From the first quote to the next visit
Here's every step, and who does it: ArkCRM, your team or your customer. We've also said where ArkCRM stops, so there are no surprises.
We'd rather tell you where you still press a button than have you find out in week one.
Doing the work
1 · Quote
- What happens
- Price the job from your own services, add line items, and send the quote as a link and a PDF.
- What ArkCRM keeps
- The quote, its lines and when it was sent.
- Where ArkCRM stops
- It doesn't follow up unanswered quotes for you.
2 · Customer approves
- What happens
- Your customer opens the link on their phone and taps Approve or Decline — with a reason if they decline.
- What ArkCRM keeps
- The answer, the reason and when it was given.
ArkCRM records your customer's answer and lets you know straight away; you book the work.
3 · Book the work
- What happens
- Pick the technician, the day, morning or afternoon, and the order of visits.
- What ArkCRM keeps
- Who is going where, and in what order.
- Where ArkCRM stops
- It doesn't plan routes.
ArkCRM books a morning or afternoon and an order, never an exact clock time — because traffic makes clock times promises you can't keep.
4 · On the day
- What happens
- You run the day's jobs from your own login, on your phone or computer.
- Each technician sees their day on the ArkCRM phone app — the current job first, with the customer, address, checklist and notes — and logs time on site and travel.
- What ArkCRM keeps
- What was done, by whom, and when.
5 · Finish the job
- What happens
- Tick the checklist, take photos, add any extra services used, and close the job out. If something needs a second visit, book a callback linked to the original job.
- What ArkCRM keeps
- Photos, checklist and services used. A callback stays linked to the original job, which is left as it was.
Getting paid and coming back
6 · Invoice
- What happens
- Raise the invoice from the job's own line items and send it as a PDF and a link to your customer's portal.
- What ArkCRM keeps
- Every invoice, what's been paid, and what's still owed.
- Where ArkCRM stops
- It doesn't take payments online.
7 · Get paid, hand over the books
- What happens
- Record payments as they come in. Export your invoices and payments in your accounting package's import format, or as a general file.
- What ArkCRM keeps
- Who owes you, on each customer and on one Money screen.
- Where ArkCRM stops
- It doesn't connect to your accounting package directly — it gives you the file.
8 · Service due
- What happens
- Each morning, ArkCRM checks which customers are due a service and sends their reminder. If nobody replies, it can try again.
- What ArkCRM keeps
- Every reminder: when it went, and how.
- Where ArkCRM stops
- It doesn't create the job by itself.
Reminders go on WhatsApp from your business's own number, with email as the fallback. We help you connect your WhatsApp number.
9 · Customer replies
10 · Book the next visit
- What happens
- You book the confirmed visit, and ArkCRM reminds your customer the day before. Then the loop starts again.
- What ArkCRM keeps
- The customer's full history, visit after visit.
…and back to step 3.
Seen enough? Find the plan that fits.
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See ArkCRM set up like your business
Tell us how you work, and we'll show you quotes, bookings, reminders and invoices for a business like yours. No obligation.
Or email us at info@arkcrm.co.za