Need the office to call a customer?

For anything you can't settle on site — a billing argument, a quote they want, an account question. It lands in the office queue straight away. This doesn't count as having contacted them; office logs that when they actually make the call.

What the assistant has cost on your own calls. Only yours — the database scopes this to you, not the page.

Customers a tech has asked the office to call. New flags appear here the moment they're raised — no refresh needed.

Site contacts a tech has added or corrected in the field. Nothing here reaches FreshBlends on its own — somebody has to key it in, and then mark it done. The old value is kept beside the new one so you can find the record over there.

Added by a tech standing at the machine. Check the details, set a new customer's agreement on their customer page, and approve. The tech has not waited for you — the work order is already on it.

Completed work orders that have not been priced into a job yet. Check the figure against the work order before you press — after this, it is what the customer gets billed.

This does not bill anybody. It creates the job and moves it down to Ready to bill, where raising the invoice is a separate press.

Open the work order to change what is on it. Labour lines and parts are edited there and the job just reads them — so anything that needs fixing is fixed before you press, not after.

Finished jobs that have no invoice yet. The amount shown is what the work order actually adds up to — check it before raising anything.

Raising an invoice does not send it. It records a draft in TB with its own number (INV-nnnnn) — nothing is emailed. Office then raises the bill in Square by hand from that number, and records the money here when it comes in (Record a payment on the Invoices card below).

Every invoice TB has raised. A draft is TB thinking out loud — the customer cannot see it. Pressing Send is the moment it becomes a bill on their screen, dated today and due in 30 days.

To change what somebody is billed, change the work order. The amount here is added up from the parts fitted and the charge lines — it is not typed, and it cannot be typed over. Each row links to the work order behind it.

Parts a tech has flagged as needed. Techs record what the machine needs; ordering is yours. Nothing here is on the customer's bill until a tech marks it fitted.

Parts a tech recorded as needed but not urgent. Nobody is being asked to buy these — they come back automatically the next time someone opens a work order on that machine. Shown here only so the backlog is countable.

Machines whose next preventive maintenance is due within 60 days or already past, soonest first. Six months after the last PM unless the customer’s signed agreement says otherwise; a machine already on an open work order is shown with it. Tick the ones you want and put them straight on a trip — an open draft, or a new one. Plan these on Build a Trip goes the other way, to the fuller picker with its own search.

Jobs where more than 24 hours passed between us being notified and actually reaching the customer. This is a review list, not a block — the work order was still submitted, and nobody was stopped from doing their job.

Work orders filed without a before and an after. The form asks for both — these are the ones that got through anyway.

Machines still on the old three-finger lid. A tech records the lid on a work order and the machine remembers it — nobody has to keep a list. "Not recorded yet" means nobody has reported on that machine, which is not the same as knowing it's old.

Machines fitted with a self-cleaning kit need sanitizer and drain cleaner, which bill at $250 a visit. "Nobody has looked" is its own state and nothing is billed on it — a tech answers it at the machine. The ones flagged below have been billed for a kit in the past, which is worth checking but is not an answer on its own.

Assigning a tech to a machine lets them see the invoices for work done on it — including the amounts, so they can check their own commission. Taking them off removes that straight away.

A tech always sees the bill for a job they personally worked, assigned or not. This is for the machines they look after.

Each tech counts their own van on their My Truck tab. This is where you check on them — and, more usefully, see who has not counted in a while. Open a van to put a part on it.

Whether it is done — not the form itself. No document numbers, no citizenship or immigration status, no social security numbers are stored here or anywhere in TB. The I-9 is completed elsewhere; this records that it happened.

TB collects the I-9 itself — BBSI does payroll and the rest. The signed form stays on paper; this screen is the record that it was done, not the document. Note where the paper lives if that helps at audit time — but never a document number, and never an SSN.

Section 2 is yours and cannot be done here. An I-9 has two halves: the employee's, on or before their first day, and the employer's — within three business days, and it needs a person to physically examine original documents. Marking someone complete means that happened, not that a form was filled in.

Who has been invited and what became of it. A link that has gone stale is not a problem — withdraw it and send a new one.

Every TB login. Suspending one stops that person signing in and changes nothing else — their pay still works out, past work orders still say who did them, and their machines stay assigned to them. Somebody leaving is a suspension; taking them off the roster is a separate job.

Who at FreshBlends can sign in, and whether they have. Tickets sent is the answer to "is this login being used" — an invite nobody took up looks identical to one somebody uses daily until you count something.

Who has been invited at which company, and what became of it. "Has not signed the agreement" is the one worth watching: until somebody at that company signs, everybody there sees the agreement and nothing else.

A town, not a street address — "Louisville, KY" is precise enough for a drive time and is not somebody's front door. Drive times are measured from here, so a tech with no home base cannot have travel quoted for them at all.

What the assistant has cost, per person. The number that settles arguments is the average per call — check it before deciding this is worth attributing to anybody.

The brake. The assistant refuses before calling out, so a runaway loop costs nothing beyond a few database reads. Switching a feature off stops it instantly — no deploy, no waiting for anyone.