Workiz

Trial a representative enquiry, estimate, approval, dispatch, technician update, invoice and customer payment link. The invoicing and pricing pages also describe QuickBooks Online integration; verify its accounting mapping and sync direction, plus the specific payment service. Include both office and mobile users, and check what happens when a technician lacks a signal. This tests the actual workflow rather than assuming every advertised integration or automation is enabled.

Compare core scheduling with Genius Scheduling, and check whether multi-location controls, inventory, proposals, service plans and API access are needed. The current plan cards assign several of these to Pro or Ultimate. Confirm the exact plan and any add-on eligibility with the vendor before migration.

For a business outside the vendor's main market, verify account and payment availability, local tax treatment, currencies, processor terms and support. Reconcile the phone-plan wording in writing, and review subscription, payment and usage charges on the proposed order. No faster collection, labour saving or completed payment is verified by this profile.

Technicians can view job and customer history, update status, and add notes or photos in the iOS or Android app. The mobile feature page says changes made offline sync when connectivity returns. Trial the actual device, permissions and offline actions before relying on that behaviour for every form or payment.

Build an estimate from a price book, adjust it for the job and send it for customer approval. The estimating page describes moving an approved estimate into scheduled work; sales proposals with multiple options are listed under Ultimate. Verify which quote format and approval record the business needs.

The client portal gives customers a link to view permitted appointments, estimates, invoices and service history, with options to sign or pay when configured. A business controls which records are shared. Test that visibility with a sample customer account before placing private job notes or documents in the portal.

If you use Workiz Service Plans for recurring work, review the client's future schedule and payment records before canceling an active plan. Workiz says the cancel action permanently deletes all upcoming jobs, visits and scheduled payments tied to that plan, and those records cannot be recovered. Decide how to preserve needed records and handle customer communication before confirming cancellation.

Before importing historical records into Workiz, ask which existing automations could fire. Workiz warns that importing completed jobs can trigger customer texts; its import team temporarily turns off affected rules and restores account settings afterward, which may briefly interrupt ordinary automations. Agree on the pause and a post-import check for unintended messages and restored workflows before submitting files.

Before a technician sends a payment link from a job, use a dummy job to check its line items, invoice and recipient. Workiz says this mobile action appears only after items are added, automatically generates an invoice, and sends the customer a link to view and pay it. Confirm the intended amount and notification path before using it with a real customer.

If job history may need to leave Workiz, confirm that the proposed plan permits the Jobs report CSV and sample it with the needed time ranges, done and canceled statuses, and columns. Workiz says the report defaults to the current week and excludes deleted jobs, which cannot be restored. Files can be attached to jobs, estimates and invoices separately; compare a sample job and its files with the CSV and agree how those files would be retrieved for a handoff.

Treat a Workiz refund entry differently according to how the client paid. Workiz's current guide says online payments such as cards or ACH can be refunded within 60 days, and partial refunds are available only for online payments. A cash or check refund recorded in Workiz is for reporting and does not move money back to the client. Before saying a refund is complete, identify the tender, arrange any offline repayment separately, and reconcile the Workiz record with the actual funds movement. Confirm the current account and processor terms for the real payment.

Before using estimate deposits as a booking gate, have Workiz demonstrate a sample approval, payment and final balance. Its Help says online card or ACH deposits require Workiz Pay. By default, a deposit is payable during approval of an Unsent or Pending estimate; an optional payment policy lets the client sign first and pay later or offline. Online deposit requests start from estimates, not jobs or invoices. If the estimate is linked to a job, Workiz applies the deposit to that job and its later invoice balance. Verify the selected policy and account and processor terms before scheduling around payment.

For recurring Service Plans, ask Workiz to show the handoff from a visit to a job. Once a client pays for a plan, its visits appear as unassigned schedule placeholders until staff convert them into jobs; the resulting job receives a Service Plan tag. Workiz says it creates a default rule to remind the client 14 days before an upcoming visit, and that visit rule stops applying after conversion as job rules take over. Confirm Service Plans access, the chosen visit dates, reminder settings and actual delivery to an authorized test recipient before treating a placeholder as a booked technician appointment.

Treat a historical Workiz invoice import as a selective migration. Its support-assisted onboarding route takes a flat spreadsheet and can bring over client details, invoice dates and payment summaries, but not line items, tax rates, discounts, files or links to related jobs and estimates. Workiz also advises against importing invoices when QuickBooks Online is used or planned because payment information may duplicate. Before handing over records, compare a representative old invoice, its job and its totals with the imported result, and decide how missing detail will remain accessible.

Set a Workiz recurring-job schedule carefully before creating the series. Its Help guide lets staff choose the frequency, a stop condition and how many days ahead jobs are created, but says the frequency cannot be edited afterward. Changing cadence requires deleting and recreating the recurring schedule. Try a harmless short series, review the generated job dates and any affected customer-message settings, and confirm plan access and staff permissions before using it for booked work.

Workiz says setting an individual job's status to Canceled is its preferred way to remove that job from the schedule; deleting the job permanently loses data linked to it. If an existing invoice triggers a prompt during cancellation, Keep invoice retains that invoice for history, while Delete invoice permanently removes it. Before changing a real job, compare those paths with a fictional job and invoice, and confirm who has permission to act. Check any customer notice, payment or accounting follow-up separately rather than assuming the status change handles it.