week is what pays a contractor, a signed contract is the ceiling a job is measured against. Nothing is re-keyed from the field into a separate accounting spreadsheet, because there is no separate spreadsheet.
See everything Veristep doesPrice a job to the margin, and watch the contract hold
Set the firm's floor once — the margin you won't go under, how overtime is priced, the shortest day you'll bill — and then price any role by working back from the margin you want. The bill rate falls out with overtime and travel already in it, worked out on the record rather than in a bid spreadsheet someone typed from memory. Every job then carries its contract value and its not-to-exceed, and how much of it you've used — authorized, billed, remaining, consumed — is read live. A change order raises the ceiling on the record, so the number you bill against is never quietly out of date.
Pricing & contractsA pipeline that does its own math
Track the work you're chasing the way you track the work you have. Every opportunity carries its own economics — what it's worth this week, in total, at what margin, and weighted for the stage it's in — worked out on the record, so the number the owner sees is the number the team sees. Win one and it becomes a job with its value, margin and scope already in it, no re-entry. And Your client portals keeps every client procurement portal you have to stay registered in — your W-9, insurance and safety packets — with what each packet needs and what is renewing soon, so a lapsed registration never quietly costs you a bid.
Business developmentKnow who's cleared to go before you send them
Your bench now reads by what each person can actually be put on — discipline, tier, availability — and before anyone is dispatched, the checks that must clear are read live off their record instead of ticked on trust. A credential that lapsed yesterday shows as failed today, without anyone having to remember to check. The hours people work split themselves into straight and overtime against the firm's rule, and a week only bills and pays once a manager approves it — so nothing goes out on hours nobody signed off. Pay stays the firm's to see; a staffing manager places people without seeing what they cost.
Crew & mobilizationBill from proven work, and see the firm's money on one screen
Every billable line now traces to a record that actually closed — a QA inspection that passed, an approved week, a per-diem day that happened — with the quantity taken from the work, not typed. Closing a billing period freezes what it covers, so the same hours can never go out on two invoices; a correction is a new period, never a quiet edit. Invoices issue through the QuickBooks you already run, or you register one you raised by hand, and it ages on the record either way — Veristep never holds the money. What clients owe and how far past due, what you owe your contractors, and the firm's revenue, margin and cash across every job all read from the same record, summed where the data lives.
Billing & moneyWaive a requirement, on the record
A submittal the owner agreed was not needed for this particular unit, or a hold point another party already covered, can be marked waived instead of sitting in the gap list forever. It stops counting as outstanding and stops going overdue; the line itself stays in the register wearing the waiver, with the reason and the name of whoever decided, and it goes to the owner in the closeout package. A waived hold point stops holding the work behind it, the check can close without it, and nobody can quietly fill it in afterwards. The call belongs to the project manager or the firm's manager — a technician records evidence and cannot waive the requirement to produce it. Waivers can be withdrawn and the requirement comes straight back; both decisions stay on the record, and nothing is ever deleted.
What is the closeout package?Sign in with your company login
If your firm runs Microsoft, Google Workspace, Okta or another identity provider, your people can sign in with the login they already have. On the sign-in screen, choose Sign in with your company, type your work email, and you are sent to your company's login and straight back in. Your administrator asks for it under Settings → Security & two-factor with your firm's email domains and your identity provider's metadata URL; a person from Veristep sets it up and confirms by email. It signs people in — it does not add them. Your administrator still adds each person under People & access, and the password door stays open beside it.
How single sign-on worksA purchase order becomes machines on the register
Drop a PO or a submittal into the register — a PDF, or a photo of one taken on the iPad — and the assistant proposes every machine it names, each with the page and the exact words it came from so you can check it against the paper. Correct anything it misread, tick what is right, and the machines are created the same way the form creates them, under your name, with their QR codes and document checklists. Each record says where it came from and that you confirmed it. Nothing is written until you say so, and this reads machines only for now.
How reading a document worksAsk, from the field
The Ask box is on the tablet now, under your name in Field Mode — one wide bar, built for a gloved hand in a bright room. Tap it and a sheet slides up from the bottom: type a machine, a check, a person or a question, and it finds them or answers, the same as at the desk. Ask about the check you have open and it knows which one you mean. Lose signal and the box still finds your own screens — Scan, Log an issue, My day, the full app — and says, in one quiet line, that it cannot reach the rest until you are back on signal. Nothing spins, nothing errors.
