In-app guides

Builds a customer quote from the business's own labour, materials, assemblies, scope, discounts, deposits, and terms.

1. Open New quote from the app or go to /quote/new.
2. Choose the manual quote path, add or select the customer, then enter the job name, site details, and scope.
3. Add labour, price book materials, assemblies, discounts, deposit settings, terms, and any customer options.
4. Review quantities, sell prices, tax, margin, wording, and the customer document before finalising or sending.

Autosaves settled edits on reviewed draft and finalised quotes while keeping approval and customer actions explicit.

1. Open the quote from Jobs. Autosave runs on reviewed draft and finalised quotes; sent, accepted and needs-review quotes still use the explicit Save action.
2. Edit the supported quote fields and give every priced row a description so the row can be saved safely.
3. Pause after an edit and check the status beside the totals: Saving means it is still working; Saved means the change is stored.
4. Autosave never finalises or sends a quote. Review the totals and customer document, then use the separate finalise or send action when ready.

Measures lines, areas, pitched areas, volumes and counts on plans. The takeoff guide includes driveway depth, measured formulas, material and labour assemblies, and revision overlay examples.

1. Open Takeoffs, create or open a takeoff, then upload a PDF, JPG or PNG plan or use a plan already linked to the job.
2. Check the page scale, then choose Line, Area, Pitched area, Volume or Marker and mark the plan.
3. Choose Text and click the plan where the note belongs, then type the note directly in place.
4. Review each measurement and the live ledger, fix anything that is off, then save before inserting priced rows into a quote.
5. Right-click a measurement for the actions available to its type: Edit points / properties, Duplicate, Add deduction or Apply as deduction, Convert to pitched area (which opens the Roof pitch prompt), or Delete. On touch, long-press instead.

Checks plan and title-block scale details, then lets you calibrate a page against a known dimension when needed.

1. Choose Detect scale (all pages) to scan the drawing and title block for a proposed scale on each page.
2. Review the units and ratio on every page before using them; pages in the same PDF can have different scales.
3. If a page's scale is missing or wrong, choose Calibrate two points, click the two ends of a printed dimension, then enter its real length and unit.
4. Measure another known dimension as a check before completing the rest of the takeoff.

Lasso selects several existing mark-ups together; Pitched area and Volume separately ask for pitch or depth as you measure.

1. Choose Lasso and draw around the existing mark-ups you want to select together.
2. Use the selection actions to move or delete the selected mark-ups together, then clear the selection.
3. For a new roof face choose Pitched area and enter the requested pitch; for a volume choose Volume and enter the requested depth.
4. Review the calculated area or volume in the ledger. Lasso selection does not set pitch or depth for a batch.

Samples a hatch, colour or texture and finds matching regions across the takeoff for review before anything is added.

1. Choose Pattern Search and draw a tight sample around the hatch, colour or texture you want to find.
2. Let the search run across the takeoff; there are no detection settings to tune.
3. Choose Review creation to build the review set, then reject anything that is not the sampled finish or material.
4. Choose Confirm create areas to add the reviewed matches. Cancelling leaves the plan unchanged.

Fills a bounded room, floor or wall face from one point, with a review before the area is kept.

1. Choose Smart Select, then click inside the closed room or face you want measured.
2. The boundary is worked out from the plan without detection settings to adjust.
3. Check the highlighted fill follows the correct walls and does not run through an opening or into the next room.
4. Choose Use selection to create the area, or cancel and choose a better point if the boundary is wrong.

Finds repeated plan symbols and holds the proposed count for review before it becomes takeoff work.

1. Choose Auto-count and mark the plan symbol you want counted.
2. Let AllQuote scan the plan for repeated copies of that symbol.
3. Review the proposed marks and remove false matches before accepting the result.
4. Choose Add approved, then name or map the count row in the ledger.

Extracts named legend surfaces from a vector PDF and creates editable, unpriced areas only after review.

