User Guide & Documentation
Navigation & Filtering
- Client Tabs: Filter the list by clicking client names at the top.
- Today / 3 Days: Quick filters below the header to see recent job creation.
- Show Closed/Cancelled: Reveal completed or cancelled jobs (hidden by default).
- Stats: Click the pie chart icon to see a progress overview.
Gmail & AI Automation
- Gmail Dashboard: Access it via the red Google icon to see incoming job requests.
- AI Extraction: The system automatically reads emails and PDFs to extract Site Addresses, Job Codes, and Contact Names.
- Importing: One-click import pre-fills the new order form with all AI-extracted data.
- Sequential POs: Clients like Aspen and DND automatically get the next available PO number suggested.
Managing Work Orders
- Inline Editing: Click and type in most table cells to auto-save changes instantly.
- WhatsApp Dispatches: Selecting a user enables the WhatsApp button to send job details to workers.
- Invoice Status: Tracks the lifecycle of a job's billing (Drafted, Sent, Paid).
- Xero Previews: Clicking "Generate Xero" now shows a full preview of the description and contact details before creating the draft.
- Bulk Invoicing: Select multiple jobs (checkboxes) to create a grouped invoice.
- Only Completed or Closed jobs can be selected.
- Review all itemized descriptions in the preview modal.
- Set a Custom Global Reference (e.g., "Monthly Maintenance") for the entire batch.
- Automatic Sync: If an invoice is Paid, Voided, or Deleted in Xero, the tracker updates automatically via webhooks.
Google Sheets Sync
- Auto-Sync: Every table edit is pushed to the client's sheet in real-time.
- Full Refresh: Use "Sync Database to Google Sheet" in Client Details to rebuild a client's entire sheet.
Tip: Use the History option in the action menu to see who changed what and when.