A breakdown call, from phone call to paid invoice

A tenant reports no heating: the manager logs the job, the engineer starts it with the safety check and closes it on the phone, and the owner invoices it and marks it paid.

What's in this video

1. It's Monday afternoon. A tenant at Larkfield Estate rings Ashgrove Property Services. There's no heating in flat 12, and it's cold. Graham, the manager, takes the call.
2. He doesn't need to find the right list first. He clicks New job, at the top of any page.
3. Title: no heating, flat 12. Site: Larkfield Estate. It's urgent, so the priority is P1.
4. He gives it to Owen, who's nearest, and makes it due today. In the description, what the tenant told him.
5. Then he clicks Add job.
6. The job opens straight away: open, P1, and Owen's. Owen sees it on his phone at once.
7. Now Owen's phone. The new job is already in My day, under Today, because it's due today. He taps it.
8. Everything he needs is here: the site, what's wrong, and the priority. When he arrives, he taps Start.
9. First, the safety check. He ticks each item, but only if it's true.
10. Then he taps Risks accepted, start job. The job is now In progress, and the office can see it.
11. The fault is a failed pressure sensor. He fits a new one, and the heating comes back on. Now he taps Close.
12. What was the issue, and what did he do? He picks from the lists, so every job is recorded the same way.
13. He adds a short note. The tenant checked the radiators with him, so he types her name under Confirmed with.
14. He used no parts, so Parts used stays empty. He taps Complete job. With no signal in a plant room, it would send as soon as he's back online.
15. Back in the office, Hannah, the owner, opens the job on Work Orders. It's closed: who closed it, when, what was found, what was done, and who confirmed it.
16. Time to invoice. Hannah has added the sale to the Sales Ledger: today's date, the customer, the amount, Pending, and the next invoice number. She opens it.
17. Download Invoice PDF makes the invoice, with your company details, and how to pay if you have set that up. Email Invoice sends it straight to the customer, when their email is on their record.
18. If you take card payments, set up in Governance under Card payments, the email also has a Pay now link, and the invoice is marked Paid by itself when the customer pays.
19. This customer pays by bank transfer. When the money arrives, Hannah clicks Edit, sets the payment status to Paid, and saves.
20. It now says Paid, and the change is kept in its history. On the Owner Home, this month's revenue includes it.
21. From phone call to paid invoice, in one place. For each step on its own, see the Operations lessons under On the phone, and Running your company.