1. Open a vector PDF page and choose Review surfaces when the plan contains named surfaces in its legend.
2. If no named legend surfaces are found, keep measuring manually; Review surfaces does not guess unnamed finishes.
3. Compare each extracted legend name with the highlighted regions and reject any incorrect placement.
4. Apply only the reviewed surfaces, then check and price the new editable, unpriced areas against the drawing.

Places other floors or revised sheets over a base page so you can line them up and check what changed.

1. Open the base page, turn on Overlay and add the comparison floor or revised sheet.
2. Calibrate both pages to the same scale, then align the active layer using shared plan points.
3. Compare the layers and check changed walls, openings, fixtures or quantities before updating measurements.
4. Reorder floors, set a tint and cross-fade between the checked layers to inspect the revision clearly.
5. Right-click blank canvas for available Paste, Select all on page, Start tool (including Count / marker), Zoom to fit, Turn overlay on or Turn overlay off actions. On touch, long-press the canvas with Pan or Select active.

Turns reviewed takeoff ledger rows into quote lines without retyping the measured quantities.

1. Finish the measurements and map each ledger row to the right price book item or assembly.
2. For a takeoff opened from a quote, use Edit > Insert to quote and review the rows that are ready to add.
3. For a standalone takeoff, use Create quote after the ledger descriptions, units, quantities and mappings are ready.
4. Check the inserted quote lines for cost, sell price, margin, tax and customer wording before finalising.
5. Right-click a ledger row for available actions such as Zoom to placements, Rename or Change material / linked item. On touch, long-press the row.

Draws the measurements and markup as vectors onto the original plan sheet at its own size, with a scale bar on every calibrated page.

1. Calibrate each page you want measured, then mark up the plan as usual.
2. Choose File, then Export PDF (to scale), and wait for the PDF to download. Only sheets carrying measurements are included.
3. Print or plot at 100%, sometimes called Actual size. Fit to page shrinks the sheet, so a scale rule no longer reads true; the drawn scale bar stays correct at any size.
4. Check the exported sheets: an uncalibrated page is marked NOT TO SCALE with no scale bar, and an uncalibrated image plan is left out because its real sheet size cannot be worked out.
5. A calibrated image plan has no sheet size of its own, so it is placed on a synthesised sheet at a standard ratio, bounded by A0.

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 tax-inclusive or tax-exclusive when tax is enabled.

1. Open Business settings > Documents at /group-settings?tab=documents.
2. Confirm the business tax 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 tax 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.

Stores job and customer documents - photos, plans, receipts, PDFs, office files, audio and video notes - in one searchable vault. Paid plans include 100 GB; extra 100 GB blocks are available.

1. Open the vault at /documents.
2. Upload or find documents by job, customer or category.
3. Open a document for its preview and linked records.
4. Watch storage usage; additional 100 GB blocks can be added on paid plans.

Creates repeat service visits and billing from a saved agreement, recurrence, scope, and billing mode.

1. Open Service agreements from Jobs and create an agreement for the customer and site.
2. Set the service scope, recurrence, start date, visit settings, and billing mode.
3. Review each generated visit in Jobs or Calendar before assigning crew and completing the work.
4. Pause or end the agreement when visits should stop, and review generated invoices before sending.

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.

Shows scheduled work in month, week and day views and can expose the schedule to external calendars over iCal where configured.

1. Open the jobs calendar at /jobs/calendar.
2. Switch between month, week and day views for the period being planned.
3. Open a job from the calendar to check or change its schedule.
4. Configure iCal sync where an external calendar should carry the AllQuote schedule.

Brings existing customers, jobs and operating data into AllQuote from CSV files or a ServiceM8 export, so setup does not start from a blank account.

1. Open Import at /import.
2. Choose the CSV import or the ServiceM8 import for the data being moved.
3. Upload the file and review what will be created before confirming.
4. Check the imported records in Contacts and Jobs before quoting against them.

Imports supplier price files from CSV or an email-in flow so price book rows stay close to the supplier data used for quoting and purchasing.

