Review and Send are done from a laptop.
Help
Help
How sites, systems and reports fit together, starting from "Add site".
Before your first certificate
Fill in "Firm details" in Settings first and press "Save firm details".
The certificate will not print until "Firm details" is complete.
If a box is empty, the refusal says so: "Finish your firm details in Settings before issuing a certificate." followed by "Still empty:" and the boxes.
Sites - adding a kitchen and booking its clean
Sites is where you work: add the kitchen with "Add site", then each extract with "Save system".
Add a site you already clean
Add the kitchen with "Add site" on Sites, or "+ Add a site" on the welcome card.
On each extract, fill in "Last cleaned (before this app)" and "Cleaned every (months)", then press "Save system".
The "Planner" then knows when it is next due - there is no need to book it straight away.
The planner - the month, the engineer's day, and the next visit
The planner is populated from your Sites. Each kitchen's next clean shows here in the month it is due. Use the planner to see the month or pencil in a note.
The + makes a line, not a booking
New line
The "+" on a month opens "New line": a line is a note in your diary, with no engineer and no job, listed under "Planned lines".
How the next visit is worked out
- 1
Has a report been submitted for this system?
With no report yet, the due is the "Next clean due (before this app)" typed on the system, or counts "Cleaned every (months)" on from the last clean, or from "Last cleaned (before this app)".
"Due <month> - from the date you entered" means it was counted from the "Last cleaned (before this app)" you typed on the system.
What Estimated for counts
"Estimated for" the year is one figure: jobs already sent, at the price typed on Review, plus the work still to do.
Where people get stuck
Adding a client
The usual way is "Add site": choose "A new client" under "Client" and the client is made with the site.
No clients yet. Add one with the plus button, or with its first site.
Billing details go on the client record afterwards, under "Invoicing".
You can also add a client on its own from Clients, with the plus button, then "Save client". The client page then offers "Add a site for" them.
The client and Xero
A client is not a Xero contact until you first press "Invoice in Xero" on one of its reports.
Then Xero's contact with exactly the client's name is used, or a new one is made, and every later "Invoice in Xero" uses that same contact.
Optional. Used only to raise the invoice once a report is submitted.
Adding a system - First visit or Subsequent visit
"Which visit is this?" decides how the next clean is worked out.
"First visit" is a first clean, worked out by TR19 "Table 4" from the grease level and the "Hours of use per day".
"Subsequent visit" is a repeat clean, worked out by "Table 5" from how fast grease has built up since the last one.
Cleaned before the app? Fill in "Last cleaned (before this app)" and "Cleaned every (months)" so a due shows before the first report.
Add report - who did it, whose phone, and the PVR number
Carried out by
"Carried out by" is the name printed on the report as the person who did the work.
"PVR reference" is your own sequence - "Your own sequence, as on the paper report."
