How a Job Moves Through ExequtechOS.

A quote starts as a Draft. When it is ready, Issue it for an internal check: someone with approval rights either Approves it or Rejects it back to the person who wrote it for correction. Nothing reaches the customer until it is approved.

Send emails the customer a secure link to view and accept the quote. If you delivered it another way, Mark as Sent records that instead. Need to change a sent quote? Revise creates a new editable revision rather than altering what the customer already has.

Every quote has a Valid Until date. After it passes, the customer's link shows that the quote has expired and can no longer be accepted. Edit Validity extends or removes the date.

Create Option copies a quote so you can offer alternatives, say a repair and a replacement. When the customer accepts one, you choose whether the other options stay open or are cancelled.

The customer opens the link, clicks Sign Quotation, draws or uploads a signature and clicks I Accept. They need no account and nothing to install. The quote moves to Signed.

If the customer signed on paper or by email, use Capture Signature on the quote to upload the signed document and record who signed it.

On a signed quote, Create Job builds the job card for you. Every line on the quote carries over:

• Services and labour become the job's tasks.
• Products and consumables are reserved for the job, so the stock is set aside before anyone drives out.

Each line must be linked to an item in your catalogue first; the dialog lists any that are not and lets you link or create them on the spot. The new job card opens as Unscheduled.

Jobs can also be grouped under a Project, or created automatically from a Recurring card for regular maintenance. The job list marks where each job came from: Q from a quotation, P in a project, R from a recurring card.

Schedule gives the job a date; Assign then gives it to a technician. The job has to be scheduled before it can be assigned. The technician gets the job and taps Accept, which tells the office it is confirmed.

The job's status always tells you where it stands:

The technician moves the job along as they go: En Route when they leave, Start Work on arrival, On Hold if they have to pause and Resume Work when they continue. Travel and working time are logged from these taps, so nobody fills in a timesheet afterwards, and each tap records its GPS location, which the office can open on a map from the job's Events tab. Exequ-Jobs works offline and syncs when signal returns.

Against the job card they record:

• Tasks and checklists, including readings, yes/no checks and which piece of equipment was serviced. Extra work beyond the original scope can be added and is flagged as such.
• Materials: reserved stock is confirmed against what was actually used, and anything not used goes back.
• Labour, by labour type and hours.
• The team: general workers without a login are added to the team by the team leader, and their hours are tracked free of charge.
• Purchases made on the way, and purchase orders raised for missing materials.
• Photos, tagged and with notes.
• Work notes: work performed, issues encountered and follow-up needed.

Once the technician accepts, the job card is locked for the office so the record from site can't be changed underneath them. Administrators can still correct it, and any time or travel added by hand must carry a reason.

The technician taps Complete, enters their name and signs. The job is now Completed.

Send Job Card emails the customer a link to the finished job: the tasks and checklists, materials used, work notes and photos. They click Sign Job Card, sign, and leave a star rating and feedback. The job moves to Signed, and you have proof of what was done and that the customer was happy with it.

Need a record to hand over? The job report PDF lets you pick which sections to include: job details, tasks, materials, purchases, images, work notes, the activity log, profitability, customer feedback and the technicians involved.

If something needs another visit, Reopen puts a completed, signed or cancelled job back in play.

Create Invoice on the job turns the work actually done into an invoice and locks the job card. If the job changes afterwards, Sync Invoice brings the invoice up to date.

For larger work you can bill in stages instead: a deposit, milestones and a balance, each invoiced from the quote as a percentage. If a job's quote has already been partly invoiced, ExequtechOS warns you and offers to bill the remainder or deduct what was already billed, so nobody gets charged twice.

Send emails the invoice to the customer. When money comes in, Record Payment captures it against the invoice, or a bank transaction can be allocated across several invoices. The Debtors tab shows who owes what, aged into current, 30, 60, 90 and 90+ days.

Because the time, materials and purchases were captured on the job, its Profitability tab can show the result: sales, the cost of tasks, materials and labour (including non-billable items), ad hoc purchases, profit, margin, time spent and profit per hour, with a line-by-line breakdown.

Across jobs, the Reports app shows technician utilisation by month: hours worked (travel and on-site, taken from the status taps) against hours invoiced, the recovery percentage and labour revenue per hour. That is the number that tells you whether time in the field is turning into billed work. Changes to records are kept in the Audit Logs, and the report Builder exports jobs, quotes, invoices, purchase orders, payments and stock movements with the columns you choose.