MadabaBooks

For the people who build something of their own

Buy it once. Run your whole business for life.

Clients, jobs, scheduling, invoices, payments, inventory, reminders and your books, in one program you own outright. No subscription, no monthly fees and no account to get locked out of. Just one calm, connected place for everything you’ve built.

Join early access See it for your business
  • One-time purchase, no subscription
  • Works offline on Windows
  • Your data stays on your computer
  • Illustrated teaching manual included

Built by a small-business owner in Driggs, Idaho, and used every day to run a real business.

Jobs
Clients
Your books, balanced
Scheduling
Inventory
Invoices
Payments
Bank reconciliation
Reminders
Email
Year-end
Reports

Made for retailers, consultants, independent nurses and physicians, delivery and route businesses, photographers, contractors, HVAC, plumbing and electrical pros, cleaners, landscapers and snow crews, landlords and short-term rental hosts, makers, repair shops and anyone who gets paid for their work.

See it in your business.

Every business is different. The pieces are the same: people, work, money and time. Pick yours.

A Saturday at Juniper & Pine

A busy counter, shelves to keep stocked, and a clear answer to the question every shop owner asks at closing: what actually made money today?

  • Fast counter sales that don’t clutter your customer list
  • Stock by department and location, with a low-stock view
  • Cost, retail price and profit on every item you sell
  • Card payouts matched to the day’s sales, fees included

A month at Ridgeline Consulting

Hours that need billing, a monthly retainer, and payouts from a payment app that bundle several clients together.

  • Clock in and out by client and job, then bill approved time at your rates
  • Monthly retainers with renewal reminders
  • Bundled payouts matched to each client’s payment
  • Business and personal expenses kept apart

A week for an independent nurse

Shifts at different facilities, agencies to invoice, licenses and certifications to keep current, and work expenses that belong on the books. For nurses, physicians and other clinicians who run their own practice or contract work.

  • Invoices to facilities, agencies and private clients
  • Reminders before your license and certifications expire
  • Work expenses like uniforms, continuing education and travel
  • Who has paid, who hasn’t, and for how long

MadabaBooks runs the business side of your practice. It isn’t a medical records system, so keep patient health information in your clinical software.

A delivery day at Valley Propane

Routes to run, drivers to assign and dozens of stops that each need a clear answer: delivered, skipped or a problem to follow up on.

  • Build each day’s routes and assign them to your drivers
  • Mark every stop done, skipped or failed, with a note
  • Save your regular routes as templates and reuse them
  • Print route sheets for each driver, and send stops to their phones
  • Stops linked to customers and work orders, with a complete history

Built for delivery, waste collection, propane and other route-based field service.

A wedding at Northlight Photo

A deposit to hold the date, a balance after the gallery is delivered, and lens rentals that belong on the books.

  • Deposits recorded as partial payments against the booking
  • The balance due shown clearly until it’s paid
  • Invoices emailed from your own address
  • Session dates and follow-ups on your calendar

A remodel by Summit Build

A deposit up front, materials pulled from stock, a printed sheet for the job site, and the odd return to the supplier.

  • Quotes and estimates that become the invoice once approved work is done
  • Printable job sheets with room for notes on site
  • Materials from inventory, with your cost kept private
  • Progress billing: a deposit, milestones and change orders, each its own invoice, with the final bill crediting everything already billed
  • Job profit report showing revenue, costs and margin for every job
  • Corrections made with credit memos, never by erasing

A week at Brightside Cleaning

Recurring homes and offices, supplies running low, and clients who pay by card, check or app.

  • Recurring invoices on your schedule: weekly, every two weeks, monthly and more, created once per period and never sent without you
  • Sites on a route with a visit log, billed only for the visits actually done
  • Supplies tracked in inventory, with a low-stock view so you reorder on time
  • Payments by any method, matched to your bank later
  • A clear list of who owes what, and for how long

A season at Green Valley Lawn

Weekly routes, seasonal contracts, a truck that needs its oil changed and invoices that need to go out every Friday.

  • Sites on routes with seasonal windows, like snow removal from November to March
  • A printable route sheet for any day, and a visit log that bills each visit once
  • Truck maintenance by date or mileage
  • Equipment you lend or rent out, tracked with deposits and return dates
  • Fuel, fertilizer and equipment expenses kept in one place

A busy day at the repair shop

Devices on the bench, parts on order, customers waiting for pickup and serial numbers to track.

  • Jobs from check-in to pickup, with private notes kept private
  • Device passwords stored in protected fields
  • Full history for every serial number
  • Pickups and parts follow-ups on your Today screen

A month at Elk Run Rentals

Long-term tenants and a couple of short-stay units, deposits to keep straight, and rent that needs to land on the first.