1. Open the Price book at /pricebook.
2. Import the supplier's price file from CSV, or send it to the email-in address where configured.
3. Review the updated supplier rows and effective prices.
4. Quote and order from the refreshed prices.

Links tasks so one task depends on another; completing a task before its parent is done warns by default, and can be set to block or to show the link only.

1. Open the job and its tasks.
2. Link the dependent task to its parent task.
3. Choose the enforcement in Business settings > Features: Warn, Hard or Disabled.
4. Complete tasks in dependency order, or record an override where Warn allows it.

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.

Shows Team-plan job profitability and work in progress from the money already recorded against each job.

1. Open WIP & job profitability at /wip to review the current Team-plan dashboard.
2. Review each open job's quoted or contract value, recognised work, invoiced amount, costs and current profit position.
3. Open a job when a figure needs checking, then correct the source invoice, approved time, receipt, expense or supplier bill rather than editing the report.
4. For an as-at date, use the Business Job Costings workspace at /job-costings or the Accountant-grade WIP report at /wip/report; the Team /wip dashboard has no reporting-date control.

Records extra or changed work against the job's quote, tracks whether each variation is still open or billed, and names the document that billed it.

1. Open the job and use Add variation, describing the extra or changed work it covers.
2. Check the amount: a credit is refused only if it would take the quote, or an open invoice, below zero. Reducing below money the customer has already paid is allowed on purpose -- a deposit-heavy job can lose scope.
3. Bill the variation with the next invoice, or leave it open -- the job shows which variations are still unbilled.
4. The customer's document folds the variation into the quote it belongs to, so they read one coherent total rather than a pile of addenda.

Tracks cumulative work claimed against a contract value and raises the matching progress invoice without losing earlier claims.

1. Open Progress claims and create a claim schedule for the customer, job and contract value.
2. Add the claim stages or claim-to-date figures, then check the amount for this claim, retention and remaining value.
3. Issue the claim invoice only after the cumulative totals and customer details are right.
4. For a later correction, return to the claim schedule so the issued claim stays in the history and the next claim carries the adjustment.

Keeps retention held, due and released in a register linked to the job and its Money tab.

1. Open Retentions or start a new register from the job's Money tab.
2. Choose the job, counterparty and inbound or outbound direction, then enter the retained value and release rules.
3. Record each amount withheld, adjusted or released so the remaining balance and due status stay current.
4. Use the job Money tab to review linked registers, progress-claim links, releases and the event history.

Uses one decision flow for unpaid corrections, cancellations and paid refunds while keeping an immutable money history.

1. Open the invoice from Invoices or the job's Money tab, then choose Amend or refund.
2. Follow the questions about invoice type and money received; progress invoices return to their stage or claim history instead of being rewritten.
3. Enter the reason and amount. A refund cannot exceed money received and still available after earlier refunds.
4. Review the outcome, complete the final confirmation, then check the uneditable adjustment history and accounting-sync result before retrying or making a provider-side correction.

Matches every supplier bill by value against its purchase order - total billed vs total received vs total ordered, ex tax - and flags mismatches on the PO. It is a value-level match, not a line-by-line substitution check.

1. Open Purchase orders and choose the order; flagged bill matches show on the PO with their status.
2. Receive the goods against the PO so the match can re-evaluate - a late receipt clears a nothing-received flag automatically.
3. To deliberately accept a flagged bill, override the match on the PO; a reason is mandatory and the actor and time are recorded.
4. To hold flagged bills from payment, turn on Hold flagged bills from payment under Business settings > Quoting > Supplier bill 3-way match. It is off by default; tolerances follow the percent-of-baseline plus cents-floor rule.

Tracks income and expenditure against named cost centres, maps them to Xero/MYOB accounts, and assigns them to jobs, quotes and imported bank lines.

1. Open Business settings > Cost centres at /group-settings?tab=cost_centres.
2. Create the cost centres the business reports on and map each to its Xero/MYOB account where connected.
3. Assign cost centres to jobs and quotes so income and costs land against the right centre.
4. Allocate imported bank statement lines to job, task or cost centre during bank import review.

