Customer sign-offs link quotes, Reception, Tasks and Invoice Book. The customer sees one saved quote and scope. Scope means the work and terms you offer. Their reply waits for you in Reception Inbox. You then approve a fixed task and invoice plan. Recued marks the quote won and adds both records together.
#Prepare a request
Use Recued 26.10.12 or later. Update Recued before updating packs. If Billable Hours is already installed, update it before Invoice Book.
- Install Quote Pipeline version 2 and Invoice Book version 5 from Packs.
- Add an open quote in Quote Pipeline Records. Set the customer, amount, currency and valid-until date.
- Open Reception → Customer sign-offs. Choose the quote.
- Enter your business name and full scope. List what you will do and leave out. Include the terms they must accept. Private quote notes stay private. The scope you enter is shared in full.
- Set the task title and a unique invoice reference. Set VAT and dates as shown below.
- Set a link life of 1–30 days. Select Preview customer sign-off. Check the exact customer text, task and invoice plan.
- Select Publish sign-off link. Share the returned link yourself.
The link needs a public server name. See
Reachability.
Open /reception under Settings → Server → Exposure for that address.
Use Public for an internet address, or LAN for visitors on your network.
The preview expires after ten minutes.
Preview again if the app asks you to.
A new request replaces earlier active requests for that quote. This also replaces an accepted request still waiting for your review.
#VAT and dates
Enter the VAT already included in the quoted total. Blank VAT means zero. Recued does not add it to the total. An empty invoice date uses today in your server's timezone. An empty due date uses 30 days after issue.
#Respond, review and release
The page shows the customer and quote reference. It shows the revision, total, net amount and included VAT. It also shows the valid-until date and full scope. Each link takes one reply: accept or decline. They may add their name and email. Anyone with the link can reply. Recued does not check who they are.
An accepted reply queues a release in Reception → Inbox. Check the accepted terms, task title, invoice reference, total and dates. The release plan is fixed. To change it, cancel the request and prepare a new one. Ask the customer to accept that new request.
Approval makes three local changes together:
- Mark the quote won.
- Create the task with the accepted scope.
- Create an open Invoice Book invoice for the quoted total. It uses the included VAT and due date you chose.
The task appears in Tasks. The invoice is in Invoice Book Records. Sending it and taking payment are separate steps. A declined customer request creates no task or invoice. Neither does an owner review you reject.
#Follow the released work
Each released request shows the task's current state and progress. Open task lets you review the work and set a due date. Use Complete in the task editor when the work is done. Save or discard any unfinished edits before completing the task. Use Reopen there if the work needs another pass. These actions work even without a due date. Tasks due in the next seven days also appear in Today, where you can use Complete. Only the task's done flag marks the work complete. A progress value of 100% does not mark it done.
The same card shows its invoice's recorded payments and balance. It flags an open balance after the due date as overdue. Use Browse Records, then choose Invoice Book to review it. Choose Record payment on the request when money arrives. It opens Invoice Book's workflow with that invoice selected. Update Invoice Book in Packs if the workflow asks you to. Enter the amount and date, then choose Run to record it. Amounts can have up to four decimal places. Part payments leave the balance open. The last payment marks it paid. The workflow refuses an amount above the balance. Paid or carried invoices have no Record payment button. Each added-work invoice has its own balance. A carried balance points to its next invoice for follow-up.
Select Refresh to read the current records again. The saved customer terms stay as they were. Missing or changed records show a message that asks you to review them. This view reads local records. It does not check a bank or take payment.
#Add work after release
- Find the released request in Requests and responses. Select Add work. Use the latest released request if you already added work.
- Enter the added scope and amount. This amount is an extra charge. Use the same currency as the first quote.
- Choose a new invoice reference. Enter any VAT included in the added amount.
- Select Preview added work. Check the old scope, added scope and new total.
- Publish the link. Ask the customer to accept it.
- Review the added work in Reception → Inbox, then approve it.
Approval adds the scope to the same task and creates a separate invoice. The first quote, invoice and accepted scope stay as they were. Sending the new invoice and taking payment are separate steps. The task must be present and unfinished. Changes to it while a request waits block release. A new added-work request replaces any earlier one still waiting. Declines, expiry and cancelled requests keep the old agreement in place. Each added-work link has its own expiry. It can be used after the first quote's valid-until date.
#Changed quotes, expiry and retries
The server checks the full saved quote and revision. It checks before showing the form and saving a reply. It checks again when you approve the release. A changed quote or newer scope blocks release. So does an expired link or a missing pack. For a first sign-off, an expired quote also blocks release. A pack that is not ready blocks it too. If any write fails, none take effect.
The customer's reply and your release decision stay separate. If you reject the review, their accepted reply stays recorded. Requests and responses shows that review closed without releasing work. Check the run in Runs. To try again, cancel and prepare a new request.
#Retries and cancellation
Each request keeps one review and one set of record IDs. A retry cannot add a second invoice. It cannot bring back an invoice you deleted after release.
Cancel request closes the link. It also blocks any release still waiting for you. Its Inbox entry may stay. Reject that entry to close it. This does not undo work already released. Fix those tasks or invoices in their own views.
Use Manage share link on a waiting request for link controls. You can rotate a lost link there.