  • Properties, units and leases, with each month’s rent billed in one run
  • Security deposits held apart from income, kept for damages only when you say so
  • Airbnb and VRBO payout files brought in as bookings, with occupancy, nightly rate and platform fees
  • Rent roll, late tenants and a Schedule E worksheet by property
  • Owner statements for properties you manage for someone else

The last business software you’ll ever buy.

Most business software rents itself to you forever. MadabaBooks doesn’t. You buy it once and it’s yours, running on your computer, holding your records, for as long as you’re in business.

Buy it once

A one-time purchase. No monthly subscription and no price hike next year for the software you already own.

Updates when they matter

Fixes and improvements are delivered as they’re needed, not pushed on a schedule to justify a bill.

Nothing to lose access to

No cloud account that can be suspended and no servers that can go down. Your records stay on your computer, under your control.

Built around your business, not the other way around.

Every industry works differently, and so do the people in it. MadabaBooks can be shaped to fit how you actually work.

Modules made for your industry
Custom modules designed around a specific trade or practice, so the screens speak your language and follow your process.
Your brand on everything
Your business name, logo or family crest, colors and details on your invoices and documents, so every page looks like it came from you.
Requests that shape the software
Need something specific? Custom requests are built and delivered as updates to your copy.

From first call to final dollar.

Every step picks up where the last one left off. Nothing is typed twice, and everything links back to where it came from.

  1. Book it

    Pick the client, set a time or leave it open, and link it to the job. See it by month, week or day, and on Today.

  2. Do it

    Print a job sheet, log your time and pull materials straight from inventory.

  3. Bill it

    Turn time, materials and notes into a polished invoice. Your private notes stay private.

  4. Get paid

    Record deposits, partial payments and final payments by any method. Overpayments become client credit.

  5. Send it

    Email the invoice from your own address, with a clear record of what went out and when.

  6. Balance it

    Import your bank or payment-app statement and match every line, fees included.

Real software, not a mockup.

These are actual MadabaBooks screens from the current version, captured with a practice book for a made-up home services company. It’s a working program, used every day to run a real business.

MadabaBooks dashboard for a home services business with daily cash tiles and widgets for cash ahead, operating result, uncollected work, net profit, payments and receivables
DashboardEach of the last seven days at a glance, then the numbers that matter for the month: cash ahead, operating result, work not yet collected, payments and receivables.
Invoice screen showing a partly paid invoice with line items, amount due and the invoice log with status filters
InvoicesA partly paid invoice with its amount due, next to the invoice log with one-click filters for open, done, paid and due.
Service Bay with job counts by stage and a list of active service jobs
Service BayEvery job by stage, from intake and inspection to approval and in service.
Today screen listing the day's appointments with overdue invoice and late rent counts
TodayThe day’s appointments, overdue invoices and late rent in one place, each a click from its record.
Sales pipeline board with opportunity cards by stage and totals for pipeline value, weighted forecast and expected profit
Sales pipelineOpportunities by stage, with pipeline value, a weighted forecast, expected profit and overdue follow-ups.
Customer list with type, contact, phone, email, invoice count and lifetime value
CustomersEvery customer with invoice count, lifetime value and credit, plus import and duplicate merging.
Rentals portfolio dashboard with occupancy, rent roll, net cash flow, delinquent rent, deposits held and the rent roll by unit
RentalsOccupancy, rent roll, cash flow, late tenants and deposits held across every property, with the rent roll by unit below.
Quick Sale list of the week's counter sales with cost, card fees and profit
Quick SaleWalk-in sales with cost, card fees and profit on every line.

Start every day knowing exactly what matters.

Open MadabaBooks and Today is waiting: appointments, jobs ready to wrap up, invoices past due, renewals coming up and reminders for anything you’d otherwise forget, from client follow-ups to your truck’s registration.

  • Reminders that repeat on a schedule or after the work is done
  • Skip one occurrence without losing the series
  • Business and personal reminders together, kept private

Know your numbers match the bank.

Import a statement from your bank, card processor or payment app and match it line by line. MadabaBooks suggests matches, handles payouts that bundle several payments together, and records real fees. You confirm every match, then sign off the period.

  • Reads common statement exports, extra header lines and all
  • Shows anything missing from your books, and anything missing from the bank
  • Payment-app fees recorded from the real statement, not a guess
  • Sign off a period only when opening balance plus activity equals the closing balance

Catch the bills that quietly add up.

Track every subscription and recurring bill you pay, from software to phone plans. See your real monthly and yearly total, spot free trials about to start charging, and review each charge before it’s recorded, so nothing is counted twice.

