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The Lead-to-Cash Workflow

Follow one job end to end: from a new lead, through proposal and acceptance, to scheduled visits, invoicing, and payment.

This walkthrough follows a single job through BranchSite's full workflow. Every job travels the same path — Lead → Proposal → Active → Completed → Approved → invoiced → paid — so once you've seen it once, you've seen the shape of the whole app.

1. Capture the lead

  1. Click the quick-add button in the top bar and choose New Lead (or open the Jobs page and click New lead).
  2. Pick the client — or quick-add a new one — and choose the visit location where the work would happen.
  3. Save. The job now sits in the Leads tab of the Jobs page.

If someone needs to look at the property first, schedule a Task for the on-site estimate. Sales reps see their estimate tasks on My Day, marked On Site Estimate.

2. Build and send the proposal

  1. Open the lead and add line items to the Estimate: services, materials, labor, and discounts from your Items catalog, with quantities and prices.
  2. Mark lines Included, Recommended, or Optional if you want the client to choose add-ons.
  3. Promote the lead — BranchSite asks Promote this Lead to a Proposal? — and the job moves to the Proposals tab.
  4. Send it to the client by email, attaching the proposal PDF. You can also click Open customer view to present it in person, or Copy acceptance link to share the link any other way.

The job's document status tracks the proposal: Draft, Sent, then Signed.

3. The client accepts

The client opens their acceptance page, reviews the estimate (with any Optional Add-ons), agrees to your Terms & Conditions, signs by drawing or typing their name, and clicks Accept & Sign. If the proposal requires a deposit, the amount due at acceptance is shown right on the page.

You can also record an acceptance yourself — for a verbal yes, use the job's Mark accepted action. Either way, the job moves to Active.

4. Schedule the work

  1. Open the active job's Visits section and click Schedule Visit, or create the visit straight from the Calendar.
  2. Give the visit a date (or leave it Unscheduled or TBD by month until you're ready), and add Assignees — the crew members doing the work.
  3. Add Crew Notes for the field (gate codes, hazards) — clients never see these. Client Notes appear on client-facing documents; Office Notes stay internal.

Dispatchers can also drag visits into daily routes on the Route Planner.

5. Do the work

On the day of the visit, crew members open My Day, clock in, and work their stops. They can view the work order and notes, start and stop a work timer for accurate labor time, and tap Complete when the visit is done.

6. Complete and approve

When all work on the job is finished, mark the job Completed — from the job itself, or in bulk from the Jobs page. Completion is the moment to verify billables: confirm what was actually used and done matches what will be billed.

Then a reviewer (typically the office) Approves the job. Approval is the final quality gate: it marks the job invoice-ready and is what releases it to QuickBooks sync. If your review is light, the Complete & approve action does both in one step.

7. Invoice

Approved jobs appear as ready to invoice. Generate the invoice (the Invoices page has a Generate Invoices action for approved jobs), review it, and send it with Email invoice. How invoices are produced — one per job, per visit, or in advance — depends on the job's Invoice Type.

8. Get paid

  • Clients can pay online from the invoice link or the Client Portal if you've enabled online payments.
  • The office can record checks, cash, or card payments with Record payment on the invoice, choosing the payment method, amount, and date.

When payments cover the balance, the invoice is paid — and the job has traveled the whole road from first call to cash.