The Wraptor handbook

Track — a live status page for every customer

Who it's for

Track is the public, no-login page your customer opens to see where their vehicle is in your shop — like a package tracker for a wrap, a tint job, or a PPF install. They don't need an account or a password; they just click the link you send. For you (owner, manager, or front-desk), Track is a customer-comms tool: it cuts down "any update?" calls by giving every customer a self-serve status page.

Where it fits

Every job in Wraptor automatically gets its own tracking link the moment it's created — there's nothing to turn on. Track is one of your public customer touchpoints, alongside the quote, proof-approval, pay and sign pages, and it ties them together: from the tracking page a customer can jump straight to their quote, review their proof, sign a document, or pay their invoice — and each of those pages carries a ← Back to your job link that returns them to the tracker. Two exceptions are worth knowing. An approved quote drops the link, because the "what happens next" panel it shows instead already offers Follow your job. The proof page carries it in the header from tablet width up, but not on a phone. The page reflects your live job board, so as you move a job across stages, the customer's tracker updates on its own.

Two things you control sit in different places, and it's worth knowing which is which:

What the customer sees on the page — the Customer column in Settings → Workflow decides which of your stages appear on the tracker and what they're called there.
What lands in the customer's inbox — the milestone rows on Settings → Customer messages decide which stage moves send an email. These are separate on purpose: showing a stage on the page does not email anyone.

Overview

When a customer opens their tracking link, they see:

Where the job is right now — a greeting built from the contact name on the record, or the company name when that's all you have ("Hi Dana, here's where things stand." — a record with neither gets no greeting rather than "Hi there"), a status word taken from the stage's customer label, a plain-English headline ("We've started on your window tint.", "Status: Design approved"), and the sentence you wrote for that stage on Settings → Customer messages, or Wraptor's default. Under it a step bar reads Step 3 of 6 across the stages you chose to show. It's a count of real steps, not a percentage — a made-up "68% complete" was never a number your shop could stand behind. On a laptop every bar is labeled; on a phone the bars are unlabeled and one line names the current step. A short list under the bar shows the last completed step with its date, the current step (In progress), and the next one (Up next).
Job details — the job title, number, and their vehicle, plus a small pill for the wrap type when it agrees with the trade you sold them (a tint customer never sees "Full Wrap"). An Expected completion date shows whenever the job has a due date — unless you switch off Show the due date on their page on the job's Customer tab.
Their quote — if the job's latest quote has been sent, a card links straight to the quote page. While it's waiting on them the card reads Waiting on you with Review and approve →; once approved (or expired) it reads Your quote with View your quote →. Draft and declined quotes never appear.
Everything they owe — one card per open invoice (sent, partly paid, or overdue) with its live balance and Pay securely online →. A Past due invoice is styled as overdue rather than quietly listed with the rest; the others read Balance due. A paid invoice drops off the page.
A "Review Design Proof" button — appears when you've sent a proof, showing the version and a Pending Review / Approved / Changes Requested chip. Once approved it reads View Approved Proof.
Documents to sign — a document you've sent for e-signature shows as Review & sign: {title} with an Action needed chip, opening the sign page. Signed documents stay listed as "{title} — signed {date}" with View / PDF.
Condition report cards — appear once your shop submits a check-in (drop-off) or check-out (pickup) walkaround from Inspections: Drop-off inspection or Pickup inspection, the graded checklist (OK / Attention / Fail), the photos and video clips, any damage notes taken at the time ("Noted at the time: …"), and — for a signed report — a Signed badge with the customer's name and signature timestamp plus a PDF link.
Updates — a timeline of the stage moves the customer was allowed to see, plus every message you sent with Send an update. Moves into hidden stages and internal notes never appear here; the card is left out entirely while there's nothing to show.
A review prompt — appears once the job is complete: five stars, "Happy with your window tint?" (worded for the trade), and a Leave a Review button that opens your Google review page. It needs the Review request row on Settings → Customer messages to be on (or left on its automatic rule), a saved Google review link, and a destination that includes Google. A job you cancel or archive never shows it.
Your shop's contact details in the footer — name, phone, email, and address.

The page leads with your shop on every plan — your logo up top once you've uploaded one, your shop name otherwise. Every current plan — Wraptor Starter, Wraptor Shop, and Wraptor Fleet — and the 7-day trial remove the small "Powered by Wraptor" note from the footer; it shows only on the pages of a shop with no plan. (One exception: a shop still on the retired $150 plan from before the current lineup keeps the note.) The quote, pay, and email-preferences pages wear the same dark header and footer and follow the same rule, and the proof and sign pages — kept light so artwork and documents read true — carry the same ← Back to your job link, so a customer walking from the quote to the tracker to the invoice stays with one brand — yours. Those two are the exception to the plan rule: the proof page and the sign page print "Powered by Wraptor" on every plan.