Prepares pay runs from approved timesheets and payroll-connected worker data, with hours and earnings sync to Xero/MYOB. Owner and payroll managers only.

1. Open Pay runs at /payroll.
2. Check worker pay data and pay rate classes before the run.
3. Review the period earnings computed from approved timesheets.
4. Sync hours and earnings to the connected Xero/MYOB payroll once the run is right.

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

1. Open Stock from the sidebar or go to /stock.
2. If the item is not in the pricebook yet, open Pricebook from the sidebar, add the row, 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 Stock from the sidebar 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 Pricebook from the sidebar or go to /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.
5. Use saved label batches to reprint or delete your own labels when they are no longer needed.

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.

A crew-by-time board inside Business Planner showing fixed and Anytime visits for one day, so the day's load per crew member is visible at a glance.

1. Open Business Planner at /dispatch and switch to the Day Board.
2. Pick the date being planned.
3. Review each crew member's fixed appointments and Anytime visits across the day.
4. Adjust assignments on the board as the day changes; per-person route optimisation is available where auto-routing is on.

Groups team members into named crews, each member with a role, so a crew can be scheduled as one unit on the Business Planner.

1. Open Business settings > Crews at /group-settings?tab=crews.
2. Create the crew and add its members with their roles.
3. Schedule the crew as one unit on the Business Planner.
4. Edit membership as teams change; scheduling follows the current crew.

Lets an owner preview and confirm plain-English crew availability into the scheduling roster, instead of building each entry by hand.

1. Open Availability at /availability.
2. Type the availability in plain English, such as the days a crew member is off.
3. Preview what will be recorded before anything is applied.
4. Confirm to write it into the scheduling roster.

Creates reusable forms, compliance certificates, SWMS/JSA templates, prestart checklists and incident records for jobs and sites.

1. Open Compliance Hub and add a starter template or create the form, SWMS, JSA, prestart, certificate or incident record your business uses.
2. Attach the right template or requirement to the job, task, equipment or site before work begins.
3. Have crew complete the required fields and collect a signature only when that template or record requires one.
4. Review the completed record from the job, equipment or Compliance Hub and export it when you need a filed copy.

Turns an existing PDF into a Team-and-above form, checklist or equipment prestart that workers can acknowledge or complete in a phone browser, with a tamper-evident archived record copy for each completion.

1. Open Compliance Hub at /safety. Under Checklists, choose Upload PDF prestart/checklist; for another form, open Custom forms and choose Upload PDF form. Name the template and choose Acknowledge only or Fill, draw and type.
2. Let the template creator decide whether Require signature is checked. For equipment, open the equipment item > Prestarts, attach the PDF template, and use Edit PDF template when its name, future completion mode or signature setting needs to change.
3. Open the PDF from the job or equipment prestart in a phone browser. Acknowledge only requires every page to be reviewed before acknowledgment; Fill, draw and type provides Ink, Text and Check tools for freehand marks, typed notes and checkmarks.
4. Save a draft as needed, then choose Complete & lock. AllQuote preserves the original PDF and creates a separate tamper-evident archived PDF record copy for that completion, including its completion details and any supplied signature.

Uses a required checkbox plus a three-option cadence to make a SWMS due once per job, once per task or once per work day on Team plans; leaving the checkbox clear keeps it elective.

1. Open Compliance Hub > SWMS. Check Require a signed SWMS to make it required, then choose one of the three Cadence options: Once per job, Once per task or Once per day. Leave the checkbox clear for Elective only.
2. Open a job's Compliance area when that job needs a different cadence and save its override.
3. Create the due SWMS from the right template, link it to the job or task, complete the work details, then collect the required sign-off.
4. Team shows what is due; Enterprise compliance gating can warn or block clock-on or task start until the required SWMS is complete.

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 Compliance Hub 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 Licences at /licences.
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.

