Docs / Jobs & phases
Jobs & phases
A job is the centre of Siteflow Pro. Its estimate, invoice, payments, materials, tasks and photos all live on the job, so every screen shows the same numbers.
The pipeline
Jobs move through seven stages. The Pipeline tab shows them as columns you can filter and move jobs between.
| Stage | What it means |
|---|---|
| New Lead | A client or job has been added. Capture contact details, source and notes. |
| Estimate Scheduled | An estimate visit is booked and (optionally) assigned to a worker. |
| Estimate Sent | The visit report is submitted and an estimate or invoice draft exists. |
| Job Won / Deposit | The client accepted. Record a deposit if you take one. |
| Job In Progress | The crew is working. Timer, checklist, photos and updates are active. |
| Invoice Sent | The final invoice is out. Track balance and due date. |
| Closed / Paid | Fully paid. The job is complete. |
The stage updates automatically as you work (for example, recording the last payment moves the job to Closed / Paid). You can also move a job by hand from the Pipeline tab.
Inside a job
Each job has tabs:
- Overview: client, address, dates, assigned crew, notes, stage actions and the Estimate & Invoice panel (admins).
- Tasks: the phased checklist. Mark tasks done, mark photo-required tasks, add your own.
- Updates: the activity feed between admin and workers, plus Job history (admins).
- Finance (admins): materials, line items, crew pay and profit for the job.
- Photos: before, during and after photos, by task.
Estimate visits and reports
For jobs that start with a visit, schedule an Estimate from the Pipeline tab. The assigned worker completes the inspection checklist and submits a report (summary, work needed, materials, labor hours, photos). Submitting it moves the job to Estimate Sent and notifies the admins, who turn the report into an estimate and invoice.
Updates between admin and crew
In the Updates tab anyone on the job can post a note, a materials or tools request, an Issue, a Blocked flag or a question for the admin. Admins are notified, can reply and can mark an item Resolved. Items are saved to your cloud account, so they show up on every device.
Job history
Admins see a timeline at the bottom of the Updates tab: when the job was created, every stage change, when the invoice was sent or accepted, and when payments changed the status, with the name of the person who did it. Entries are recorded automatically by the server and cannot be edited.
Duplicate, recurring and sign-off
- Duplicate Job (Overview): copies the client, scope, tasks and line items into a new lead. Dates, photos, payments and history are not copied.
- Recurring job (Overview): turn it on and pick weekly, every two weeks, monthly or quarterly. When the job is finished (Paid or Closed) the next job is created automatically, once.
- Client sign-off: capture the client’s name and approval when the work is done. It is stored with the job.