Managing Customers & Bookings

Open the Customers tab to see all your customers listed in alphabetical order.

Finding and adding customers

• Use the search bar to quickly find a customer by name.
• Tap a customer in the list to open their details.
• Tap the + button in the bottom right to add a new customer.

Customer details

Tap a customer to open their customer record. From this screen you can:

• Edit the customer's contact details, including name, address, phone number, and email address.
• Set the customer's usual work frequency.
• Add new job bookings and create quotes.
• Add default line items that will automatically appear in every new job booking for that customer.
• Add customer notes that will be shown in each of their job bookings.
• View a financial summary and the customer's clickable invoice history.

Opening bookings and invoices

A customer can have unlimited bookings — each visit is saved as a separate booking, so regular work can be scheduled, tracked, completed, and invoiced individually.

• Tap a booking to open it as a job card, where you can view or update its details.
• Tap an invoice in the invoice history to open the corresponding earning in Office Admin.

Create your first customer

1. Open the Customers tab.
2. Tap the + button in the bottom right.
3. Fill in the customer's details: Customer Name, Address, Phone Number, Email Address.
4. Tap Create to save the new customer.

Create your first job booking

1. Open the Customers tab and tap the customer.
2. Under Bookings, tap New Booking (work you'll schedule, complete, and invoice) or New Quote (work you want to send a price for first) — each opens the booking screen immediately with the right type already set.
3. Pick a date and time.
4. Add Job Details & Pricing — see Sending Quotes and Invoices for how pricing and status work.
5. Add any Notes — visible to every staff member assigned to the job.
6. Tap Save.

Managing job cards

Booked work appears as job cards on the Jobs screen. The calendar shows how many jobs are booked for each day.

• Open a job card by tapping it directly on the Jobs screen, or from inside the customer record.
• Swipe a booking in the customer's booking list to delete it without opening it first — check carefully, deleted bookings cannot be restored.
• On an open job card, tap the History icon to see what changed, who made each change, and when.

What appears on a job card

From top to bottom, an open job card contains:

• Task Analysis (JHA) warning — appears at the top if the Task Analysis hasn't been completed for that job.
• Customer details — with shortcut icons to open the address in Maps, the phone number in the dialler or a messaging app, or the email address in an email client.
• Customer notes — notes saved on the customer card are shown on each of the customer's job bookings.
• Assigned users — edit the assigned users or add more.
• Job Completed — tick when the job tasks are complete and ready for invoicing.

Booking status and scheduled dates

The status badge shows Scheduled or Confirm Booking — use Scheduled when the job is confirmed, and Confirm Booking when it's only pencilled in. Tap the badge to toggle between them.

Job search shortcuts — enter these in the Jobs search bar to filter the list: @i unpaid invoices, @s Scheduled jobs, @cb Confirm Booking jobs, @c Completed jobs.

Tap the scheduled dates to open the date picker — select one date or multiple dates for the work. The date picker also shows events, public holidays, and scheduled jobs.

Job details and pricing

Default line items saved on the customer card appear here automatically. You can edit or delete existing line items, add new ones, and check which items should be included in the job price and invoice — only checked line items are included in the total.

Tap Add Item and choose one of three line-item types:

• Work Done — a description and dollar amount for work not covered by the other item types.
• Material from List — choose an item from the Materials list; the price is calculated automatically from quantity × unit price.
• Time / Labor — choose the staff member, hours worked, and hourly rate.

The total updates automatically and becomes the invoice or quote amount when sent. Whether an Employee or Contractor can see pricing on a job card depends on a setting controlled by the Admin or Owner (see Settings).

This section also includes an Order Number field for customers who require one on their invoice, and a Job Notes section for information specific to the booking.

Attachments and Health & Safety

Use Add Attachment to attach images or PDF files to the job, with notes on each attachment. The action bar at the bottom includes Save and H&S Forms (opens the Task Analysis for the job and lets you report a near miss or accident while working on it).

Tasks — breaking a booking into sub-jobs

Tasks are sub-jobs inside a booking. Each Task has a name, description, due-by date, a quote amount, one or more assigned team members, its own line items, attachments, a cost/profit summary, and a completed flag. Available on Android, iOS, and desktop.

Open a booking — below the Assigned To section is a View Tasks (N) row (N is the number of tasks). Tap it to open the Tasks list.

In the Tasks list, each row shows the task name and small coloured initials badges for the assigned team members — tap a row to open it. Add Task (Admin/Owner only) opens a menu with two options:

• Blank Task — start from scratch.
• From Template — opens Choose a Template, listing saved templates by name with their line-item count. Tapping one pre-fills the new task's name, description, and line items; you still enter the due date, quote amount, and assignees. Templates can be deleted from this picker (Admin/Owner, with a confirmation).

Task details and line items

A task has: Task Name, Description, Due By (typed as YYYY-MM-DD — there's no calendar picker for this field yet), Quote Amount ($), and Assign To (tap to open a checklist of team members — you can assign more than one).

Tap Add Line Item and choose a type:

• Item — a flat description and Price ($), plus an optional Cost ($) — the business's own cost for that item.
• Material — pick a material; enter a quantity. Price and Cost Per Unit ($) auto-fill from the material record and can be edited — the cost is a snapshot taken at the time the line item is added.
• Time (labour) — hours and an hourly rate; labour cost is hours × rate (there's no separate wage field).

Each line item has a checkbox — only checked items count toward the cost/profit summary and toward an invoice created from the task.

Attachments — tap Add to pick a file and upload it; thumbnails are shown, and you can Remove Attachment. This currently only works on desktop — on Android and iOS the app will say attachments aren't available on that device yet.

Cost & Profit summary and creating an invoice

Every task has a Cost & Profit Summary card: Quote Amount, then Materials, Labor, and Work Done totals, then Actual Cost So Far (the sum of those three), then Profit (Quote Amount minus Actual Cost So Far). This tracks cost against the quote and is independent of GST and of what's actually billed.

Task actions: Save, Delete Task (with confirmation), Save as Template (prompts for a template name and saves the name/description/line items only — not the date, assignees, or attachments; templates are shared across the whole business), Create Invoice, and a Task Completed checkbox.

Create Invoice copies the task's checked line items onto the booking's own line items (it appends, so several tasks can feed into one invoice). From there the invoice goes through the normal booking invoice flow.

Task permissions

• Admin/Owner can create, edit, delete, and assign tasks, create invoices from them, and save or delete templates.
• A team member assigned to a task can open it, tick line items, and mark it completed, but can't edit its details or delete it.
• Users who aren't assigned to a task don't see edit controls for it.

If Notifications are turned on, assigned team members get a local reminder for a task the day before and on the day it's due (the same toggle used for booking reminders). Reminders only go to assigned users, and are Android/iOS only — desktop doesn't show reminders.

Tasks sync live across devices the same way bookings do, and task names, descriptions, and line-item text are encrypted at rest, same as bookings.