After you win a proposal: next steps and won work
Every won proposal shows its next steps (schedule, deposit, techs, parts, notify the customer), and the Won work tiles on Home, Dispatch and each customer show the same numbers: what is waiting, booked, on order, done and owed.
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Step 1: Open the won proposal
When a customer accepts online, your office gets a notice. Open it (or open the proposal) and you’ll see 🏆 Won · next steps with where it stands right now.
Step 2: Schedule it now, or later
📅 Schedule it now picks the day, time and tech and puts the job on the calendar. You can add office notes and notes for the tech. Later makes the job and keeps it in Waiting to schedule so nothing is forgotten.
Step 3: Collect the deposit
If the proposal asks for a deposit, ✉ Send deposit request emails the customer their proposal link to pay it, and Record check / cash logs one you took. Nothing is ever charged on its own. No deposit set? Request a deposit sets a percent or amount first.
Step 4: Assign tech(s) and order parts
👷 Assign tech(s) sets the lead and a second tech. 🧰 Order parts (PO) opens Purchasing already filled in from the proposal. Equipment with a long lead time shows under Equipment on order with its expected date; set the date and a lead-time note there.
Step 5: Notify the customer
Once it’s scheduled, ✉ Email confirmation or 💬 Text confirmation sends the appointment confirmation. Each finished step shows ✓ with who did it and when.
Step 6: Watch Won work on Home and Dispatch
The Won work tiles show Reminders, Waiting to schedule, Needs a tech, Needs deposit, Equipment on order, Booked, In progress, Done not invoiced and Invoiced unpaid, each with a total and a count. Dispatch shows the same tiles plus the unscheduled queue, ready to put on a tech and day. Click any tile for the list. Every screen reads the same numbers.
Step 7: Reminders
Work that still needs a date or a tech reminds the office the next business morning, then every 2 business days, until it’s scheduled and assigned. Late equipment, unpaid deposits and follow-ups show there too. Snooze or Done each one. Reminders are in the app; email reminders stay off unless an admin turns them on.
Step 8: Maintenance billed 4× a year? Make it a contract
A won maintenance proposal isn’t one job billed once. Click 🔁 Maintenance contract on it in the Won work queue (or Set up as maintenance contract under its next steps). Pick how many bills a year (4 = quarterly), the amount of each, the first bill date and visits a year, and tick any invoices you already sent for it, like a first quarterly bill from QuickBooks. It then leaves the one-time Won work list.
Step 9: Each bill is a draft you send
The contract shows every bill (paid, sent, draft, upcoming) and every visit. On its date a bill becomes a draft invoice and shows in your notifications, or press Draft bill early. Review it and send it like any invoice; it goes on your books only when you send it. Nothing is ever sent or charged on its own. The customer page and the job show Next maintenance bill: date, amount, 2 of 4, and visits become maintenance jobs to schedule about 60 days ahead.
Step 10: Invoiced by mistake? Undo it
Invoice is a small secondary button on a won proposal and asks first if the work isn’t done. If one was made by mistake, an owner or admin presses ↩ Undo invoice with a reason. A draft is removed; a sent invoice is voided (its number is kept, never reused) and comes out of your books, and a deposit goes back onto the proposal. If a real payment is on it, you’ll see Refund or remove the payment first.
Still stuck? Tell us what you were trying to do and where you got stuck. A screenshot helps.
Your ticks are saved in this browser only. Updated October 2026.