Feature guide

Builds a draft quote from job notes, files, photos, and pricing context while the request runs in the background.

1. Open New quote from the app or go to /quote/new.
2. Enter the job name, describe the work in The job, and add site photos or plans with Drag files here or browse / take a photo.
3. Pick Quote, Estimate, or Recurring, then press Generate quote or Generate estimate.
4. Leave the spinner running until the quote opens, then review the draft line items before sending or saving.

Shows active AI quote generation status, including queued, running, ready, or failed, without taking over the screen.

1. Start an AI quote from /quote/new with Generate quote.
2. Use the bottom-right progress tracker to see whether the draft is queued, running, ready, or failed.
3. When the tracker shows the draft is ready, open it from the tracker and continue editing the quote.
4. If the tracker reports a failure, reopen New quote and retry after reducing or fixing the job notes or attachments.

Asks for missing scope details before drafting so the quote has enough information to price the job properly.

1. Open /quote/new and describe the work in The job.
2. When clarifying questions appear, answer the ones that change scope, access, materials, or quantities.
3. Use Generate quote after the missing details are answered, or use Skip AI - build it manually to take over yourself.
4. Review the generated quote line by line because the answers become pricing assumptions.

Matches materials to saved pricebook and supplier rows so costs, sell prices, SKUs, barcodes, and supplier names carry through.

1. Open Pricebook at /pricebook before quoting and keep supplier rows, SKUs, barcodes, buy prices, and sell prices current.
2. Use the Price book CSV / spreadsheet tools to Download CSV or Import CSV / spreadsheet when supplier data changes.
3. Create or generate a quote, then review each material line for the matched SKU, supplier, cost, and sell price.
4. Correct the pricebook row first when a match is wrong, then refresh or re-add the line so future quotes use the same source.

Controls document branding, colours, headers, line columns, terms, payment text, and PDF presentation.

1. Open Business settings > Documents or go to /group-settings?tab=documents.
2. Use the theme list to edit, duplicate, preview, or set the default document theme.
3. Set the theme colours, logo/header options, line display, terms, payment text, and invoice wording.
4. Save the theme, then open a quote or invoice PDF to confirm the customer document looks right.

Sets whether new quotes and invoices treat typed prices as GST-inclusive or GST-exclusive when GST is enabled.

1. Open Business settings > Documents at /group-settings?tab=documents.
2. Confirm the business GST setting is on in the business/accounting settings if the business is registered.
3. Edit the active document theme and choose whether customer prices display tax-inclusive or tax-exclusive.
4. Create a quote or invoice and check the totals area before sending so GST is shown the way the business expects.

Collapses all labour on customer documents into a single labour line when the theme toggle is enabled.

1. Open Business settings > Documents.
2. Edit the customer document theme used for quotes and invoices.
3. Turn on the labour single-line option when customers should see one labour total instead of every labour task.
4. Save the theme and preview a quote/invoice PDF to confirm labour is collapsed for the customer copy.

Controls whether assemblies and kits show their component breakdown or collapse to one customer-facing line.

1. Open Business settings > Documents and edit the active quote/invoice theme.
2. Find Show assembly breakdown (off = each kit as one line).
3. Turn it on when customers should see every kit component; turn it off when each kit should print as one summary line.
4. Save the theme, then open a quote that contains a kit and preview the customer PDF.

Tracks the work path from quote, accepted quote, deposit, scheduled work, invoice, balance paid, and completion.

1. Create a quote from /quote/new or open an existing quote from the jobs/quotes list.
2. When the customer accepts, open the linked job from Jobs at /jobs.
3. Use the job's lifecycle/status controls to move from scheduled work to in progress, invoiced, paid, and complete.
4. Keep schedule, crew, files, costs, invoice, and payment details on the linked job so the audit trail stays together.

Keeps job status, schedule dates, assigned crew, timesheets, materials, files, invoices, and completion checks together.

1. Open Jobs from the sidebar and choose the job.
2. Use the Overview tab for customer, address, dates, crew, and status.
3. Use the Work tab for labour, timesheets, materials, and job activity.
4. Use the Money tab for invoices, deposits, costs, and margin, then update the status when work is finished.

Bills no-quote jobs as materials and receipt costs x (1 + markup%) plus approved labour at charge-out rate. Labour and expense/material billing can be toggled.