Lets approved managers review self-lodged worker licences and credentials before they count for compliance checks.

1. Open Compliance hub > Licence approvals.
2. Review pending worker credentials and open the uploaded scan when evidence needs checking.
3. Approve credentials that are valid for the business, or reject them with a reason the worker can fix.
4. Approved credentials then count in licence-holder lists and task assignment checks.

Checks each job task's required trades and licences before crew are assigned, with soft warnings or hard blocks depending on the feature mode.

1. Open a job, add tasks under Schedule & crew, and set each task's required trades and licences while creating or editing it.
2. Assign crew to the task from the job screen or the Business Planner.
3. When a selected worker is missing a required trade or approved licence, follow the soft warning or hard block shown.
4. Review the job's notes trail when a soft-mode override is recorded.

Uploads policy PDFs that staff must read and acknowledge, and lets managers track who has acknowledged the current version of each policy.

1. Open Compliance > Policies at /compliance/policies.
2. Upload the policy PDF staff must read.
3. Staff open and acknowledge the policy from their own account.
4. Track acknowledgements per policy and re-collect them when a new version is uploaded.

Lets authorised office users review submitted time, job allocation, breaks, discrepancies, and approval state before billing or payroll preparation.

1. Open Timesheets and choose the day, week, worker, or job that needs review.
2. Check clocked time, job allocation, breaks, submitted notes, and any suggestion or discrepancy details.
3. Leave incomplete entries unapproved while obtaining clarification, or amend the reviewed hours before approval. Decline removes an entry; it does not return it to the worker.
4. Use approved time for job costing, billing, or the separate pay-run workflow where available.

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.

Emails selected reports, saved builder reports, scorecards, or dashboards on a daily, weekly, or monthly cadence.

1. Open Reports > Email schedules at /reports/schedules.
2. Choose the report or dashboard to send.
3. Set the cadence, delivery time, output format, recipients, and reporting range.
4. Save the schedule, then use Send now when the delivery setup needs a test.

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.

Sums the additive money facts across every reporting-entitled business the owner owns, per currency. It is not a statutory consolidation - the page says so in plain words.

1. Open Portfolio at /portfolio. The page only exists for an owner of at least one reporting-entitled business.
2. Check the window (month to date by default) and adjust the from/to dates when a different period is needed.
3. Review the summed totals per currency across the owned businesses.
4. Open a business from the list for its per-organisation drill-down; ownership and entitlement are re-verified on every request.

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

1. Open Apps > Assemblies & Kits or go to /kits.
2. Use New assembly, enter the name, description, and optional required licence, then press Create & add components.
3. Add materials, labour, and other reusable component lines from the price book or free text.
4. Open a quote and use Add assembly/kit so the current component prices expand into quote line items.
5. To reuse work already priced on a quote, tick quote line items and press Create assembly/kit.
6. Use Business settings > Documents to choose whether customer documents show the kit breakdown or one collapsed line.

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, site placement, and linked jobs in an asset register.

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, 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 that belong with the asset.

Generates QR asset-tag tokens, prints durable labels, and opens the linked asset when a tag is scanned.

1. Open Assets, then QR labels.
2. Generate the number of labels needed and choose the label and page dimensions for the PDF grid.
3. Download the PDF grid or a Brother, Dymo, or Zebra thermal template; files are rendered when downloaded.
4. Attach the printed label to the asset, scan it, and choose the asset record to allocate the tag.
5. After allocation, scans open the linked asset for signed-in team members.

Tracks scheduled maintenance, service reminders, completed-service history, and lifecycle records for registered assets.

1. Open an asset from /assets.
2. Set the service interval and install date when the asset needs planned maintenance.
3. Use Upcoming services to review overdue and due-soon work.
4. Log completed services with notes and an optional linked job so the lifecycle history stays attached to the asset.

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.

Keeps equipment prestart templates, job checklists and completed records together when the Team plan's Equipment and Safety areas are enabled.

