Every visit has the same shape
A work order says what the job is. An appointment puts a technician at the property on a day. The technician does the work in the app and taps Complete. An invoice bills the customer. A payment settles it. The only things that change from visit to visit are why the customer is visited and whether they are billed for it.Five kinds of visit
The work order’s lines decide this. Every line is billed to the customer, to warranty, or to the subscription, and the job is invoiced only for what is billed to the customer. The rule, and what happens when the lines do not settle it, is on How invoicing works.
Who does what
- The office works in Zoho. Leads, customers, booking, checklists, timesheet approvals, and anything that needs a record edited by hand.
- The engine (Supabase) runs in the background. It mirrors Zoho both ways, makes the billing decision, builds invoices, talks to QuickBooks, sends the emails, and runs the phone. Nobody edits it by hand day to day.
- Technicians work in the app. Their day, the work order, checklists, parts, quotes, hours, time off, the phone and texts.
- QuickBooks holds the books. Customers, items, invoices, payments. The card processor behind the pay page posts each payment into it; the engine records the same payment and does the paperwork. See How payments work.
- The customer sees email and the pay page. A booking confirmation, an invoice with a link to pay, and a receipt.
The chapters
The rest of the handbook walks this loop in order. Each chapter opens with a page like this one, then has a short page per task.New customers
From a lead to a customer with all their records.
Booking
The work order, the appointment, the billing decision.
On site
What the technician does in the app.
Invoicing
How Complete becomes an invoice.
Payments
The pay page, QuickBooks, the receipt.
Keeping it running
Sync, the monitor, and what to do when a check fails.