Daily Rhythm

Setup is done once. This section covers the screens you use every day. The product is built around one loop, and every step writes to the same record, so nothing is retyped between a quote and the paid invoice.

enquiry -> quote -> order -> artwork approved -> print -> QC -> dispatch -> invoice -> paid

Where It Lives

The workspace sidebar groups the daily screens under Operate and Records. The dashboard sits above both.

The dashboard, with the sidebar that holds every daily screen.

Page	Menu	What it's for
Dashboard	Dashboard	The morning view: late jobs, proofs waiting on customers, cash and capacity
Quotes	Operate, then Quotes	Price a job, send it, chase it, convert it to an order
Orders	Operate, then Orders	Work a committed job from artwork to dispatch, print its documents, issue its invoice
Production board	Operate, then Production	Move jobs between stages by drag, tap or barcode scan, and put a board on the wall
Batch production	Operate, then Batch production	Plan a press run that covers several orders
Artwork and approvals	On each order	Upload proofs, send one-click approval links, handle change requests
Time on jobs	Operate, then Time on jobs	Staff hours clocked against jobs, costed at each person's rate
Inventory	Records, then Inventory	Blanks stock with a movement ledger, reorder points and shelf labels
Cycle counts	Operate, then Cycle counts	Count a rack and post every variance through the ledger
Purchase orders	Records, then Purchase orders	Order blanks from suppliers and receive deliveries into stock
Invoices	Records, then Invoices	Invoices, reminders, payments, refunds and credit notes
Payments and deposits	On each order and invoice	Deposits before dispatch, pay links, manual payments and refunds
Addresses and packing slips	On each customer and order	Billing and shipping addresses, the packing slip and the shipping label
Returns	Operate, then Returns	Goods coming back: receive, refund, credit or reject
Customers	Records, then Customers	The customer record, contacts, portal logins and addresses
Messages	Operate, then Messages	Conversations started by customers in the portal
Asset library	Records, then Asset library	Every logo, proof, vector and product photo your shop holds

A Day in the Shop

When	Who	What
Open up	Owner or manager	Dashboard: what is late, what is due, what is waiting on a customer
Morning	Sales	Quotes: new enquiries out, change requests answered
Morning	Art	Artwork: proofs out, approvals in, revisions turned around
All day	Floor	Production board or an operator station, advancing jobs by scan, drag or tap
All day	Floor	Time clock on and off jobs
As stock lands	Production	Purchase orders: receive deliveries
Afternoon	Packing	QC, pack, print the packing slip, dispatch. Dispatch issues the invoice
Weekly	Finance	Invoices: record bank payments, check what is overdue
Weekly	Production	Inventory: low stock, suggested purchase orders
Monthly	Owner	Reports: margin, labour, commission, top customers

What Happens on Its Own

Once the shop is set up, these run without anyone clicking anything. Each one is covered on its page.

Trigger	What happens
A quote is marked sent	The customer gets the quote email with the PDF and signed Accept this quote and Request changes links, valid for 30 days
A sent quote is unanswered for 7 days	One follow-up email. A second nudge goes out in the 5 days before the quote expires. Nothing is sent after expiry
A customer accepts from the link	The order is created in the Artwork stage, stock is reserved and staff with access to quotes are notified
A proof is sent for approval	The customer gets a signed approval link valid for 7 days, by email and by SMS where SMS is available
A proof is unanswered for 3 days	A chase email with a fresh link. A second chase 3 days later. Then a task for staff and no more emails
A customer approves a proof	The job moves to the print queue, a thank-you email goes out and the rep on the order is notified
An order enters the print queue	An SMS tells the customer the job is approved and queued, where SMS is available
An order enters production	Stock for its SKUs is consumed and written to the movement ledger
An order is dispatched	The dispatch email and SMS go out with tracking, and the invoice for whatever is still owed is issued and emailed
An invoice is issued	A Stripe pay link is created where Stripe is connected, the email carries it, and a connected ledger receives the invoice
An invoice falls due	Reminders 3 days before the due date, on the due date, 7 days after and 14 days after, then nothing
Any stage change	A stage history row is written, every open board updates within fifteen seconds and webhook subscribers are notified
A SKU reaches its reorder point	It is flagged in Inventory and Suggest from low stock will draft a purchase order for it

Who Gets Told

Staff notifications appear under the bell in the workspace and by email. A customer approving a proof, requesting a change, accepting a quote or asking for a quote change notifies the rep on the job, or every active staff member with access to orders or quotes when there is no rep. Orders that arrive from a store, a campaign, the portal cart or the kiosk notify staff the same way, and a customer posting in the portal notifies every active staff member.

When Customer Emails Go Out

The chase and reminder emails run on your shop's clock, set in Brand and portal settings. Invoice reminders go at 9:00, quote follow-ups at 9:30 and artwork chases at 10:00, in your timezone. Late badges, "today" tables and the time clock use the same timezone.

The Three Screens Most Shops Live In

The Dashboard in the morning answers what to worry about today in one view. The Production board during the day is where jobs move, and every move is recorded with who and when. Quotes is where you go when the phone rings; with pricing rules in place a quote is a customer, some lines and a date.

Keeping the Data Honest

1. Advance jobs when they move, not at the end of the day. The board, the customer emails and the stock ledger are only true if the stage is.
2. Never type over an on-hand count. Use Adjust stock with a reason, or run a cycle count, so every unit is explained by a movement.
3. Clock on and off jobs. Without hours, margin in Reports is gross margin only.
4. Keep a contact with an email address on every customer. Quotes, proofs and invoices go to the order's contact, and a missing email stops the send.

Related Pages

• Dashboard: the morning view: late jobs, proofs waiting on customers, cash and capacity
• Quotes: build, price, send, chase and convert quotes
• Orders: the order page, stage moves and what each one triggers
• Production Board: move jobs between stages by drag, tap or barcode scan
• Invoices: invoices, reminders, payments, refunds and credit notes
• Your First Job, End to End: one job through every screen it touches