The Service Pro Workflow
Every job follows roughly the same path:
Call → Estimate → Yes → Schedule → Do the work → Invoice → Paid → Review
The trouble starts when each step lives somewhere different: the estimate in a template, the schedule on a whiteboard, the invoice in accounting software, the customer's number in your phone. Every hand-off means retyping, and every retype is a chance to lose a job or a payment.
In 365clients, each step hands off to the next.
Step 1: Turn the Lead into a Job
A customer calls about a problem. You either:
- add them as a contact and create a deal in your pipeline. When they're ready to go ahead, click Convert to job on the deal page and the job is created with the customer already attached; or
- go straight to Jobs → New job for a quick service call.
A job, or work order, holds the job type, priority, service address (with a map link for the crew), the customer, and a description. It moves through clear statuses: booked, scheduled, dispatched, in progress, completed, invoiced (or canceled).
Step 2: Send the Estimate
From the job page, create an estimate. It's linked to the job and the customer automatically.
- Add line items from your Pricebook so prices are consistent.
- Offer two or three options ("repair", "replace", "replace + maintenance plan") and mark the one you recommend.
- Add a message to the customer, photos, and a valid until date.
The customer gets a link, compares the options on their phone, picks one and signs by typing their name. When they accept, 365clients creates a draft invoice for that option, linked to the same job, and emails you. Any estimate follow-up messages stop on their own.
Step 3: Schedule and Dispatch
Open Schedule to see your crews by day or week.
- Schedule an appointment for the job: a start time, or an arrival window ("between 8 and 10"), and the team members who are going.
- Drag to reschedule. 365clients warns you if someone is double-booked.
- Send the customer a confirmation by email straight from the appointment.
- Jobs waiting for a date show in Needs scheduling, so nothing sits forgotten.
Turn on appointment reminders in Settings → Outreach, and customers are reminded about 24 hours before their visit (never during quiet hours).
365clients runs in any phone's web browser, so your crew can open their schedule, the job's address and its notes from the truck.
Step 4: Do the Work, Keep the Record
On the job page, the crew and office keep everything in one place:
- Notes: "customer has a dog, use side gate", "replaced capacitor, recommended full replacement next season".
- Photos and files: before and after shots, the model plate, the signed permit.
- Activity: every status change and who made it.
When someone calls asking "what did you do last time?", the answer is on the job.
Step 5: Complete → Invoice → Paid → Review
Mark the job Completed and 365clients:
1. makes sure there's an invoice. It uses the draft from the accepted estimate or, if there wasn't one, creates a draft for you to fill in;
2. emails the customer their invoice link and asks them for a review (on by default; change it in Settings → Outreach).
Open the invoice, adjust anything that changed on the day, and send it. With Stripe connected (Settings → Payments), the customer pays by card from the email and the invoice is marked paid automatically. Cash or check? Record payment on the invoice.
Everything Is Connected
Recurring Work: Memberships
For maintenance customers (HVAC tune-ups, pest control, pool service), create a membership plan with a price, a billing schedule (monthly, quarterly or yearly) and how often a visit is due.
When a member's visit comes due, 365clients creates the job for you ("Membership visit: Gold Plan"), ready to schedule. Stripe bills the membership on its own schedule, and members can get member pricing on estimates.
A Real Day: HVAC
- 8:05am: Customer calls: AC blowing warm. You create a job, Diagnose AC, priority high, and put it on today's board with an 11am–1pm arrival window. The customer gets a confirmation email.
- 11:40am: The tech arrives, finds a failing compressor, and adds photos and a note to the job.
- 12:10pm: From the job, the tech sends an estimate with two options: Replace compressor and Replace system (recommended).
- 3:30pm: The customer picks Replace system and signs. A draft invoice appears on the job and you get an email.
- Next Tuesday: You schedule the install. The customer is reminded the day before.
- Install day, 4pm: The tech marks the job Completed. The customer gets their invoice link and a review request, and pays by card that evening. The invoice shows Paid.
- Next week: You offer a maintenance membership. Twice a year from now on, the tune-up job creates itself.
Nothing was typed twice.
Your Action Plan
1. Fill your Pricebook with your top 10–20 services and parts.
2. Connect Stripe in Settings → Payments.
3. Turn on appointment reminders and the job-completed email in Settings → Outreach.
4. Run your next job end to end in 365clients, from job to estimate to schedule to complete to invoice.
5. Create a membership plan for your maintenance customers.
Next Steps
- Get paid faster: Invoice Automation
- Follow up without thinking about it: Follow-Up Guide
Need help? Email us at manny.agents@gmail.com.