1. Open Jobs, choose a job that does not have a linked quote, then open the Money tab.
2. Turn on Cost + Margin for the job.
3. Set the margin percentage and choose whether labour and expense/material costs are billable.
4. Use the billing action for unbilled costs only after the costs and approved labour are correct.

Lets the business request and track deposits before work starts, including defaults and customer payment flow.

1. Open Business settings > Quoting at /group-settings?tab=quoting.
2. Set the default deposit percentage or wording the business wants on new quotes.
3. Send the quote and let the customer pay from the customer copy, or record the deposit from the quote/job/invoice flow.
4. Open the linked job or invoice list to confirm the deposit is shown before scheduling or final invoicing.

Splits accepted work into payment stages so invoices can be raised as milestones are reached.

1. Open the accepted quote or its linked job.
2. Set up the payment stages/milestones before invoicing begins.
3. When a milestone is reached, raise the matching stage invoice from the job or invoice screen.
4. Track the stage invoice in Invoices at /invoices until it is sent, paid, or reconciled.

Shows draft, outstanding, paid, deposit, stage, and final invoices, including payment status and customer payment links.

1. Open Invoices from the sidebar or go to /invoices.
2. Filter or open the invoice you need, then check whether it is draft, sent, outstanding, paid, deposit, stage, or final.
3. Use the invoice actions to send, record payment, or use the connected payment/accounting provider where configured.
4. Return to the linked job's Money tab to confirm the job balance and payment status now match.

Creates stock items from existing pricebook rows while keeping the linked material, supplier, SKU, barcode, and cost source.

1. Open sidebar Work > Stock or go to /stock.
2. If the item is not in the pricebook yet, open the Price file tab, add the row in Pricebook, then return to Stock.
3. On Stock, open Add from pricebook, search the row, enter Qty on hand, Reorder at, Reorder qty, and Opening stock location if locations are enabled.
4. Press Add so the stock item links back to the pricebook SKU, barcode, supplier, and cost source.

Lets you add or adjust stock names, SKUs, barcodes, quantities, costs, reorder levels, and preferred vendors by hand.

1. Open sidebar Work > Stock or go to /stock.
2. Use + Add item to enter SKU, Name, Barcode, Preferred supplier, Qty on hand, Reorder at, Reorder qty, Unit cost $, and Opening stock location, then press Add.
3. For existing rows, edit the line fields and press Save line.
4. To change quantity, use the row's Adjust column: enter a +/- delta, pick a location if shown, and press Apply.
5. If the adjustment would breach reserved stock, review the warning and only press Force <delta> anyway when the business intentionally overrides it.

Moves inventory in and out of AllQuote using CSV, including a review step before import changes are applied.

1. Open sidebar Work > Stock, then use the Price file tab to open Pricebook.
2. In Price book CSV / spreadsheet, press Download CSV to export the current pricebook.
3. Press Import CSV / spreadsheet, choose Select file..., and match spreadsheet columns in the column-match popup.
4. Leave Also re-cost matching stock items (by barcode / SKU / name) checked when existing stock costs should update from matching pricebook rows.
5. Press Import, then return to Stock and review the affected items.

Scans or types barcodes to look up stock, receive items, move stock, link unknown barcodes, or create stock from a pricebook match.

1. Open Stock > Scan or go to /scan.
2. Choose the mode: Stock in, Stock out, Use on job, or Transfer.
3. Pick Into location, From location, Job, or To location when the selected mode asks for it.
4. Scan with the camera or type a barcode in Type a barcode.
5. For a known item, choose the +/- quantity and press Confirm; for an unknown code, use Link to item or Create item, then press Link barcode or Create & continue.

Prints Code128 barcode labels and assigns internal AQ codes to items that do not already have a barcode.

1. Open Stock > Labels or go to /stock/labels.
2. Tick the stock items that need labels, or use Select all.
3. Press Generate label sheet -> to build the printable sheet.
4. Use Print on the generated sheet and apply the labels to bins, shelves, vans, or gear.

Tracks where stock lives. Warehouses and sites are fixed locations; van locations belong to team members and can follow live location.