1. Open the equipment record > Prestarts and create or attach each checklist that applies to that item of equipment.
2. When building a template, choose whether a signature is required; an unsigned completion is allowed when the creator leaves it optional.
3. Allocate the equipment to the job. Each attached template stays as its own checklist, so one equipment item can have several prestarts on the same job.
4. Open the equipment prestart in the field app, answer every item and complete it. AllQuote stamps the actual date, time and completer, and the same record appears in Compliance.

Shows when equipment service is due separately from the date a service visit has been booked.

1. Open Equipment > Service tracker and review overdue, due-soon and current equipment.
2. Open an equipment record and set its service interval, last service date or next due date.
3. Add a booked date when the service is arranged. Booking it does not move the due date or make an overdue service complete.
4. After the work is done, log the completed service so its history and next due date update from the actual service record.

Sets a recurring fee on a maintenance contract - amount, period and description - that the nightly run bills as a draft invoice each period.

1. Open Maintenance, choose the contract, and go to its billing section.
2. Set the fee amount, the billing period, and the description the customer should see.
3. Save the fee; the nightly run raises a draft invoice each period for review before sending.
4. Set the fee to 0 to clear it when the retainer ends; the contract and its history stay intact.

Unifies live job sites, vans, warehouses, stock, equipment, installed assets, and opted-in crew positions into one location view.

1. Open Locations at /locations.
2. See sites, vans, warehouses and opted-in crew positions on one view.
3. Open a location for the stock, equipment or assets held there.
4. Use it before dispatching or restocking so the nearest resource is used.

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.

Records where each customer came from on the contact card, so the business can see which channels actually send work.

1. Open Contacts and create or open the customer.
2. Choose the acquisition source when adding the customer.
3. Re-entry never overwrites an existing source - the first recorded source is kept, so the lead history stays honest.
4. Review sources across the contact list to see where new customers are coming from.

Shows a per-customer activity timeline and the customer's lifetime value on the contact card, so the whole relationship is visible in one place.

1. Open Contacts and expand the customer's row.
2. Read the lifetime value on the contact card for the customer's total billed worth.
3. Open the activity timeline for the per-customer history; it loads when the row expands, not before.
4. Use the timeline before quoting or following up so prior work and conversations are not missed.

Adds a follow-up task straight from the contact card, linked to that customer and visible from the contacts list.

1. Open Contacts and choose the customer.
2. Add a follow-up from the contact card with a title that says what must happen next.
3. See outstanding follow-ups per customer on the contacts list.
4. Complete the follow-up from the task when the call or visit is done.

Sends customer text messages such as on-my-way notices, share-a-link, win-back and invoice reminders. Opt-in, because sending SMS incurs carrier costs; usage packs can add credits.

1. Open Business settings > Business details and turn on SMS messaging.
2. Use the SMS action from a job or customer surface, such as the on-my-way notice.
3. Watch SMS usage; included monthly SMS resets with the plan and usage packs can add more.
4. Turn the toggle off at any time to stop all customer SMS from every surface.

Requests customer feedback by email after completed work when the business deliberately enables review requests. Automated review requests never send SMS.

1. Open Reviews at /reviews.
2. In Business Settings > Reviews, configure the destination, message and delay, then deliberately enable review requests.
3. Eligible completed jobs create an email request immediately or after the configured delay. Review the settings before enabling; there is no universal per-message approval step.
4. Track which customers were asked and what came back.

Keeps job-related messages with the work record so office staff and field users can discuss the job without losing context.

1. Open Chats at /chats.
2. Choose the job or customer conversation.
3. Message the team or the customer from the same thread the work lives on.
4. Return to the job for the full record - the conversation stays linked.

Provides API access and outbound webhooks for connecting AllQuote to external tools and automations.

1. Open Developers at /developers to review available API endpoints and webhook behaviour.
2. Create or use the integration credentials for the external system.
3. Connect the API client or webhook receiver to the AllQuote records it needs.
4. Test against a small workflow before depending on the integration in production.

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, and quote-to-order 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.

