JOB MANAGEMENT · 6 MIN READ

From estimate approval to scheduled job and invoice

A customer’s approval is the start of a handoff. Confirm what was accepted, agree on timing, keep changes documented, and make the final invoice easy to understand.

A recorded approval is only one part of a smooth project handoff. Agree on the practical details before putting the work on the calendar.

Confirm exactly what was approved

Save the selected scope, total, options, assumptions, and any deposit terms. If the customer chose one of several alternatives, record which one. An approval of an estimate should not be treated as permission for work outside that agreed scope.

Agree on the schedule and access

Confirm the arrival window, expected duration, site access, parking, pets, utilities, and who will be available for questions. Tell the customer how you will handle weather delays or a schedule change. Put important details in a message they can find later.

Document changes before doing extra work

If you uncover a new condition or the customer requests an addition, describe the change, its price or pricing method, and any schedule impact. Get approval in writing before proceeding, except for urgent actions needed to protect people or property under applicable rules.

Close out the work clearly

Review what was completed, note any follow-up item, and share care instructions or warranty information that applies. If something remains open, write down the owner and expected date rather than relying on memory.

Send an invoice that matches the record

Show the completed work, approved changes, payments already received, remaining balance, and due date. Use the payment methods and terms you agreed with the customer. If you accept online payments, explain that provider processing fees and your business terms may apply.

Use written agreements and invoice terms that fit your work and comply with local laws. WorkCraft AI does not provide legal or tax advice.