This is what's real and running today, not a roadmap. Every automation below is granted by subfield — company-wide, to a department, or to one person — and every one that touches money or a customer produces a draft for a person to review, never an unattended charge or an unattended work order dispatch.
The everyday paperwork of running work orders — drafted the moment the trigger happens, approved by a person before anything is final.
Set an amount a day, days of grace and an optional cap. An item that stays out past its due date accrues a fine, settled when it comes back; the customer and the managers are told once, and you can waive it with a reason. It is a record only: nothing is invoiced or charged.
When an order you placed is still not received a day after the date the vendor promised, the managers and whoever placed it are told once, with the vendor and how late. If the date is moved and missed again you are told again. Nothing is cancelled.
A saved calculation is never edited, but the formula behind it can be corrected. When it has been, the saved calculations from the last year are worked out again from their own saved figures, and the managers are told once if one would now come out differently — the saved answer is left exactly as it was.
The owners are told once when the company's storage pool reaches the share you set (80% to start) and once when it is full, and once for each headcount when more people are active than the number of people the company bought room for — before an upload is refused or a bill surprises anyone.
Finishing a work order builds its invoice from the materials actually used, held for review first if the company asks for that — nothing is billed twice on a work order already covered by a service agreement, and nothing is sent to the customer until someone delivers it.
Approving a quote drafts one purchase order per vendor from its line items, ready for review.
An item crossing its reorder threshold drafts a restock order — with a guard against drafting the same one twice while stock stays low.
An approved resource request drafts the purchase order to cover the shortfall.
Recurring, prepaid and on-completion agreement periods invoice themselves on schedule, with evergreen renewal and a derived annual increase.
Payment reminders on the days a company chooses, and an automatic credit hold on an overdue account — does nothing for a company that sets no rule.
For a company that turns it on, new invoices, payments received and vendor bills are posted to its general ledger on their own, each once — and anything it can't post is listed with the reason.
When a vendor's bill is approved it is matched to its purchase order, and a duplicate or an unusually large amount is flagged first — nothing is paid for you.
Keep each vendor's insurance certificate, licence and tax forms with their end dates. The managers are told once when one is about to end and once when it lapses, and again when a vendor without a current insurance certificate is put on a project's subcontract. It only flags; nothing is blocked.
When a project or operating budget reaches the warning percentage your company set, the managers are told once, and once more if it goes over. Nothing is held.
When a bank reconciliation is finished with an accepted difference at or over the dollar amount you set, the managers are told once with the account, the amount and the reason that was given, so a difference never sits unnoticed.
Link a project milestone to a line of the schedule of values and a percentage. When the milestone closes, a draft progress bill is started with that line brought up to the percentage, and the manager is told. It only ever drafts: a person reviews and issues it.
When an active project's cost passes its budget by more than the percentage you set, a draft change order for the overage is created once and the manager is told. It is never sent: a person reviews it, changes it or deletes it.
Advisory only — these rank and suggest, they never assign a work order or move a truck on their own.
Book an event and its setup list is made from your own standard list, each task due before the day. Move the event and what is not done moves with it; the managers are told when a task is due and not done. Record what an event needs and the next event of the same kind is offered the average.
Say that electrical work needs a permit, what gear it needs and the skill the technician should hold. A job flagged with it tells the managers and the person on it that a permit is needed (and again if the job is close and none is recorded), and tells the technician what to bring, warning if they have no current record of the skill. You record the permit on the job. Nothing is held.
If you turn it on, each life-safety inspection that is coming due gets an open work order, scheduled for its due date, with what the inspection needs written on it, and the managers are told. Nobody is dispatched. Recording the inspection starts the next cycle. Off until you turn it on.
For jobs scheduled in the next few days, the credentials each job needs are checked ahead of time for the person it is assigned to. If one is missing, lapsed or unverified, the managers and that person are told once, early enough to fix it. Nothing is blocked or reassigned.
One table of your credential rules against every active person, for the kinds of work you actually do: who is current, who is ending soon, who is missing, lapsed or not verified. Read only, so a gap can be fixed before a job needs it.
Ranks candidates by real location and current workload — a suggestion for a dispatcher, never an auto-assignment.
Suggests the best-located, least-loaded technician for every open work order company-wide — a real location-and-workload match, not a multi-stop route or a drive-time calculation.
A schedule proposes a visit; releasing it opens an unassigned work order — nobody is dispatched by the schedule itself.
A job that was assigned but never acknowledged, was due to start and didn't, or is running well past its expected time tells the technician and the people who run the company. It only tells — it never changes the job.
If your company has promised how fast it responds, each job's warning and breach are noticed once and the office and the technician are told. Does nothing for a company with no promise set.
For customers connected to your company on the platform. Each is a plain notice; nothing is charged or changed by it.
Add a signature item to a delivery form and require it before the job closes: someone types the name of the person who signed, and who recorded it and when are stamped. A delivery cannot be completed until it is done.
Write rules that point a request at a trade by the words in it. The request is marked with the trade and the right person is told. If you choose, the open, unassigned job is made straight away when the customer gave an address. Nobody is dispatched.