Trade wording. The tracker's headlines, the milestone emails, the updates you send, and the review ask are written from the service line on their quote (or, when your shop sells a single service line, from that) — a wrap customer reads "your wrap", a tint customer reads "your window tint", a PPF customer reads "your paint protection film". Other work, a line you added yourself, or a job Wraptor can't classify reads the neutral "your project". The tracker button on the rest of your customer emails is still fixed wording, whatever you sold: the quote emails (sent, reminders, win-back) and the invoice email read Track Your Project, and the proof-ready and payment-receipt emails read Track Your Wrap.

Closed jobs. A job you cancel or archive shows Closed and "This project is closed." — no completion claim, no quote card, and no review ask.

Track isn't a screen inside your dashboard — it's a link you share with the customer. The link looks like wraptor.app/track/<code> and is unique to each job; the browser tab reads "Job JOB-0042 — {your shop}". You manage it from the Customer tab on the job panel (see Jobs): Open it, Copy link, Send tracking link, Preview as customer, or Regenerate link. Customers also receive it automatically inside the emails Wraptor sends them, on a tracker button (see Trade wording above for how that button is named). A link that no longer exists — a regenerated one, or a mistyped code — lands on a plain Link unavailable page. Tracking links issued for design orders paid before the public Designs storefront was retired continue to work.

Want to see what it looks like first? The guided demo's tracker at wraptor.app/demo/track shows the experience end to end.

Capabilities

Self-serve status for customers

A live, always-current view of where the job is — no login, works on any phone. Stage labels come from the Customer column in Settings → Workflow, so the customer reads "Being installed" while your board still says "Bay 2".

You choose which stages the customer sees

Each stage in Settings → Workflow has a Customer control: an eye toggle that puts the stage on the tracker, and a box for what the customer should call it (leave it blank and they see your own stage name). Hidden stages don't appear in the step bar and don't change the step count — hide "Lead" and "Quoted" and the customer's journey starts at the point they'd recognize.
The Customer view row under the stage list turns the tracker on for a whole board in one click — pick Wrap, Color Change, Tint, PPF, Print, Signs, or Full Service and Wraptor opens the eye on the stages that trade preset knows, filling in customer wording where you haven't typed any. Stages you added yourself stay hidden until you open their eye, and wording you already typed is left alone. Turn off hides every stage again and keeps your wording.
The line under the stage list tells you exactly what the customer's journey reads as, end to end ("Customers see 4 of 7 stages: Quote sent → Scheduled → Being installed → Ready for pickup").
Turning a stage on is display only. Nothing is emailed because a stage became visible.
Boards that existed before the Customer column shipped start with every stage hidden. Nothing about a running shop changed on the day it landed — use the Customer view row or the eyes to switch it on. New shops seeded from a trade preset start with their stages visible and sensible customer labels already filled in.
The job's Customer tab tells you when the page won't show progress, in an amber line under the link buttons: "No stages are shown to customers yet — their page shows the job, not its progress. Turn on the eye in Settings → Workflow stages." or "This job's current stage is hidden from customers — their page still shows the last stage you did show", naming the stage they're missing. Both carry an Open settings link that lands on Settings → Workflow.

Milestone emails, not one per stage

Wraptor's customer emails on a job are fixed milestones bound to what a stage does, not one message per column: Scheduled, Work started, and Ready for pickup. Whatever your board looks like — seven stages or twelve — a customer gets at most one email per milestone across the whole job.
Each milestone is an on/off row on Settings → Customer messages — Scheduled, Work started, and Ready for pickup. All three are off until you switch them on. Each row shows which of your stages it is bound to and when it last went out; a milestone with no bound stage on your board never sends, and the row says so (a board with no Scheduled column simply has nothing to fire that one).
Click Edit what the customer reads on a row to write your own sentence for each bound stage. Leave it empty and the customer gets Wraptor's default in the words of the trade they bought — the same sentence appears on their tracking page when that stage is visible.
Off means off. A shop that has switched nothing on sends nothing. There is no migration, preset, or workflow reset that turns a live shop into a sender.
One send per milestone, ever. Moving a job out of a stage and back in does not email the customer twice — Wraptor checks whether that milestone has already gone out on that job.
If you run quiet hours, a milestone that falls inside the window is held and sent when it closes, like every other automated message.
Wraptor picks the milestone from the stage's role, not its name, so renaming "Installing" to "In the bay" doesn't break anything.