1. On Business plan stock, open sidebar Work > Stock > Locations or go to /stock/locations.
2. Open + Add location, enter Name, choose Type as Warehouse, Site, or Van (mobile), then add Address and Owner when needed.
3. Press Add location, then use Save or Archive on existing location rows as the business changes.
4. Use the Restock tab to move stock between warehouses, vans, and sites when a location needs topping up.

Finds items below their per-location minimum and suggests transfers or reorder actions to top a location back up.

1. Open Stock, then open an item and set reorder levels and per-location minimums where needed.
2. Open Stock > Restock or go to /stock/restock.
3. Choose the Location to top up.
4. For each low item, use Transfer -> to move available stock from another location, or Reorder -> when there is no source stock.

Runs location-based count sessions with scan support, expected quantities, counted quantities, and variance application.

1. Open Stock > Stocktake or go to /stock/stocktake.
2. Pick the Location being counted; the Expected column is the snapshot from when the page loaded.
3. Use Scan to count or type counted quantities into the count rows.
4. Review the variance list, then press Apply stocktake when the count is ready.
5. If stock moved while counting, refresh before applying so live on-hand is correct.

Shows live opted-in crew pins, active job sites, nearest-worker search, and radius pings for urgent work.

1. Open Crew locations at /team/locations.
2. Use the map to review opted-in crew pins, stale markers, active job sites, distance, accuracy, and time at the current spot.
3. Search near a job or address to find the closest available worker.
4. Use the ping controls for selected or nearby available crew when urgent work needs a response.

Schedules the day by dragging crew and equipment onto jobs in a snapshot or calendar view.

1. Open Business Planner from the sidebar or go to /dispatch.
2. Pick the date or snapshot you are planning.
3. Review unassigned jobs, available crew, and available equipment.
4. Drag crew or equipment onto jobs, then adjust assignments as the day changes.

Assigns unallocated visits by trade match and route proximity, then re-optimises a crew member's day. Crew certifications are tracked separately.

1. Open Business settings > Team and keep each worker's trades and availability current.
2. Open Business Planner at /dispatch and choose the planning date.
3. Use the dispatch auto-assign or optimise route action where available on the planner.
4. Review the proposed worker, distance, and day order before leaving the assignments in place.

Stores bookable minutes per crew member so dispatch can reason about how much work fits in a day.

1. Open Business Planner at /dispatch.
2. Open the capacity controls for the crew member or day being planned.
3. Set the available/bookable minutes for that person.
4. Schedule jobs against the day's available capacity and rebalance when the planner shows the day is overloaded.

Shows who is live, last seen, at a current spot, assigned, available, stale, or near a job site.

1. Open Crew locations at /team/locations.
2. Review the map pins and status details for live, stale, available, and assigned workers.
3. Open a crew pin to see last seen time, accuracy, distance, and current spot details.
4. Use nearest-worker search when deciding who should take a new job or urgent visit.

Creates reusable forms, compliance certificates, SWMS/JSA templates, pre-start checklists, incidents, and signed records.

1. Open Forms & Compliance from the sidebar or go to /safety.
2. Add starter templates or create the form, SWMS, JSA, pre-start checklist, certificate, or incident form your business uses.
3. Attach the right paperwork to the job or site before the work begins.
4. Have crew complete and sign the required records, then review the saved paperwork from the job or safety area.

Safety paperwork is not a hard block by default. Required fields and checks apply only when the business adds the form, checklist, certificate, or SWMS it wants to use.

1. Open Business settings > Features and turn on the safety area if it is hidden.
2. Open Forms & Compliance at /safety.
3. Create the templates and required checks the business actually wants to enforce.
4. Attach those templates/rules to jobs; if no rule or template is added, the job flow is not blocked by safety paperwork.

Tracks required, lodged, and issued compliance certificate status for supported statutory workflows.

1. Open Compliance from the sidebar or go to /compliance.
2. Create a certificate record for the relevant job or site.
3. Record the required, lodged, and issued status as the statutory process moves forward.
4. Open the certificate record later to check or update its status before closing the job.

Stores worker tickets, licences, expiry dates, status, documents, and reminders for crew compliance review.

1. Open Team Certifications at /team/certifications.
2. Choose the worker and add each licence, ticket, certificate, expiry date, and status.
3. Upload evidence documents where the screen asks for proof.
4. Review the register regularly so expired or soon-expiring certifications are corrected before dispatch depends on them.

