The Service Pro Workflow
If you're in HVAC, plumbing, electrical, cleaning, or any trade — your workflow looks like this:
1. Call comes in → Customer needs help
2. Estimate → You assess the job, send a quote
3. Job → Customer accepts, you schedule and do the work
4. Invoice → Job done, send the bill
5. Payment → Get paid, close the loop
Most service pros use 3+ tools for this process. 365clients does it all in one place.
Step 1: Create an Estimate
From a Contact
1. Open the contact's profile
2. Click + New Estimate
3. Add line items (labor, materials, parts)
4. Set your markup percentage
5. Click Send to Customer
The customer receives a professional estimate via email with your logo, line items, and a Sign & Accept button.
From a Deal
If you're tracking a deal in your pipeline:
1. Open the deal
2. Click Convert to Estimate
3. All deal info is pre-filled
4. Review and send
Pro tip: Set up Estimate Templates for repeat jobs (e.g., "Standard HVAC Tune-Up") so you don't have to recreate line items.
Step 2: Customer Accepts → Auto-Create Job
When the customer signs and accepts the estimate:
1. Status changes to "Accepted"
2. A Job is auto-created with all estimate details
3. Schedule the job — pick a date/time
4. Assign to a tech (if you have a team)
Job Checklist
Each job has a checklist template based on your niche:
HVAC Example:
- [ ] Arrive on time
- [ ] Inspect unit
- [ ] Check refrigerant
- [ ] Clean condenser
- [ ] Test thermostat
- [ ] Explain findings to customer
- [ ] Get signature
Electrical Example:
- [ ] Turn off power
- [ ] Test for dead circuit
- [ ] Complete repair/install
- [ ] Test new wiring
- [ ] Turn power back on
- [ ] Walk customer through work
Step 3: Complete the Job → Auto-Create Invoice
When the job is marked Completed:
1. Click Generate Invoice
2. All estimate line items are pre-filled
3. Add any extra work or parts used
4. Click Send Invoice
The customer receives an invoice with a Pay Now button (via Stripe).
Payment Options
Your customers can pay:
- 💳 Credit card (via Stripe)
- 🏦 ACH bank transfer
- 💵 Mark as paid manually (cash/check)
Step 4: Get Paid → Close the Loop
When payment is received:
1. Invoice status → Paid
2. Deal status → Won
3. Customer gets a Thank You email
4. Auto-schedule Follow-up (maintenance, review request)
The Magic: Everything Is Connected
Here's what makes 365clients different:
All linked to the same contact. When you open a contact, you see their entire history:
- All calls/emails
- All estimates sent
- All jobs completed
- All invoices paid
- All follow-ups scheduled
Advanced Features
Recurring Jobs
Set up recurring maintenance:
1. Open a completed job
2. Click Set Recurring
3. Choose frequency (monthly, quarterly, annually)
4. Auto-create future jobs + estimates
Example: HVAC customers get automatic tune-up reminders every 6 months.
Job Costing
Track your profitability:
1. Set Estimated Cost vs Actual Cost on each job
2. Track time spent by tech
3. See profit margins in Analytics
Team Dispatch
If you have multiple techs:
1. Open the job queue
2. Drag jobs to techs' calendars
3. Techs see their schedule on mobile
4. Real-time status updates
Template Library
365clients includes templates for:
- HVAC: Tune-up, replacement, emergency repair
- Electrical: Panel upgrade, rewiring, lighting install
- Plumbing: Drain cleaning, water heater, leak repair
- Cleaning: Initial clean, recurring clean, move-out
- Painting: Interior room, exterior house, commercial
Customize them to match your services and pricing.
Real Example: Full Workflow
Customer: John calls about a broken AC unit
Day 1:
- Create contact: John Smith
- Add to pipeline: "Inquiry" stage
- Schedule estimate: Tomorrow 2pm
Day 2:
- Visit property, assess the issue
- Create estimate: $3,500 for new unit (labor + materials)
- Send to John via email
Day 3:
- John accepts estimate → Job auto-created
- Schedule install: Friday 9am
- Assign to Tech: Mike
- Order unit from supplier
Day 5:
- Mike installs the unit (4 hours)
- Completes job checklist
- Generates invoice: $3,500
- Sends invoice to John
Day 6:
- John pays via credit card
- Invoice marked "Paid"
- Deal moves to "Closed Won"
- AI schedules 6-month maintenance reminder
Total time in CRM: ~10 minutes of admin
Total customer interactions: Professional, seamless
Your Action Plan
1. Set up Estimate Templates for your top 5 services
2. Create Job Checklists for each service type
3. Enable Auto-Invoice on job completion
4. Set up Recurring Jobs for maintenance clients
5. Train your team on the mobile app
Need help? Email us at support@365clients.com and we'll set up your first template for free.
Next Steps
- Learn about Lead Scoring → Prioritize your hottest leads
- Set up AI Follow-Ups → Never miss a check-in
- Explore Analytics → Track your profitability
Ready to streamline your workflow? Start your free trial