  • Monthly and yearly estimates of what you actually spend
  • Trials ending soon, flagged before they hit your card
  • Business and personal subscriptions kept apart

Your inbox, right next to your work.

Send invoices and read your email inside MadabaBooks, using your own business address. Reply, forward and save attachments without switching programs, and know exactly what happened to every message you send.

  • Works with your existing email accounts, several mailboxes in one window
  • Record a customer’s payment straight from their email, with a preview before anything is saved
  • Drag files in to attach them, and a few seconds to undo a send
  • Encrypted connections and an encrypted local mail store
  • Folders, a reading pane and fast search, with Outbox, Sent and Drafts in one place
  • Messages shown safely as plain text, with no hidden tracking images
  • Every sent message marked Accepted, Failed or Uncertain, never resent automatically

Your shop, in your team’s pocket.

The MadabaBooks Companion app for Android puts the day’s work on your team’s phones. Scan a QR code on the main computer to pair a phone, choose what it’s allowed to see, and unpair it any time.

  • Today’s schedule and appointments at a glance
  • Customer lookup by name or phone number
  • Dispatch stops for the day’s routes
  • Job photos added straight from the phone’s camera

Works on your shop’s network over an encrypted connection, with each person signing in with their own PIN.

Quick in your hands.

Built for people who’d rather be working than clicking. Everything you need is a keystroke away.

CtrlKFind anythingJump to any customer, job, invoice or command by typing a few letters.
F6Focus modeHide the navigation for more room to work, and bring it back with one key.
CtrlSSave your workKeep drafts safe while you step away, without posting anything by accident.
CustomizeYour layoutChoose which modules you see, in what order and at what size.

Learn it with confidence.

You don’t have to learn everything on day one. Start with a client, an invoice and a backup, then add the rest as you need it.

A safe place to practice

Try every feature in a separate practice workspace with made-up records, so your real books are never at risk while you learn.

An illustrated manual

More than 80 pages of step-by-step lessons with real screenshots, worked examples and a “check your result” step at the end of each one.

Routines that stick

Simple daily and month-end checklists that keep your records current in minutes instead of a weekend before tax time.

Bring your team in. Keep your control.

Add workstations on your office network and give each person exactly the access they need. Your main computer stays the single source of truth, and every change is recorded.

Your rules, person by person
Choose what each employee and each workstation can view or edit, module by module. The stricter of the two always wins.
Shared customers, jobs and routes
Employees can look up and update customers, create invoices, record payments and run dispatch routes from their own computers.
Send email without sharing passwords
Employees send invoices and customer messages through the business mailboxes you assign, with sending limits you can pause at any time. The mailbox password never leaves your main computer.
Safeguards that don’t step aside
Completed invoices stay owner-only, payments can’t exceed what’s owed, paid invoices are corrected with credit memos, closed periods stay locked, and every change records who made it and why.
Protected sign-in
Each workstation is paired with your main computer, each person signs in with their own PIN, and the connection is encrypted.

Switch in an afternoon.

Moving from another program shouldn’t mean starting over. Bring your customers, what they still owe you, your bank history and your card sales, all checked before anything is saved.

Your customers
Import customer lists from QuickBooks, Xero, FreshBooks, Wave, Zoho Books, Jobber, Housecall Pro, ServiceTitan, Square, Google Contacts, Outlook or vCard. Phone numbers and addresses are cleaned up, duplicates are flagged, and existing details are never overwritten.
What customers still owe you
Bring over open invoices with their original numbers and due dates, so you can keep collecting from day one. Your totals have to match the old program’s report before anything is saved.
Your bank downloads
Reconcile with OFX, QFX and QBO bank files or the CSV layouts from major banks. Overlapping downloads are recognized, so nothing is counted twice.
Square, Stripe and PayPal
Card sales you already recorded are matched instead of counted again, actual processing fees replace estimates, and payouts land in the right place.
Nothing saved until you say so
Every import shows a full preview, makes a verified backup first, and can be undone. A checklist on your Today screen walks you through each step.

Room to grow into.

Start with invoices and payments. When the business needs more, it’s already there.

