How projects, properties, quotes and jobs fit together

The big picture

Think of it as folders. The customer is who you work for. A property is their house. A project is one build at that house. Inside the project sit the plan, the quotes, the jobs and the invoices.

The property and the project are both optional. A quick call-out needs none of them — just a customer and a job.

Customer

The person or business you work for. Every quote, job and invoice has a customer. Their details — mobile, email, address, ABN — fill in everything else, so you only type them once.

Find them under Customers in the Work menu.

Property (optional)

The home itself, for places you keep going back to. A property holds your team’s notes (switchboard location, gate code — lockable with a PIN), and every project and job done at the address, with their photos.

Most properties come from a finished project: tap ✓ Mark project completed, then 🏡 Turn into property. See Customers and properties.

Project (optional)

One folder per build — a new house, an extension, a big reno. A project gets its own PO number and holds the plan, every quote (variations too), every job, the stage invoices, the supplier bills and all the photos. The top of the project shows Quoted, Invoiced and Paid.

See How to run a build as a project.

Quotes

What you send the customer to say yes to. A quote can come from your price book, a template, or straight off a plan with Auto-Quote. The customer accepts and e-signs on their phone.

A project can have many quotes — the original, revisions and variations. A quote on its own, with no project, is fine too.

Jobs

The work on site: when, who, the checklist, products and labour, photos and sign-off. An accepted quote makes one job, with the accepted lines already on it. You can also start a job with no quote at all — call-outs, warranty visits, small extras.

A job moves through Booked, Being completed and Done, then Invoiced.

Invoices

Paid is an invoice thing, not a job thing: the customer pays by card online with robot Pay, or you mark it paid.

• From a job — when the job is done, the invoice builds itself from the job’s lines. Any booking deposit already paid comes off.
• From a quote — a deposit invoice when the quote is accepted, or a draft for each stage of the payment schedule when the quote is in a project.
• From a project — tap + Variation for extra work.

Project or just a job?

• Just a job — one visit, one invoice. Call-outs, repairs, a switchboard upgrade, a few downlights.
• A project — several visits or stage payments. New builds, extensions, big renos, anything with rough-in and fit-off.
• A property — once the work is finished and you’ll be back for service, warranty or more work.

The life of a job, from quote to paid

1. 1
   Quote sent — tap Send to customer. Bigger job? Answer Is this quote a project? in the send window.
2. 2
   Accepted — the customer types their name to e-sign. If you had to take the yes over the phone, use Accept for customer.
3. 3
   Job booked — on the Home screen card, choose whether to send a deposit invoice, Pick a time (or Later), and whether to make it a project. Tap Done and the job is made.
4. 4
   Job done — on site, tap Start job, work through the checklist, add photos and get the customer’s sign-off. Then Finish job → Job completed.
5. 5
   Invoice sent — tap Send to invoicing, check the draft and send it. Or choose Invoice Now when you finish to send it on the spot.
6. 6
   Paid — the customer pays by card from the invoice (robot Pay), or on the spot with Scan to Pay. Or you tap Mark paid.