One-off updates when there's news

The job's Customer tab has Send an update for the things a milestone can't predict — a part delayed, a color swap, a question answered. Write up to 1,000 characters and press Send update: it goes to the customer as an email and the same words land on their Updates timeline.
There is no prompt on stage moves. Dragging a card never opens a "do you want to email the customer?" dialog — that design nagged shops on every drag and is gone.

One link to everything

From the tracker, customers reach their quote, their proof, every document waiting for their signature, and every open invoice without hunting for separate emails.

Know whether they looked

The Customer tab shows how many times the tracking link has been opened and when it was last opened ("Not opened yet.", "Opened 3 times · last …"), and you get a bell the first time a customer views it ("JOB-0042 — the customer opened their tracker"). Use Preview as customer when you want to check the page yourself — that view deliberately doesn't count, otherwise the counter would only ever be measuring you. (Open loads the customer's real link, so it does count.) Link previews from chat apps and mail scanners don't count either.

See your own drop-off and pickup photos

Once a shop submits a check-in or check-out condition report, its walkaround photos, video clips, graded checklist, and any damage notes show up here automatically — no extra step for the customer.

Let the customer manage their own email

A Manage what we email you link sits in the footer of seven of the emails Wraptor sends for you: quote sent, the quote reminders, the win-back, proof ready, invoice sent, payment received, and the job update you send from a job's Email tab. It opens the customer's Email preferences page — same dark shell as the tracker — with three switches: Reminders about your work, News and offers, and Text updates (stored for when texting ships). Quotes, invoices, and job updates are the work itself and always send; the page says so. Whatever they choose lands on their contact record in Customers.
The three milestone emails and the Customer tab's own sends don't print that footer link today. A customer still reaches the page from any of the emails above, and you can flip Reminders by email for them yourself on their contact record.

Your brand, not ours

Your logo (or your shop name) heads the page on every plan; every current plan, the trial included, also drops the "Powered by Wraptor" note in the footer.

Step-by-step tasks

Share a tracking link with a customer
1. Open the job from the board and go to the Customer tab.
2. Use Send tracking link to email it, or Copy link to paste it into a text.
3. Many Wraptor emails already carry the link — check What we've sent them on the same tab before sending a second message.
Choose what the customer sees
1. Go to Settings → Workflow.
2. Quickest: in the Customer view row, click the trade that matches your board (Wrap, Tint, PPF, …) and confirm.
3. Or, in the Customer column, click the eye on each stage the customer should see and type what they should call it (for example, Installing → "Being installed"). Leave it blank to reuse your own name.
4. The line under the stage list tells you exactly what the customer's journey now reads as, end to end.
Turn on the milestone emails
1. Go to Settings → Customer messages.
2. Switch on Scheduled, Work started, or Ready for pickup — each is its own row, and each row shows which of your stages it fires from.
3. From then on, a job reaching that milestone emails the customer once, in the words of the trade they bought. Click Edit what the customer reads on the row if you'd rather they read your sentence.
Send a one-off update
1. Open the job → Customer tab → Send an update.
2. Write the message and press Send update. It emails the customer and appears on their tracking timeline under Updates.
Check the page before you send it
1. Job → Customer tab → Preview as customer.
2. You see exactly what they'll see. This view doesn't count as a customer visit.
Turn on the review prompt
1. Go to Settings → Customer messages and find the Review request row.
2. Paste your Google review link on the row and click Save link. Pick where to Ask on — Google, Wraptor listing (needs a claimed directory listing), or Both — and set Send after in hours.
3. Switch the row on (until you touch it, it's on whenever a Google link is saved or your listing is claimed).
4. When a job reaches your final stage, the tracker shows the Google review prompt and the review-ask email goes out after the delay. A job gets one ask, so pulling the card back and dropping it on the finished stage again doesn't ask twice. A shop asking on its Wraptor listing only gets the email ask with a link to the verified review form; the tracker card itself is Google-only.
Put your branding on the page
1. Upload your logo in Settings → Shop Settings.
2. It heads every customer page on any plan. On any current plan, the trial included, the "Powered by Wraptor" footer note disappears as well.

Settings & permissions

No setup, no permission Track works out of the box for every job and needs no permission to enable — it's a public page protected only by its unique link. There's nothing in the role editor for it.

What Settings controls

Settings → Workflow — which stages the customer sees and what they're called there (the Customer column and the Customer view row). Opening Settings needs the Settings permission (by default, the Manager role and the owner); saving a stage — its name, its eye, its customer label — goes through the same door as any stage edit and also needs the Jobs permission.
Settings → Customer messages — the milestone email switches, quiet hours, your timezone, and the Review request row with your Google review link all need the Settings permission. The per-stage boxes behind Edit what the customer reads save as a stage edit, so they need the Jobs permission as well. The Manager role and the owner hold both.
Settings → Shop Settings — shop name, logo, and the contact details shown in the footer.
The job's Customer tab — sending the link, sending an update, showing or hiding the due date, and regenerating the link need the Jobs permission; reading What we've sent them needs the Billing & Quotes or Settings permission.