Quotes and estimatesPropose the work, record the approval, then bill what was actually done.
Sales pipelineTrack leads through your own stages, with next actions, due dates and expected value.
Time clockSave job presets with the person, rate and mileage, then clock in with one tap and bill only approved time.
Job stagesSee every active job at a glance: intake, inspection, awaiting approval, in progress, ready for the customer.
Parts orders and vendorsKnow what’s been ordered, what’s on the way and what has arrived for each job.
Lending and rentalsLend or rent equipment with deposits, due dates, printable agreements and condition at return.
Rental propertiesLeases, monthly rent runs, deposits held apart from income, Airbnb and VRBO bookings, a portfolio dashboard and a Schedule E worksheet.
Merge duplicate customersFind customers entered twice by phone, email or name, preview every merge first, and keep a full history you can undo from.
Sharp on any screenA clean, modern look that stays crisp on 4K and high-resolution displays, with windows sized to fit your screen.
Team time and payroll prepEmployee time records organized and ready to hand to your payroll provider.
Your logo, your payment codeYour company logo on invoices, quotes and work notes, with your own payment QR code printed right on them.
Field service sheetsPrintable job sheets with room to write on site, ready to turn into an invoice when you’re back.
Recurring invoicesTemplates on your schedule, from weekly to annual, with a preview first. Each period is billed once, and nothing is emailed without you.
Progress billing and depositsBill a big job in stages with a deposit, milestones and change orders. The final invoice credits everything billed before it.
Job profitRevenue, costs and margin for every job, so you know which work actually pays.
Friendly payment remindersA preview of polite reminders for invoices coming due or past due, and for tomorrow’s appointments. You pick which ones go, and send them yourself.
HVAC, plumbing and electricalMaintenance agreements with scheduled visits, equipment at each customer site, and starter checklists and price books you set.
Cleaning, landscaping and snowSites on routes with seasonal schedules, a route sheet for any day, and a visit log that becomes one invoice per site.
Dispatch and route sheetsBuild daily routes, assign drivers, track every stop and print clean route sheets for the road.
Save everything at onceOne Save All button saves every changed form, while new invoices stay safe as drafts until you submit them.
Colors that are yoursGive each module its own color and arrange your navigation the way you work.
Continuity plansEncrypted business and personal plans so the people you trust know what to do if you can’t be there.
No double-bookingBook an appointment that overlaps another for the same person and MadabaBooks asks before saving it.
Attachments and audit historyKeep documents with the records they belong to, and see every important change.

Books you’ll never have to apologize for.

Most small-business software treats accounting as an afterthought. In MadabaBooks it’s the foundation, built on the same rules professional accounting systems follow. Hand your accountant a package you’re proud of.

Paid invoices are protected
Once money is received, an invoice can’t be deleted. Refunds and corrections are recorded as separately numbered credit memos, so the full story stays on record.
Business and personal never mix
Personal purchases never slip into business deductions, and every report adds up from income to net.
Sales tax kept separate
Sales tax you collect is tracked as money owed to the state, not as income, with a sales tax payable report that shows what you’ve collected and paid.
Finished periods stay finished
Lock past periods so nothing changes after you’ve reported it.
A guided year-end
A checklist walks you through every review and produces one verified package for your accountant.
Your paper history, too
Paperwork Catch-Up lets you enter old handwritten invoices a few at a time, flagging anything uncertain instead of guessing.

Because your business is only half your life.

Most owners run their household the same way they run their business: on scraps of paper and memory. A separate Personal book brings home into the same calm, organized place, without ever touching your business records.

Family center

Chores and allowances that are approved and credited once, family members, and what you hold for each person, with printable charts.

Household and budget

A monthly budget for needs and wants, with priorities and decisions you can revisit, plus household calendars, routines, personal spending, savings goals and printable planners.

Vehicles

Reminders by date or mileage, like an oil change every 6 months or 5,000 miles, registration and insurance renewals, and full service history with receipts.

Secure Vault

An encrypted vault with its own master password for logins and account numbers, with full password history and a recovery code.

Private journal

A private place for your own notes and thoughts, kept separate from every business record.

Continuity plans

Encrypted business and personal plans so the people you trust know what to do, and who to call, if you can’t be there.

Your business stays yours.

MadabaBooks runs on your computer, not someone else’s server. No account to get locked out of, no monthly cloud holding your records. You decide where everything lives and where every backup goes.

Verified backups
Every backup is checked after it’s made, and one Back Up Everything action protects your records, email, vault and settings together in a single encrypted file.
Backups you’ve actually tested
Check Last Backup opens your newest backup the way a restore would, in a separate area, and tells you it passed. MadabaBooks also warns you if your books sit in a syncing folder that could damage them.
Safe updates
Before an update changes anything, a verified checkpoint is saved. Restoring a backup is all or nothing: if any step fails, everything is put back exactly as it was.
Encryption where it matters
The Secure Vault and the email center are encrypted with their own passwords, separate from your sign-in PIN.
Nothing important changes by accident
Payments, refunds and locked periods require owner approval, and everyday corrections keep a before-and-after history.

Honest by design.

MadabaBooks keeps your records. It never pretends to do more than it did.