Pulls Reece invoice documents into AllQuote for review and caching; Business can also turn those invoices into supplier-bill and accounting workflows.

1. Open Reece at /integrations/reece.
2. Use the invoice sync controls after the Reece account is connected.
3. Run the sync or leave the daily sync enabled.
4. Review the cached invoice batch and any recorded supplier-bill results.

Turns supplier invoice data into supplier bills, committed job costs, and draft accounting bills or credits where the accounting connection supports it.

1. Open Reece or Supplier bills.
2. Enable job-costing bills when supplier invoices should attach landed costs to matching purchase orders and jobs.
3. Enable accounting sync only when AllQuote should push those bills or credits to the active accounting connection.
4. Review job profitability and accounting sync results after the supplier bills are recorded.

Uses per-feature sync selectors when connecting Xero, QuickBooks or MYOB, with the same choices available later in settings.

1. Open Business settings > Connections at /group-settings?tab=connections.
2. Connect Xero, QuickBooks or MYOB, choose the organisation, then select the features that provider should sync.
3. Return to Connections whenever you need to change those selections. The selector registry is consistent across all three providers; payroll compatibility is configured separately.
4. When invoice sync is selected and its mode is Automatic, issued or finalised invoices auto-push; drafts do not. Manual mode queues ready invoices instead.

Compares budget, committed, actual and invoiced money, then shows forecast at completion and variance for Business-plan jobs.

1. Open Job Costings, choose the as-at date and the jobs you want to compare.
2. Check committed purchase orders, actual approved labour and recorded costs, and the amount invoiced to the customer.
3. Review forecast at completion and budget variance; use a manual forecast or percent-complete override only when the job record supports it.
4. Open a job's detail to trace each figure back to its invoice, supplier bill, receipt, expense, stock use or approved time entry.

Adds the Business-plan deep WIP view with earned value, forecast, variance and over- or under-billing at an as-at date.

1. On the WIP & job profitability page, choose the Accountant-grade WIP report button, then set the as-at date.
2. Review budget, committed and actual costs beside invoiced revenue, earned value and forecast at completion.
3. Check variance and over- or under-billing job by job, then open Job Costings when a source figure needs tracing.
4. Correct the source job record rather than the report, then refresh or export the updated as-at view.

Surfaces sync exceptions and payment mismatches so invoice, payment, and accounting records can be accepted, resolved, or ignored.

1. Open Accounting reconciliation at /accounting/reconciliation.
2. Refresh the workbench to pull the latest accounting and payment state.
3. Review each exception, including amount differences, missing records, or duplicate matches.
4. Accept, resolve, or ignore the exception so the local invoice/payment trail stays explainable.

Provides click-to-call and click-to-SMS on contact and job phone numbers. Outbound call attempts are logged before opening the connected phone system or device dialer; external call outcomes need review.

1. Open Business settings > Connections and connect the phone integration, or rely on the device-dialer fallback.
2. Click any phone number on a contact or job to call or text.
3. Check the call logged against the customer and job afterwards.
4. Add a note to the call record where the conversation matters later.

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.

Gives a charge-out contractor a revocable link to their assigned work: job details without prices, photo upload, and accept/decline offers.

1. Open Team, choose the contractor's rate card, and issue the portal link.
2. Copy the link straight away - it is shown once and only its hash is stored, so it cannot be displayed again.
3. The contractor opens the link to see assigned jobs (no prices), upload photos, and accept or decline offers.
4. Revoke the link from the same rate card when access should end; the old link returns 404 on its next request.

Tracks operational locations in one place: live sites, warehouses, vans, stock, equipment, installed assets and opted-in crew nearby.

1. Open Locations for job sites, warehouses, vans, crew map and dispatch context.
2. Use the Sites, Vans, and Warehouses tabs to inspect each location's photo, address, stock, equipment, assets, jobs and live staff.
3. Open a map pin or location row to see the full detail panel.
4. Use Stock > Restock when inventory needs moving between warehouses, vans, and sites.