Shows crew location only when the worker has opted in, is available, within sharing hours, not on leave, and not paused for the org.

1. Crew enable location sharing in their worker app and keep availability current.
2. The business only sees a live pin while the worker is opted in, available, inside sharing hours, not on leave, and sharing is not paused.
3. Managers open Crew locations at /team/locations to view fresh pins, stale pins, distance, accuracy, and time at the current spot.
4. If a pin is missing, check opt-in, availability, leave, sharing hours, and org pause before treating it as a dispatch issue.

Creates a customer tracking link after a worker marks that they are on the way, showing ETA until arrival or expiry.

1. Open the relevant job from /jobs.
2. Use the job's on-my-way/customer tracking action before travelling to the site.
3. Share or rely on the generated customer tracking link while the trip is active.
4. The ETA updates until arrival or expiry, then the job returns to normal job tracking.

Turns geofence arrival and leave events into pending timesheet suggestions, preserving recorded GPS minutes for review.

1. Open Timesheets at /timesheets.
2. Review the suggested GPS segments created from arrival and leave events.
3. Open the calculation/discrepancy details when the suggested time does not match the expected job time.
4. Accept, amend, or dismiss the suggestion before it becomes payroll or billable job time.

Can automatically start and stop a job timer when a worker arrives at or leaves an assigned job site.

1. Open Timesheets at /timesheets.
2. Review the auto-clock settings for GPS arrival and leave events.
3. Make sure jobs have a usable site address/geofence before relying on automatic clock-on or clock-off.
4. Confirm or fix any generated timesheet entries before approving time for payroll or job billing.

Produces operational and profitability reports from jobs, quotes, invoices, labour, and stock data.

1. Open Reports from the sidebar or go to /reports.
2. Choose the report type needed for revenue, cash, job profitability, aged receivables, crew hours, or sales pipeline.
3. Set the date range and filters shown on the report page.
4. Generate, view, print, or export the report for the period being reviewed.

Builds saved reports from selected metrics, filters, date ranges, and output formats.

1. Open Report Builder at /reports/builder.
2. Choose the dataset, fields, metrics, filters, and date range.
3. Preview the output and adjust the columns until it answers the business question.
4. Save or export the report so it can be reused.

Summarises per-technician jobs, revenue, hours, completion, and on-time performance.

1. Open Crew Scorecards at /reports/scorecards.
2. Choose the reporting period.
3. Review each technician's jobs, revenue, hours, completion, and on-time performance.
4. Export or print the scorecard when it needs to be shared with management or payroll.

Provides configurable BI dashboards for money, jobs, labour, reports, and stock signals.

1. Open Business Dashboard at /bi.
2. Review the dashboard widgets for money, jobs, labour, reports, and stock signals.
3. Use widget links or drill-downs to inspect the underlying records.
4. Save dashboard layout changes where the dashboard allows editing.

Stores reusable bundles of labour and materials that can be used to price repeated work from current cost assumptions.

1. Open sidebar Tools/Workflows > Estimating or go to /estimating.
2. In the right Add an assembly panel, enter Name, Unit, Material $ / unit, and Labour hrs / unit, then press + Save assembly.
3. In the left New estimate panel, enter Title and optional Client, then press + Start estimate.
4. Open the estimate, use Add a line to choose the assembly and Quantity, then press + Add.
5. In Settings, set Overhead %, Contingency %, and Margin %, press Save, then press Turn into a quote when the estimate is ready.

Lets the quote editor keep kit components while the customer document can show a single kit line.

1. Open Assemblies & Kits at /kits.
2. Use New assembly, enter Name and Description, then press Create & add components.
3. On Edit assembly, use Components, + Add line, and Save assembly to build the reusable kit from pricebook/catalogue components.
4. Open a quote and use the line item search Add an assembly / kit... so the tradie's editor keeps the component build-up.
5. Open Business settings > Documents and turn Show assembly breakdown (off = each kit as one line) off when the customer should see one collapsed kit line; leave it on when the customer should see components.

Tracks customer equipment, photos, service history, reminders, and linked jobs.