  • It never moves your money.Recording a payment or refund documents what happened. Charging, transferring and depositing stay in your hands.
  • It never sends without you.Every email is reviewed and confirmed before it goes out, and nothing is retried automatically.
  • It never erases history.Corrections are recorded as corrections, so you can always see what changed, when and why.
  • It never guesses.Unclear dates, unknown payments and possible duplicates are flagged for you to decide.

One system, four editions.

Start with what you need today. Every edition shares the same foundation.

Personal

Home, family, vehicles and personal money.

Early access now

Business

Owner-operators, service businesses and shops.

Early access now

Corporate

Teams, multiple locations and growing companies.

Planned

Mosaic

Every edition in one: your business and your life together.

Early access now

Many pieces. One picture.

Madaba, Jordan is known as the City of Mosaics. Its most famous treasure is a sixth-century map made from more than a million small stones, each one in its place, together forming one complete picture.

A business works the same way. Clients, jobs, invoices, inventory, money and the life around it are separate pieces, but they belong to one picture.

MadabaBooks was built by a small-business owner in Driggs, Idaho, who needed one program that did everything, kept honest books and never lost a record. It runs that business every day.

Questions

Is it only for tech or repair businesses?

No. It’s built for anyone who books work, does it and gets paid: landscapers, photographers, cleaners, consultants, contractors, tutors, makers and more. Repair shops get a few extras, like device and serial-number tracking.

Do I need to know accounting?

No. You record what actually happened: a job, a payment, an expense. MadabaBooks keeps it organized and consistent, and produces a clean package for your accountant at year-end.

Can it handle employees?

It keeps employee time by job and organizes it for payroll preparation. It doesn’t run payroll, calculate withholding or file payroll taxes; your payroll provider still does that.

How long does it take to learn?

Most owners start with customers, invoices, payments and backups, which takes an afternoon. The illustrated manual and a practice workspace let you learn everything else at your own pace, without touching your real records.

What does it run on?

Windows computers. It’s a desktop program, so it’s fast, stays sharp on high-resolution screens, and keeps working whether or not a website is online.

Where is my data stored?

On your own computer, in a location you choose, with verified backups you can keep on another drive or in a cloud folder of your choice.

Do I need an internet connection?

Not for everyday work. Internet is only needed for optional features such as sending and receiving email.

Can I bring in my old records?

Yes. Import your customers, open invoices, bank downloads and Square, Stripe or PayPal reports, each with a preview and an undo. Paperwork Catch-Up handles old paper invoices at your own pace.

Can more than one computer use it?

Yes. Paired workstations on your office network can work with customers, create invoices, record payments, run dispatch routes and send email, with each person’s access set by you. Corrections, refunds and voids stay on the main computer, which keeps one trusted set of books.

Can I switch from QuickBooks or another program?

Yes. Customer lists and open invoices can come over from QuickBooks Online or Desktop, Xero, FreshBooks, Wave, Zoho Books, Jobber, Housecall Pro, ServiceTitan and Square, or from any spreadsheet by matching the columns yourself. You review everything first, and nothing is saved until you approve it.

Is there a phone app?

Yes. The MadabaBooks Companion app for Android lets your team see the day’s schedule, look up customers, follow dispatch stops and add job photos. Phones pair by QR code, work over your shop’s network, and can be unpaired at any time.

Can my employees email customers?

Yes. You choose which employees can send, and from which business mailbox. They send through your main computer, so they never see the mailbox password, and every message gets a clear sent result.

Is it a subscription?

No. MadabaBooks is a one-time purchase. You buy it and own it, and updates and fixes are delivered as they’re needed. Pricing, including options for additional workstations and team members, will be announced at launch, and early access members get founding-member pricing.

Can it be customized for my industry or brand?

Yes. Custom modules can be built for a specific trade or practice, and your business name, logo or crest can appear on your documents. Tell us what you need when you request early access.

Can I manage rental properties?

Yes. Turn on Rentals for a book to track properties, units and leases, bill each month’s rent in one run, hold security deposits apart from income and bring in Airbnb or VRBO payout files. A portfolio dashboard shows occupancy, the rent roll and late tenants, and a Schedule E worksheet groups income and expenses by property.

Can I use it for my nursing or medical practice?

Yes, for the business side: scheduling, invoicing facilities, agencies and clients, expenses, and license and certification reminders. It isn’t an electronic health record, so patient health information belongs in your clinical system, not in MadabaBooks.

You built something real. Run it like it.

Buy it once and own it for good. We’re inviting a small group of owners to use MadabaBooks before launch. Tell us about your business and we’ll be in touch.

Request early access