Ask why — and get the record's answer, not a guess
Ask the box why a check will not close, why a deficiency is overdue, why a machine is not commissioned, why someone got an email, or why you cannot do something today, and the answer is read straight off the record: the step that still needs a reading and the range it must land in, who did the work and so cannot accept it, the days past due and who is responsible, the notice that went out and what sent it, the workspace's plan and your role. Under the sentence is the record's own history, each line linked to where it lives. No one drafts it — not a person, not the AI assistants — so it carries no assisted mark. When the record has nothing to say, one of the AI assistants answers from the written help, as before.
Why a check will not closeThree things need you today — in your inbox before the day starts
If you run the firm or manage a job, one short email arrives early each morning, before the working day starts on the East Coast: the three things on your dashboard most worth opening first — a critical deficiency still open, a decision the AI assistants are waiting on, documents past due, a trial about to end — each with a count and a link, and how many more are waiting. Nothing to say, nothing sent. It is written from the same numbers the dashboard shows, so it never surprises you. Turn it off under Notification settings if you would rather look for yourself.
How the briefing worksA heads-up before maintenance, on every screen
When something is planned — a short read-only window, a change to how labels print — a strip under the top bar says so on every page, and the same note lands in your notifications. Maintenance shows in the warning colour so it is not skimmed past; a plain notice in the quieter one. Dismiss it on the device in front of you and it stays dismissed there; a new device shows it again until it is over.
One Ask box that finds anything and answers in plain words
Search and Ask are the same box now. Start typing and it finds the machine, the room, the rack, the job, the check, the person or the help page as you go — only what your own access lets you see. Ask a question in a sentence ("why is this check blocked?", "how do I close out a room?") and one of the AI assistants answers from the written help, signs it, and links the pages it drew on. Tell it whether the answer helped; that is how it gets better.
Your account is yours to keep current
Profile now holds your name, phone, address, the email you sign in with and your password, and you change any of them yourself. Forgot the password? Ask for a link from the sign-in screen and set a new one. Notifications only reach the account they are for, and if you are an owner or a vendor you will no longer see a clock or a time sheet that was never meant for you.
Ask the product to take you there, or to do it
Press ⌘K (or the Ask button on an iPad), type what you want in your own words, and Veristep takes you to the right screen, offers the article that answers it, or — for a handful of everyday things like adding a machine, opening a check or inviting a colleague — shows you exactly what it is about to do and waits for your yes. It runs as you, under the same rules as the form, and lands on the record marked as assisted. "Show me around" walks a new person through the workspace.
A clearer map of the site
The site's navigation now matches how people actually decide: who you are, what the product does, and what it proves — instead of one long menu. New pages walk through each workflow on its own, six pages cover who the product is for, and Support has a real home instead of a footer link.
Browse the guidesMessaging that stays on the record, not in a chat app
Anyone tied to a job — your crew, the owner's rep, a subcontractor, a vendor — can now message each other right in the product. A conversation about a specific machine or check is attached to that record, so six weeks later the reason a retest was delayed is on the machine's history, not buried in a channel nobody can find.
One place for every conversation with us
An email to support, the in-app feedback box, and a question asked from the trial all land in the same thread now, and you can see the whole conversation — and the answer — from your own account. Ask a question, get an answer, and never wonder if it went through.
See SupportAsk for a signature or a sign-off, without anyone standing at the iPad
Some approvals need a specific person's word — an owner's rep, an inspector, a vendor — and that person isn't always on site. You can now ask directly: name what needs signing or reviewing, and only the person you asked can answer it.
See how handover worksHand a machine to its next owner without either of you starting over
Selling or transferring a single machine to a company that isn't already on the platform used to mean exporting records and re-entering them somewhere else. Now you can offer it straight to an email address — they accept it into their own workspace, the QR code keeps working, and every reading and signature already on the machine travels with it.
How it worksWhat happens to your record if you ever step away
The rules for leaving and coming back are now spelled out and automatic: ninety days read-only with every export open, then two years in an untouched archive an administrator can ask to reopen for a flat fee. Nothing is ever quietly deleted before then.
Read the detailsYour own domain, on your plan
The branded workspace add-on now goes all the way to a domain you own — qa.yourfirm.com, or whatever you choose. Turn it on from your plan, set the hostname, add one DNS record, and the link you send an owner or a sub is yours.
Set it up
Questions about any of this? The help center has the answers, or ask us.