Branding by plan Your logo shows on every plan. The "Powered by Wraptor" footer note goes away on every current plan and during the trial; it shows only for a shop with no plan — see Plans.

Tips & common pitfalls

The link is the key — treat it like one. Anyone with a job's tracking link can see that job's status, vehicle, and quote/proof/sign/pay buttons. It's fine to share with the customer, but it isn't private beyond "you have the link." If it went to the wrong person, Regenerate link on the Customer tab kills the old one immediately and resets the view counter.
Visible ≠ emailed. Showing a stage on the tracker doesn't send anything. The two controls live on different pages precisely so you can narrate the job on the page without filling anyone's inbox.
What the headline says when nothing is switched on. With every stage hidden, a job on a Scheduled or work stage reads the milestone sentence for its trade ("We've started on your window tint."), a finished job reads "Your window tint is ready.", any other stage reads "We're working on your …", and there is no step bar — turn the eyes on in Settings → Workflow and the step bar appears. A bare "Status: …" means the job is on a stage you've switched on that isn't one of the three milestones (Design, Deposit…), or on a stage that no longer exists on your board.
Only sent proofs and invoices show up. A proof appears on the tracker once you've sent it for review — drafts stay hidden. Same for invoices: a card appears for invoices you've actually sent that still carry a balance, and disappears once they're paid or voided.
The date shows unless you hide it. A job with a due date shows it to the customer as Expected completion, and the Scheduled email carries it too. Switch off Show the due date on their page on the job's Customer tab when a date isn't firm — a date on their screen is a date they'll hold you to.
Condition reports appear as soon as they're submitted, signed or not. A check-out walkaround can be submitted without a customer signature (if they're not there to sign) and it still shows up here — only check-in requires a signature to submit. The PDF link appears on signed reports.
The review prompt on the page needs a Google link. No saved Google review link means no button on the tracker, even on completed jobs. A claimed listing still gets the review ask by email, pointing at the verified review form instead.
A contact who turned reminders off doesn't get milestone emails. If a milestone sent nothing, check the row is on, that it hasn't already gone out on this job, that the customer has an email address, and that Reminders by email is on for their primary contact — they can switch it off themselves from the Manage what we email you link in your quote and invoice emails. The Customer tab's What we've sent them shows what actually went out.
Status updates follow your board. The customer's tracker mirrors your job board stages — move the job and the page updates automatically, so keep stages current.
Applying a workflow preset doesn't touch your customer labels. Resetting or re-applying a preset on a live shop leaves the Customer column exactly as you set it, so you never lose the wording you wrote or accidentally start showing customers stages you'd hidden. Only the Customer view row (or the eyes) changes what customers see.
Treat the tracking link as private. Anyone holding it can view customer documents and request a repeat print order.

Order print work again

Completed print jobs with an approved print specification offer Order this again on the tracker and the customer account portal. The button creates a lead for the same customer with the previous sizes, quantities, material and finishing choices. The shop receives an in-app notification and confirms pricing and artwork before accepting the order. Repeat taps on the same order in one day reuse the request.

From the shop, use Reorder on the job's Quotes tab or its Money → Quotes row. This creates a new job with a draft quote, reads current catalog rates, and clears artwork filenames, production notes and approvals. Price changes are noted on the draft. If a recipe or finishing option is no longer available, the draft keeps its previous rate and asks you to review it before sending. Older products match by name and material only when there is exactly one matching catalog recipe.

Jobs — the Customer tab holds the tracking link, the update sender, the due-date switch, the view count, the message history, and the preview; the board's stages drive the tracker.
Quotes — the quote card on the tracker opens the customer's quote page.
Proofs — the "Review Design Proof" button opens the proof-approval page.
Documents — documents sent for e-signature appear as Review & sign cards.
Inspections — check-in and check-out condition reports appear on the tracker with their photos, notes, and signed PDF.
Fleets — a fleet customer's account page names each vehicle's stage by the same Customer column rules, so a hidden stage never leaks there either.
Invoicing & billing — open and overdue invoices appear on the tracker with a pay button each.
Settings — the Workflow Customer column, the Customer messages rows, quiet hours, shop details, and the Review request row.
Customers — the contact switches the customer's preferences page writes to.
Autopilots — the read-only scoreboard for what the automated messages actually sent.
Plans — every current plan and the trial remove the "Powered by Wraptor" note from customer pages.
Designs — historical tracking remains available for orders paid before the public storefront was retired.
Directory — the public, search-facing front door where customers find your shop before they become customers.
Workflow map · Personas