Guide for Office Staff

Office staff keep the machine running: turning accepted proposals into scheduled visits, turning completed work into invoices, and turning invoices into cash. Your home pages are the Calendar, the Jobs page, the Invoices page, and Reports.

Schedule the work

The Calendar shows every visit and task, color-coded by member. From here you can:

• Create visits and tasks directly, or schedule them from a job's Visits section with Schedule Visit.
• Assign crew with Assignees and set the schedule — a Pinned date, TBD by month, or Unscheduled until plans firm up.
• Open the Unscheduled drawer to see accepted work still waiting for a date — this is your scheduling backlog.
• Use Batch Reschedule when weather blows up a day and everything needs to move.
• Click Email / Print to send crews their schedule or print it for the truck.

Write Crew Notes on visits for anything the field needs to know; keep internal context in Office Notes. If your company uses the Route Planner, build each day's routes there by dragging visits onto crews.

Keep jobs moving through the pipeline

The Jobs page tabs — Leads, Proposals, Active, Completed, Approved, Rejected — are your pipeline. The office's job is the back half:

1. When crews finish, jobs get marked Completed (crews can do this from My Day, or you can from the job).
2. Review completed jobs and Approve them. Approval confirms billables are right and releases the job to invoicing and QuickBooks sync.
3. Use bulk actions on the Jobs list to complete, approve, or Complete & approve many jobs at once.

Invoice the approved work

On the Invoices page:

• Generate Invoices creates invoices for approved jobs that are ready to bill.
• Email invoice sends one out; bulk actions let you send and mark sent in batches.
• Filters and status tiles surface what needs attention — open balances and overdue invoices.
• The Billing Schedules page manages recurring billing arrangements, and roll-up and combined invoices consolidate billing for clients with many jobs.

Record and manage payments

• Online payments arrive on their own when clients pay by card or bank transfer from an invoice link or the Client Portal.
• For checks, cash, and phone payments, open the invoice and use Record payment — method, amount, date, and an optional emailed receipt.
• Voids and refunds are handled from the invoice's payments list.
• A client's Overview tab shows their Accounts Receivable at a glance: outstanding balance and past due.

Review timesheets

If time tracking is enabled, crews submit their days from My Day. Open Manage Timesheets (in the Setup menu) to review, adjust, and approve submitted time — approved time feeds job costing and labor reports.

Watch the business

• The Dashboard holds widgets like Revenue Over Time, Labor Progress, and Revenue per Man-Hour — add the ones you care about with Add Widget.
• Under Reports, the office lives in the Invoices Report, Payment Records, Payment Totals, and the timesheet and labor reports. Every report shares the same tools: filters, a column picker, and export.
• The top bar's global search finds jobs, visits, clients, items, tasks, invoices, vendors, and purchase orders — usually the fastest way to answer a phone call ("what's the balance on the Hendersons?").

An office daily rhythm

1. Morning: check the Calendar and the Unscheduled drawer; fill gaps and confirm crews.
2. Midday: field calls with global search; keep leads and proposals moving.
3. Afternoon: sweep Completed jobs and approve them.
4. End of day/week: Generate Invoices, email them, record payments that came in, and review timesheets.

Related

• Calendar overview
• Create and send invoices
• Record payments
• Manage timesheets