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Frequently Asked Questions – Managing my Jobs

A.   How do I Adjust the Price of a Quote?

It is possible to allow a Service Person to adjust the price of Job Quote.  See Altering a Quote Price. Upper and lower boundaries of this Adjustment are set to prevent mistakes.

Note: The price change is invisible on the Quote, unless you add a Note, which is added to the bottom of all correspondence. It is assumed these are one-off events and are not reflected in the price of the Task in the catalogue, but only apply to the Job in question.

Visit Admin Console and tap >Configuration, tap the >Selling Prices tab and enter values for:

  • Dynamic Pricing
  • Allow manual adjustment of quotes
  • Maximum Increase $
  • Maximum Increase %
  • Maximum Decrease $
  • Maximum Decrease %

The maximum increase or decrease calculation is performed using both $ and % values, so a maximum decrease of $200 and 20% on a $200 Job would be limited to $40

B.   How can I discount a Job after it has been Accepted and before I Invoice?

If some part of the agreed work was not carried out, you can cancel the related Tasks in the Accepted Quote and generate a Draft Invoice

Visit Admin Console and select the Accepted Quote you wish to edit, tap >EDIT and find the Task you wish to cancel, click on it and tap >Cancel. You can then generate the Draft Invoice and Confirm

C.   How can I discount a Job after I confirm an Invoice?

Confirmed Invoices cannot be edited. You can apply a write-off to an Invoice when you record a Final Payment. The balance owed on the Invoice is reduced, but the value of the Invoice remains the same.

Visit Admin Console and select the Confirmed Invoice to which you wish to apply a Write-Off in the >Invoices Menu. Tap the >Paymentstab and create a Final Payment. Enter a Write-Off $Value in the correct field

D.  Where can I access Catalogue and Job information?

FlatRateNow offers the Manager 3 views:

  • A Management Console. Visit the Admin Console. Designed for access from computer rather than tablet, this view is where; Company Configurations are managed and Prices are set. The manager and back office administrator have access to all current Jobs and can generate and share all documents associated with jobs. It is possible to edit draft Quotes and draft Invoices and view the progress of a Job.
  • Service Person App. Visit the Web App. Designed for access via Tablet, this is the tool used by the Tradesperson to sell Jobs. Using it, Plumbers design solutions for their customers, create and share Quotes, and allow their Customers to choose between them. Once selected, the preferred solution is approved with a signature. The tool is then used to create Invoice Statements to be shared with the Customer so payment can be accepted. Deposits and progress payments are supported, as well as partial invoices and the merging of multiple Jobs into a single payment view.
  • Email. Email is used as a way of updating Customers, Managers and the back office as to the state of the Job. See Email Settings. All documents relating to a job (draft, sent, approved Quotes are sent to customer and back office). Invoices are sent to customer and back office. As a manager you can see the progress of each of your plumbers throughout the day with a quick glance at the emails describing each Job. For each Job, up to 3 emails are generated. One for the Quote. One for the Accepted Quote and the Work Order file and a third for the Invoice Statement. This mail box can be monitored for up to the minute status on each job.

E.   How do I Find Jobs and Quotes and Invoices and Payments in the Admin Console?

In the, Admin Console office staff can view every Quote and Invoice.

To Find a Quote, tap >Quotes in the Quote Menu. Clicking on the Quote shows a breakdown of the tasks in the Quote, as well as history of the Quote and all correspondence. 1 day after it has been completed the Job is Archived, and 14 days after that it is deleted.

To Find an Archived Quote, tap the >Filters drop down menu in the Quote view, and select Archived. All archived Quotes will be shown.

To Find an Invoice, tap >Invoicesin the Invoice Menu. Draft Invoice invoices are shown in blue. The files associated with the Invoice can be downloaded for upload into Accounting and Job management systems.

To Find a Job that is missing an Invoice or a Payment, tap >Jobs to Invoice in the Invoice Menu. All Accepted Jobs that have not been Invoiced and Paid will appear here. Quotes without a Confirmed Invoice have a ‘$’ sign, those with an Invoice but without a Final Payment have a credit card symbol

To Find a Payment, tap >Invoices in the Invoices menu and find the Invoice in question (with a State or Paid or Part Paid). Inside the Invoice, tap on the >Payments tab.

Editing a Quote

Quotes have 1 of 5 states; Draft, Sent, Accepted, Unaccepted and Complete. When editing these quotes, please bear in mind the following rules:

  • Draft Quotes can be edited, Sent or Accepted
  • Sent Quotes can be Copied into a new Draft Quote
  • Accepted Quotes can have Tasks Cancelled before Invoicing
  • Unaccepted Quotes can be Copied into a new Draft Quote
  • Complete Quotes cannot be edited

Editing an Invoice

Invoices can have a state of Draft, Confirmed, Part Paid and Paid. When managing these Invoices please remember:

  • Invoice values cannot be edited
  • Draft Invoices can be replaced by a new Draft Invoice (this is used when you need to cancel a Task in an Accepted Quote)
  • You can only create Payments for Confirmed Invoices
  • Only a Final Payment Completes the Invoice and the Job
  • You can write-off a $ Value of a Confirmed Invoice when accepting the Final Payment

F.    Can I edit Customers, Quotes and Invoices and Payments from the Management Console?

Rules for Editing a Quote

Quotes have 1 of 5 states; Draft, Sent, Accepted, Unaccepted and Complete. When editing these quotes, please bear in mind the following rules:

  • Draft Quotes can be edited, Sent or Accepted
  • Sent Quotes can be Copied into a new Draft Quote
  • Accepted Quotes can have Tasks Cancelled before Invoicing
  • Unaccepted Quotes can be Copied into a new Draft Quote
  • Complete Quotes cannot be edited

Rules for Editing an Invoice

Invoices can have a state of Draft, Confirmed, Part Paid and Paid. When managing these Invoices please remember:

  • Invoice values cannot be edited
  • Draft Invoices can be replaced by a new Draft Invoice (this is used when you need to cancel a Task in an Accepted Quote)
  • You can only create Payments for Confirmed Invoices
  • Only a Final Payment Completes the Invoice and the Job
  • You can write-off a $ Value of a Confirmed Invoice when accepting the Final Payment

Editing a Quote

You can edit the contents of a Quote, the users and addresses associated with a Quote. You can change the value a whole Quote (but within the Quote Adjustment parameters. You can write off a percentage of the charge of Line Items in an Invoice by Writing Off a proportion of the charge for that line item, within allowed parameters.

In the Admin Console, Tap >Quotes or >Invoices and select the customer or Job you want to edit, tap the >Edit button.

Quotes and Invoices for a Job are Archived 1 day after they are marked ‘Complete’ and deleted 14 days after that.

Jobs are complete when:

  • A Final Payment is recorded
  • If payments are not turned on, Jobs are marked ‘Complete’ when an Invoice is confirmed
  • If in ServiceM8 Mode, Jobs are marked complete when the Quote is Accepted

Customers are deleted when the Job is deleted.

  • Draft can be edited any time before they are Accepted
  • Tasks on Accepted Quotes can be cancelled before a Draft Invoice is created
  • Draft invoices cannot be edited, but you can add a ‘Write-Off before the Invoice is Confirmed
  • User information cannot be edited after the Invoice is Confirmed

G.  Can I see Draft Quotes via Email?

No. Draft Quotes can be downloaded from the Admin Console Console for safekeeping before the Job is deleted.

In Quotes, tap on the >Quote Number you would like to access, scroll down until you see the document you want to keep and select download.