The reminder before a visit now lets the customer answer from their portal: confirm it, or ask for a different time and say what would suit. Your technician hears either answer, your managers hear a request to change, and the job shows it. The visit itself is never moved by the customer; you agree a new time and move it.
If you turn it on, when a technician's phone shows them close to a job, the customer is sent one "on the way" message with about how long, and one "arrived" message when they get there. The customer is told a time, never a position. Off until you turn it on.
A customer is told when an invoice is sent, paid, refunded or cancelled; when a document is shared with them; when a project is finished or cancelled; when a service agreement starts, renews, changes price or ends; when a maintenance visit is scheduled; and when an appointment is booked or cancelled.
A customer on the platform is reminded, a number of hours you set before a scheduled visit or a confirmed appointment (by email too, if you turned visit emails on). Once for each time, and again if it moves.
Someone holding something of yours on loan or rental is told a couple of days before it is due back, and once more if it is overdue.
When a job is finished, the customer is told what was done and which parts went in, so they have their own record without anyone sending it.
If you turn it on, a customer on the platform is asked how a finished job went a number of hours after it was done: 1 to 5 and an optional comment. Only your company sees the answer, nothing is published, and a low one tells the managers right away. Off until you turn it on.
Notices to your managers. Each can be switched off, and its number changed, in Settings under Automatic notices.
Record what a customer ordered, then ship against it. What is being shipped is compared item by item, and a short, over or wrong pick is refused in words until someone ships it on purpose; then the differences are kept and the managers told. An order can name the inbound it is filled from and you are told when it arrives or cannot make the date.
Log each fuel fill with the odometer. Miles per gallon is worked out between full fills, and when a fill is far from that vehicle's usual the managers and its driver are told once. It could be a leak, another driver or a fuel card used elsewhere; nothing is changed.
When the newest reading of something you track on a piece of equipment — amp draw, pressure, temperature — is far from what it usually reads over the last few months, the managers are told once, with the reading and the usual value. Meters that only count up are left alone. It may be a repair or a new load; nothing is changed.
Give a vehicle an odometer reading and a service plan — an oil change every 5,000 miles, an inspection every 180 days — and the managers and the person it is assigned to are told when one is coming due and again when it is overdue. Recording the service starts the next interval.
A unit with a recorded charge of 50 pounds or more (your number) that has had more refrigerant added in the last 12 months than the reference for its kind of system — 10% of its charge for comfort cooling, 20% for commercial refrigeration, 30% for industrial process — tells the managers, and again only when more is added. It is an estimate from the amounts recorded, not a compliance ruling.
A counted quantity that differs from the recorded one by more than a percentage you set tells the managers, with the reason that was given. That is how loss, breakage and miscounts surface.
A lot that is still on hand and will expire within the number of days you set is flagged once, so it can be used first, marked down or pulled.
Say how much of a part each truck should carry. When a truck falls below it, the managers and the technician are told once, with how much to bring, where it can come from and the preferred vendor. Nothing is ordered or moved.
When parts are used on a unit whose recorded warranty has not ended, and the parts are not marked as warranty, the managers are told once for each job, so a warranty claim is not billed to the customer by accident.
Start a recall from a lot and everything downstream that is still available goes into quarantine, a numbered record is kept, the managers are told, and, only if you tick the box, the customers on the platform who received it. Anyone recorded only by name is listed to be told by hand.
A generic engine that tracks any deadline or credential across the platform, not a one-off reminder bolted onto one field.
When a dated step on a contract, project or document is met, the person who met it and whoever holds the next one are told what is next and when.
Mark a safety report as a near miss when nobody was hurt. When three near misses come in for the same place within 30 days, the managers are told: it is the cheapest warning you will get.
When a document written under your own rules has everything filled in and only the sign-off is missing, the person who has to sign it (or the managers, if no one is named) is told once and finds it under Waiting for your sign-off. Nothing is signed or closed for them.
Give a certificate of insurance, a permit or a procedure a valid-until date, tie it to the credential it proves (renew the credential and the file's date moves), or set a review cycle. Each date becomes a deadline with the usual reminders before and after. Nothing is blocked and the file is never changed.
A seal can name the exact file it covers, and sealing keeps that file's name and upload date. If a newer file with the same name is uploaded afterwards, or the sealed one is removed, the engineer and the managers are told once that the seal covers the earlier upload and a changed deliverable needs a new certification.
Name the trades a change order touches, and when it is submitted and again when it is approved the other trades on the project are told that it may affect their work. Nothing is blocked or repriced.
When a project step that needs an inspection is marked done and no inspection has been recorded for it, a requested inspection is drafted and the manager is told. Nothing is scheduled or passed on your behalf.
A manager can put a year's federal employer filing dates — Form 941 each quarter, Form 940, W-2 and W-3, 1099-NEC, and the monthly deposits for a monthly depositor — on the company's deadlines with the usual reminders, already moved off weekends and holidays. Nothing is filed for you, and state and local filings are not included.
