C06
Sold to Closed Out
What happens from the moment a project is sold until it is closed out. Quote signature, logging the PO, creating and Fast Filling the Order Brief, submitting it, admin approval, the Work Order and the crew app, sending it, the deposit invoice, progress billing and change orders, sub payouts, and closeout through to retainage release. Written so a new hire who has never opened Zoho can do every step alone, first time.
- 01Send the quote for signatureThe job is sold and the quote is Approved. Getting a signature on it is a button in the Quotes report — and emailing the quote itself is something you do from your own mailbox, not from Creator.10 min
- 02Log the PO on the OpportunityThe customer's purchase order or signed contract is the authority for everything that follows. It gets attached to the Opportunity before a brief is created.8 min
- 03Create the Order BriefOne button on the Opportunity. Nothing in the system ever creates an Order Brief on its own — not when a quote is signed, not on a schedule, not by any workflow rule.8 min
- 04Fast Fill the briefFour dates and four confirmations, on your phone, in about thirty seconds when nothing has changed from the quote.12 min
- 05Submit the Order BriefSubmit hands the brief to admin. It refuses until eight things are filled in, and it tells you exactly which ones. Every brief needs approval — whether or not the pricing moved.14 min
- 06Admin: approve the Order BriefThe approval step is what releases the Work Order, the project scratch and the deposit invoice. Nothing downstream exists until somebody approves.12 min
- 07Create the Work OrderOne button on the approved brief. The Work Order pulls everything across from the quote and the brief except the pricing.8 min
- 08Fill the Work Order in the appTwelve screens on your phone, chips instead of typing, then Save & sync. The Review screen blocks only on real problems — and it tells you exactly which.20 min
- 09Send the Work OrderSending happens in CRM, not in the app. Where it goes depends on whether this is a subcontractor or an internal crew.8 min
- 10The deposit invoiceFifty percent on mobilisation, billed from the Completion Form — and only after the brief is approved. Direct-owner jobs take a deposit; AIA / GC jobs with retainage do not.14 min
- 11During the jobProgress billing against square feet installed, change orders, vendor bills and sub payouts — all of it in the Completion Form.18 min
- 12Close the job outPunch list signed, final invoice, sworn statement and waivers, then Complete and Closed Out. Retainage release is Eric's click and nobody else's.16 min