How Jobs Enter the Pipeline
Not every sold job shows up on the board. A job enters the pipeline when its estimate subtotal is above the sold threshold configured for that job type. If a job is fully paid, canceled, or has no estimate, it won't appear.
When a job does qualify, it gets routed automatically based on where things stand financially:
Estimate sold, job completed, balance still open ā enters at Confirm Deposit and moves through the full workflow
Estimate sold, job completed, already fully paid ā goes straight to Done. Nothing for your team to do
Job completed with a balance but no sold estimate ā routes directly to Final Payment
Moving Cards ā Two Ways
The Complete button moves a card one stage forward. It checks whether the stage requirements are met first ā but if they're not, you'll be prompted for a manual override and the card moves anyway. The only time it won't work is on a card that's already in Done.
Drag and drop is more flexible. You can move a card to any stage ā forward, backward, or skipping stages entirely. Use this when the job situation calls for it and the normal flow doesn't fit.
One thing to keep in mind: moving a card forward clears all active alerts on it automatically ā even if the underlying issue hasn't actually been fixed. Make sure the problem is resolved before you move the card, not just the alert.
Any move in either direction resets the 30-minute SLA clock for that stage.
Stage 1 ā Confirm Deposit
The system automatically checks whether the payments received cover the required deposit. Only successful payments count ā failed, voided, and refunded ones don't.
You'll need to set your company's deposit percentage in Settings first. The system uses that as the baseline, but if it falls below the legal minimum for the job's state, state law takes over automatically.
If the deposit check passes, the card moves forward on its own. If it fails, the card is blocked and an alert fires.
Stage 2 ā Material / Equipment List
Line items are pulled from your CRM automatically when the card enters this stage. Your team can add additional materials to the list as needed. You can also upload a PO and set a material ETA here.
When you're ready to move forward, advance the card manually.
Stage 3 ā Sourcing
Parts delay can be flagged manually. No hard block on moving forward ā this stage is mainly there to track where things stand with parts.
Stage 4 ā Arrival Confirmation
A manual checkpoint. Hit Complete when parts have arrived. It always goes through regardless of what data is present ā it's a deliberate confirmation step, not an automated gate.
Stage 5 ā Schedule Job
Same as Stage 4 ā a manual checkpoint. Confirm when the follow-up appointment is scheduled and move the card forward. Always works regardless of what data is present.
Stage 6 ā Work In Progress
The card exits automatically to Confirm Payment when one of two things happens:
The job is part of a project and its linked follow-up job is marked Completed in your CRM
The job is standalone with more than one appointment and the job status is marked Completed in your CRM
If the job is part of a project but the follow-up work isn't done yet, the card stays here. The system checks in real time whenever scheduling data syncs.
Stage 7 ā Confirm Payment
The system continuously checks whether successful payments cover the full invoice amount. When they do, the card moves to Done automatically. If there's still a gap, the card is blocked and an alert fires. Failed, voided, and refunded payments don't count toward the total.
Stage 8 ā Final Payment
Same payment check as Stage 7 ā runs continuously until the balance is cleared, then the card moves to Done automatically.
When a card first lands here, a one-time alert fires to flag the outstanding balance. As things change, a separate recurring alert keeps the team informed of what's still owed.
If you need to force the card to Done before the balance is cleared, a payment override is available .
Stage 9 ā Done
Cards disappear from the board 48 hours after completion. Nothing is deleted ā all the history, materials, and alerts still exist and can be found by direct link. The board just filters them out to keep things clean.
ā FAQ ā Sold Jobs Pipeline
Why isn't my sold job showing up on the board? Check that the estimate subtotal is above the sold threshold configured for that job type in your CRM. If the job is fully paid, canceled, or has no sold estimate, it won't appear on the board. If everything looks right in the CRM and it's still not showing, contact support.
Why did a job go straight to Done without going through the stages? This happens when a job is already fully paid by the time it enters the pipeline. If the balance is cleared, there's nothing to track ā so it routes to Done automatically.
Why did a job skip to Final Payment instead of starting at Confirm Deposit? This means the job was completed with an outstanding balance but no sold estimate above the threshold. The system routes it straight to Final Payment since the build cycle doesn't apply.
Can I move a card backward? Yes. Drag and drop lets you move a card to any stage ā forward, backward, or skipping stages entirely. Any move resets the 30-minute SLA clock.
Can I skip stages? Yes, using drag and drop. The Complete button only moves one stage forward at a time.
Why did my alerts disappear when I moved a card forward? Moving a card forward automatically clears all active alerts ā even if the underlying issue wasn't resolved. Make sure the problem is actually fixed before advancing the card.
Why is my card blocked? Cards are only blocked by two things ā a failed deposit check or a failed payment check. If your card is blocked, check the deposit or payment status on the job. Fix the issue or use a manual override to move forward.
Does blocking pause the SLA timer? No. The 30-minute SLA keeps running even when a card is blocked. A blocked card can still breach its SLA independently.
Who can override a blocked card? The card's assigned manager or any admin can override a deposit block. A payment override also requires a written explanation note. Overrides are not available to other team members.
Why can't I override this card? Deposit and payment overrides are restricted to the card's assigned manager or an admin. If you're a manager but the card isn't assigned to you, you won't have override access ā contact your admin.
Who can confirm the deposit? Only the assigned or primary technician on the job can confirm the deposit. Managers and admins can override a failed deposit check, but the initial confirmation is the tech's responsibility.
Why is the SLA alert firing on a card I just moved? Every stage has a 30-minute SLA. If a card has been sitting in its current stage for more than 30 minutes ā including time before you touched it ā the alert will fire. Moving the card resets the clock.
Why did a card disappear from the board? Cards in Done are filtered out of the board view 48 hours after completion. Nothing is deleted ā the full history, materials, and alerts still exist. If you need to find it, reach out to support and we can pull it up by job number.
Can I configure the 48-hour removal window? Not currently. The 48-hour window is the same for all workspaces and isn't configurable.
Why isn't my Stage 6 card moving to Confirm Payment? The card exits Work In Progress automatically when the job is marked Completed in your CRM ā either when a linked follow-up job finishes (for project jobs) or when the standalone job with multiple appointments is marked complete. If neither of those conditions is met yet, the card stays in Work In Progress. Check the job status in your CRM first.
Why is there a one-time alert at Final Payment? When a card first arrives at Final Payment, a one-time alert fires to flag the outstanding balance. This is separate from the recurring payment alert that continues firing as long as the balance remains unpaid.
Can I force a card to Done before the payment is cleared? Yes ā a payment override is available at Final Payment. It moves the card straight to Done but requires a written explanation note. Only the card's assigned manager or an admin can do this.
Can technicians see the full board? No. Technicians can only see cards where they are the assigned or primary technician. They don't have access to the full pipeline board.