When someone joins, a to-do list (forms, accounts, equipment, safety orientation, a first-month check-in) is made for the managers; when someone is terminated, so is one for taking back company items, removing access, final pay and handing over their jobs. The lists are yours to edit. They are only to-dos: nothing changes anyone's access or pay.
Every open deadline and expiring credential gets its own alert ladder, evaluated against each company's own local date, sent once per mark.
A missing or lapsed license never blocks the work order — it flags it, and tells the person, their supervisor and any named compliance officer, with a follow-up reminder while it stays open.
A company that says OSHA recordkeeping applies to it gets its own yearly 300A posting deadline, made without being asked.
Flags a work order whose real material cost crosses a company's own review threshold.
A recorded quality finding drafts its corrective-action record the moment it's created, not after the fact.
When several safety reports (near misses included) come in for the same place in 30 days, the managers are told once a month for that place, before a bigger incident announces itself.
If someone opens or exports far more restricted records in a day than they usually do, the managers are told once that day. It may be ordinary work; it only makes sure someone looks. Nothing is blocked.
Reporting a safety incident starts a draft investigation record, linked to it, for the safety officer or the owner, who is told. It is only a draft; nothing is filed or closed.
Your recordable incident rate and DART for the last 12 months are worked out from the cases you decided and the hours on your timesheets, and never guessed: with too few hours it says so. If you set a limit, the managers and the safety officer are told once a month while the rate is at or over it.
When a calculation someone saves comes out over its limit, unfavorable, worth less than it costs, or outside its target range, the managers are told once with what it found. The calculation is saved either way and never changes.
A document can point at a saved calculation and fill in its number, its figures and its verdict from the saved result, never worked out a second time. If the calculation is later voided, the document says so and cannot be closed on it.
Real-estate documents (a lease, a move-out and security deposit, a purchase contract with its contingencies) work their reminder dates from a length you choose. They are reminders from your choice, never legal advice.
At a delivery or at the till, keep a record of each age check: what was checked, the kind of ID shown, and what happened. It never stores a birth date or ID number, and a sale cannot be closed as done until the age is marked confirmed. A record only: the rules are the law's.
Every call made with one of your API keys is counted. A key may make 300 calls a minute; past that it is told to slow down. When a key fails often or goes over its limit, the owners are told once that day, and the Integrations page shows each key's last 24 hours.
Fourteen figures from service, billing, safety, quality, compliance, projects, purchasing and customers on one page that refreshes itself, each with a limit you can set; the managers are told once a week while one is past it.
Pick a few figures worked out from your own data (open jobs, overdue jobs, overdue invoices, the on-time share, the incident rate) and set a limit on any of them. The managers are told once a week while one stays past its limit. A figure without enough data behind it is never guessed.
Tells the assignee, once, when a sales follow-up comes due.
A deal that sits in one pipeline stage longer than the days you set tells its owner (or the managers), once for each stay in a stage.
A void-invoice-ratio risk score per customer — honestly refuses to score a relationship with too little invoice history to mean anything.
Name the credential a service asks of its practitioner. Booking with someone who has none on file, or whose has expired, flags the appointment and tells them and their manager, and the next two weeks of appointments are rechecked every hour. The appointment stands; nothing is blocked.
Set up a window for open enrollment and each person marks when they have made their choices. Only the people who have not are reminded — when it opens, a few days before it closes and on the last day — and the managers are told afterwards who missed it. It tracks who has responded; it does not enroll anyone.
Draw a floor plan as it is built, an electrical drawing or a piping drawing (boilers, plumbing, air conditioning, geothermal) and attach it to a site or a piece of equipment. Tables add up room areas, circuits and pipe lengths, and flag wire that is smaller than its breaker. Put a photo of a drawn or printed plan behind the canvas to trace it, or let the assistant draft it for you to check. Exports as a picture or a printed page.
Write down what renewing a credential takes — continuing-education hours, an exam, the fee, the steps — against part of its name, and every expiry reminder for a matching credential says so instead of just "renew it".
When a credential requirement is new — your company added it, or TNC added a starter rule for work you do — the managers are told once who already lacks it, lapsed or unverified included, instead of finding out when a job needs it. Nothing is blocked.
Every pull, sync and check through a connection to an outside system is kept, and each connection reads as working, working with a recent failure, failing or down. The owner can check now or have a connection checked about every six hours; the managers are told once when one goes down and once when it is back. Nothing is switched off.
If you choose, notifications you have not opened are emailed to your own address: one nudge when something sits unread for the hours you pick, or one email a day. Private notices show only their title and secret ones are never emailed. Off until you turn it on.
Credits each active employee's monthly time-off accrual on its own, once, however often the sweep runs.
A company that chooses it has a departed employee's sensitive personal details (date of birth, sex, social security and bank details) cleared after the delay it set. The employment record itself is never touched. Off unless the company turns it on.
A client's standing recurring booking places its next hold on schedule, on its own.
Booth-rent compensation charges itself on schedule, correctly, even across a same-day change in how a provider is paid.
Every automation is unlocked with the subfield it belongs to — anyone can request one, and the people at your company who can purchase review the queue. Nothing above runs for a company that hasn't unlocked its field. See what's available in the Store.
