A Project is the place for one piece of Customer work. Its Visits are the individual attendances. The Project keeps the agreement and delivery records together even when the work takes several Visits or Invoices.
1. Track the Lead
A Lead holds potential work and its contact details. Adding one does not create a Customer or Project. Use its next step to record what you need to do, and change its stage when the position changes.
When you need an Estimate, Quote or Visit, start a Project from the Lead. You can also start a Project directly without a Lead.
2. Keep the Customer and Project connected
A Customer is the Person or Company you work for. A Customer can have several Projects. A Company can have separate work and billing contacts.
Give each Project a useful name, such as Bathroom refurbishment, so the team can distinguish it from later work for the same Customer.
3. Agree and schedule the work
The Estimate records expected costs. A Quote offers work to the Customer. Acceptance preserves that agreement; it does not stop you making further agreements or Variations.
Each Visit has its own description, schedule and crew. Use the Project for notes, files, materials, progress and handovers. A Visit needs no signature or handover.
4. Record what happened
Time recorded on Visits rolls into Project Timesheets. Material costs stay on the Project. A note records a finding; a Variation proposes a change to the agreed work or price.
The Project’s Tasks are a simple checklist. Ticking an item does not complete the Project.
5. Hand over and bill the work
A Project can have several saved handovers and Invoices. One Invoice can cover several Visits. Check the charges you intend to bill and any earlier Invoices or payments.
An issued Invoice, a sent email, a signature and a payment are separate records. Use the confirmed payment and remaining balance to see what the Customer still owes.