Filing: quotes, jobs and money owed
For businesses with the filing switched on: where each sale lives, from a quote being chased to the money still owed, and who sees what.
Where each sale lives
Quotes, Jobs, Invoices and Customers are laid out like a filing cabinet, and a sale moves from one to the next by itself:
- Quotes: the quotes you are still chasing, in fixed sections: Deposit to check, 30 days old, each quoter's own quotes, and Not sent yet.
- Filed quotes: quotes that went quiet or ended, under the month each was sent.
- Jobs: sold work, from the deposit landing until it is fitted.
- Invoices → Waiting on payment: money still owed.
- Customers: everyone, each with every quote, job and invoice in their file.
When something moves (filed, deposit in, fitted), a grey Moved line stays where it was until the end of the next working day, saying where it went, with a link. File, Mark received, Put back on Quotes and Mark fitted each show a message with Undo for a few seconds.
Quotes, and 30 days old
A sent quote with no answer 30 days after it was sent moves into 30 days old, and Today counts it. File puts it in Filed quotes under the month it was sent, and the button names that month before you press it. Keep chasing keeps it where it is and asks again in 7 days. A quote you are still chasing can be filed at any time with its own File button.
Filing changes nothing on the quote: its prices, its valid-until day and the customer's link stay as they are, and nothing is sent. Only a sent quote can be filed, and a quote the customer has said yes to is never filed.
A quote marked lost files itself under the month it was sent, tagged Lost with the reason. So does one the customer turned down with Not going ahead (Declined), and one cancelled because the customer pulled out (Cancelled).
Filed quotes
Filed quotes is sorted by financial year, like Quotes 2026 / 2027, then by the month each quote was sent. Search filed quotes looks through every year, and each result shows its month. Quotes from before you used Mist stay in your paper drawers, and the foot of the page says from when.
A filed quote opens read-only: you can see it and print it, not change or send it. Within its valid days, Put back on Quotes takes it back to Quotes without sending anything, and it does not ask about 30 days again for 7 days. Past its valid days you bring it back as Extend and resend, the same quote at the prices it was sent with, sent again, or Duplicate, a new quote at today's prices.
If the customer says yes on a filed quote, from the link they already have, it comes back to Quotes by itself, under Deposit to check.
A deposit lands
When a customer says yes to a quote paid in stages, it waits in Deposit to check. Once the deposit is in your bank, press Mark received, check the stage, the amount and the customer, and press it again. The job moves to Jobs, under To order, and the deposit gets its own invoice, marked paid, ready for you to send (see Quotes). Only you, or someone you let see prices and invoices and record payments, can mark a deposit received.
Jobs
Jobs holds sold work from the deposit (or a builder's purchase order) until it is fitted. It opens as a list, A to Z by the customer's surname, with a builder's job under the builder's name. By stage groups the jobs by where they are up to, To order first, and Board shows them as columns. Mist remembers which you chose. Each row says where its job is up to, with its next step as a button, such as Mark ordered, Mark ready or Book it. Fitted jobs leave Jobs. Find them under the customer.
Two trays are always on top:
- Waiting on Selections, for a job waiting on the customer's final choices. Press Put in on the job's page, and Take out on the tray once the choices are in. A job in it can still be ordered. Print prints the tray as one list: customer, phone, job, quote, in since and ordered so far.
- This week’s installs: every install booked Monday to Saturday this week, by day. It moves on to next week at 12pm on Saturday, Perth time.
Press Mark fitted once the install team reports a job done, and the job leaves Jobs. If its quote is paid in stages, the payment due on fitting waits on Invoices, under Waiting on payment, marked Ready to send, and someone who sees money is shown that stage and its amount before they confirm. No bill goes to the customer; if the job is already paid in full, they get the review request any finished job gets. Only you, or someone you let book work, can mark a job fitted.
Money owed
Invoices opens on Waiting on payment, in two sections: Work done, still owing, and Progress payments, job still in progress. A line at the foot says how many deposits are waiting on Quotes.
Ask for payment, beside each, asks the customer for what is due. Only you, or someone you let see prices and invoices and record payments, sees it; for a quote's payment stage, they also need to be let write quotes. When the money lands, open the quote and press Mark received on that stage, the same as for a deposit.
Customers, and finding anything
Customers lists everyone A to Z by surname, with a Where now column saying where their latest sale is up to (Newest puts the newest first). A customer's file holds their quotes, orders, jobs and invoices, grouped by sale, newest first, and each sale says where it is up to, such as still being chased, or paid and complete. Searching a customer's name lists their quotes, jobs and invoices, each with where it is now.
Who sees what
What each person sees here follows what you let them do in Team (see Your team). Someone without See money and prices sees no amounts anywhere on these screens, and no deposits to check or money owed, and the foot of their menu says Doesn’t see money. The Front of house start is made for that: the office and the diary, with no money and no quoting.