Audit Trail (Who Changed What)

Your account keeps an audit trail: every time someone creates, changes or deletes one of your key records, it notes who did it, when, and the values before and after. If an invoice total changed, a product price moved or a customer disappeared, the trail can show who did it and what it said before. This article covers what is recorded and how to get at it.

Before you start

There is nothing to switch on. The audit trail runs on every account, in the background, for everyone who uses the app.
There is no screen in the app for browsing the audit trail yet. To see the history of a record, contact support (see Getting a record’s history below).
Scheduling changes already have their own screen: Schedule History. See Schedule History.

What is recorded

For each change the trail keeps:

Who made it: the email of the person signed in, or a note that the system did it (for example a nightly job, or an online payment that arrived from Stripe).
When it happened.
What happened: created, changed or deleted.
Old and new values. On a change, only the fields that changed are kept, side by side. Changes to invoice, payment and estimate lines are included, so an edited line shows up too.

Passwords are never recorded.

Which records are covered

Area	Examples of what is recorded
Invoices	Created by hand, from the crew app, or by your billing runs; edits, line changes, deletes. When someone clicks Generate invoice, that person is named
Payments	Recorded payments, deposits, refunds, and online payments, including which invoice an online payment was applied to
Estimates	Created, edited (office or crew app) and deleted, with line changes
Customers	Created (including from a converted lead), edited, deleted
Products	Created, edited, deleted. A price change shows the old and new price. Chemical products too
Jobs and properties	Created, edited, completed, put on hold and resumed. A completed job that reopens because someone added a visit names the person who added it
Programs	Programs, program rounds (including round status changes) and program types
Seasons	Seasons and season types, including activate, suspend and end. A season ended automatically overnight is recorded as a system change
Crews	Crews and who is on them
Leads	From the office, the crew app, your website form and the AI receptionist
Users	Name, email and access changes, and new users
Company settings	Tax rate, invoice layout, address, document header and portal settings
AI receptionist	Every change saved on the receptionist screens: who, what they did, and the values they saved

Some areas keep their own history and are not repeated here: schedule changes (Schedule History), chemical application logs, portal estimate approvals (stamped on the estimate), invoice emails, and website builder versions.

Getting a record’s history

Email support with:

Which record: for example the invoice number, customer name or product name.
Roughly when the change happened, if you know.
What you want to know (for example “who deleted this payment” or “what was the price before”).

Support will look it up and send you who changed it, when, and the before and after values.

How long records are kept

Audit records are kept for at least 30 days, and in practice much longer. From time to time the LandscapingSoftware.com team may move older records out of the live system into a secure archive file. Nothing is thrown away: records are only removed from the live system after the archive has been saved, and archived records can still be looked up by support.

Tips & best practices

Give everyone their own login. The trail names the person signed in. If two people share one login, it cannot tell them apart. See Managing Users.
Remove access for people who leave rather than sharing their login with whoever replaces them.
Ask early. If something looks wrong on an invoice or a price, ask while the dates are fresh in everyone’s mind.

Schedule History: who moved, skipped or changed a visit
Managing Users: one login per person
Company Settings