How Quotes, Jobs, and Invoices Work in Workelect

Most teams move through the system in a simple chain: quote the work, get approval, deliver the job, and invoice the result. Supporting pages such as Contacts, Products, Schedule, Warehouses, Vehicles, Forms, and Reports feed into that main lifecycle.

1. Create or confirm the customer, supplier, and product records you need.
2. Build a quote with products, services, labour, files, and pricing.
3. Send the quote to the customer using the secure view link and manage the quote status.
4. Convert the accepted quote into a job when the work is ready to schedule.
5. Run the live job using bookings, forms, timesheets, stock, expenses, and order workflows.
6. Complete the job, check unused stock, and move the record into invoice status.
7. Manage the invoice, collect payment, add credits or refunds, and sync to accounting software if connected.

The Quotes page is where pricing and customer approval are controlled. You can create a brand-new quote or start from a template if you regularly price similar work.

• Choose the customer first so contact and address details can be reused automatically.
• Add quote names, descriptions, site information, products, services, discounts, labour charges, and supporting files.
• Link the quote to a contract when the work belongs under an ongoing agreement, or leave it standalone for one-off jobs.
• Send the quote using the customer-facing secure link, then track its status as Draft, Sent, Accepted, Rejected, On Hold, or Expired.
• Take payments or record deposits from the quote when you need money collected before the job starts.

Once a quote is accepted, the record can move into the Jobs page where the operational work happens. Jobs are designed for delivery, scheduling, stock control, field activity, and cost tracking.

• Edit job details, products, services, and contract links as the scope changes.
• Create field worker bookings and push the work onto schedules and the mobile app.
• Add forms for site checks, risk assessments, or compliance tasks.
• Create purchase orders for supplier items and warehouse orders for internal stock.
• Add expenses, upload files, record notes, manage timesheets, and transfer unused stock back into inventory when needed.
• Complete the job only after outstanding bookings and stock checks have been resolved, then convert it into invoice status.

The Invoices page takes over once the job has been completed and the customer is ready to be billed. It also acts as the main place for payment reconciliation and provider sync work.

• Review the finished job totals and send the invoice out to the customer.
• Sync invoices to QuickBooks or Xero if your accounting provider has been connected in Settings.
• Record or take payments using cash, cheque, bank transfer, card payments, or secure Stripe payment links.
• Apply credits, process refunds, and sync those movements so balances stay aligned.
• Convert an invoice back to a job when changes are required before rebilling.
• Remove the accounting software link if a synced record needs to be disconnected and corrected.