1. Open sidebar Work > Assets or go to /assets.
2. Use Add an asset and enter Name, Asset type, Model number, Serial #, Customer, Site address, Install date, Service interval (months), and Notes.
3. Use Site address for where the asset is fitted; jobs created for the asset auto-populate that site address.
4. Open the asset and use Details to edit fields, or press Create a job for this asset to start linked work.
5. Use Photos & documents > Upload for files, and Service history > Log a service with an optional Link to job after servicing.
6. When Service interval (months) is set, next-service-due is tracked; about 30 days before due, the daily run notifies the owner: Contact <customer> to book the <asset> service (due <date>). Logging service rolls the next due date forward and re-arms the reminder.
7. Watch the Asset register for Overdue and due within 30 days indicators.

Tracks fixed property assets and occupant changes while preserving site and service history.

1. Open Sites & Properties at /sites.
2. Create the property/site with the service address and customer/occupant details.
3. Attach fixed assets or open linked assets from the site record.
4. When the occupant changes, update the occupant/customer details without deleting the site history.

Tracks company-owned gear such as vans, trailers, machines, and tools so they can be allocated to jobs.

1. Open Equipment at /equipment.
2. Add each company-owned asset such as vans, trailers, machines, tools, or hire gear.
3. Set the equipment's home location and availability details.
4. Open Business Planner at /dispatch and allocate available equipment to the jobs that need it.

Stores customers, contact details, addresses, history, portal links, imports, and accounting sync actions.

1. Open Contacts from the sidebar or go to /contacts.
2. Search for the customer before creating a duplicate.
3. Open the contact to edit contact details, addresses, notes, portal links, and related work.
4. Use import or accounting sync actions from the contact screen when the business connection is configured.

Publishes a booking form, accepts requests, manages services, and turns accepted bookings into jobs.

1. Open Bookings at /bookings.
2. Configure the service list and public booking link the customer will use.
3. Review incoming booking requests in the bookings list.
4. Accept a booking to turn it into work, or dismiss it when it is not going ahead.

Collects incoming customer enquiries separately from confirmed bookings and active jobs.

1. Open Enquiries at /enquiries.
2. Review each new request, including customer contact details and the message.
3. Convert the enquiry into the next operational record when it is real work.
4. Dismiss or close enquiries that are spam, duplicates, or not proceeding.

Connects Reece account data, syncs products/pricing, and can add Reece products to the AllQuote price book.

1. Open Reece at /integrations/reece.
2. Connect the Reece integration for the business account.
3. Run or schedule a product/price sync.
4. Review synced products and add the needed Reece rows into the AllQuote pricebook before quoting or stocking from them.

Supports Reece-backed purchase order preview, checks, submit flow, punchout, and quote-to-PO workflows.

1. Open Purchase orders at /purchase-orders.
2. Create or open the purchase order for the job or stock order.
3. Use the Reece actions on the purchase order when the integration is connected.
4. After the order arrives, receive it back into stock so quantities and costs update.

Connects accounting packages and payment providers for invoice sync, payment collection, and business settings.

1. Open Business settings > Connections at /group-settings?tab=connections.
2. Choose the accounting or payment provider and complete the connect flow.
3. Set the active account, payment collection, and sync preferences shown for that provider.
4. Use the normal invoice/payment screens; connected providers handle sync or collection from there.

Manages login members, charge-out staff, trades, rates, invitations, leave, and worker details.

1. Open Business settings > Team at /group-settings?tab=team.
2. Invite login users, add charge-out staff, and keep worker names/contact details current.
3. Set each person's trade(s), role, charge-out rate, and actual cost rate where margin reporting needs it.
4. Maintain leave and availability so quotes, dispatch, and timesheets use the right people.

Controls what each role can do, including business settings, team management, dispatch, reports, and operational access.

1. Open Business settings > Roles at /group-settings?tab=roles.
2. Create a role or edit an existing non-system role.
3. Tick the permission areas that role should have, such as team, dispatch, reports, stock, quoting, or business settings.
4. Return to Business settings > Team and assign the role to each person.

Lets a business hide or disable optional feature areas that are available on its plan.

1. Open Business settings > Features at /group-settings?tab=features.
2. Review the optional feature areas available on the business plan.
3. Switch optional areas on or off.
4. Reload the app navigation; matching menu entries and routes follow the feature setting.