Enter the items：Painting · quantity × rate
Full instructions and FAQs
Create an itemised renovation quote
Prepare scope, units, quantities and rates. Create the client and project and check company payment details first.
- 01
Create a project quote
Select the project and check the client and site address. The system assigns a document number; use a name that describes its purpose or stage.
- 02
Enter the items
Describe each work item, unit, quantity and rate. Avoid an unexplained lump sum. Check line amounts, discounts and the total.
- 03
Preview and print
Save the draft and check the client, project, total and payment instructions in preview. Print to PDF if needed; your company delivers it to the client.
- 04
Record acceptance
Mark it sent only after delivery, and accepted only after the client agrees. Accepted documents have editing restrictions; retain evidence of confirmation.
Check your work
Check item totals, discounts and the printed document against the screen.
Does marking Sent send an email?
No. It is a manual status record; the system does not send email or messages for you.
Can an accepted quote be edited freely?
No. Editing restrictions protect the basis for later contracts. Handle changes through the appropriate workflow.
Convert an accepted quote into a contract
Obtain client confirmation of scope and price. Prepare terms, dates, instalments and signed documents.
- 01
Convert the quote
Open an accepted quote and create its contract. Check the item and amount snapshot and avoid creating a duplicate contract.
- 02
Set dates and stages
Enter contract dates, construction period, warranty months and payment stages. All percentages must total 100%, for example 30 / 50 / 20.
- 03
Print for signing
Review terms, scope and payment arrangements, then print for both parties. The system provides a document template and does not sign for the client.
- 04
Keep signed evidence
Upload the signed PDF or photos to the same project, link them to the contract and record signing status. Create stage payment requests from the signed contract.
Check your work
Verify 100% allocation, the correct project attachment and the accepted quote amount.
Is identity-verified electronic signing included?
No. The workflow supports printing and recording signed documents, not an integrated identity-verified signing service.
Should extras change the signed contract?
Use variations to preserve the original contract and record acceptance of the additional scope.
Record additional work and client approval
Start from a signed contract and prepare extra scope, cost, schedule impact and confirmation evidence.
- 01
Link the original contract
Create the variation for the correct project and signed contract. Give it a clear name rather than overwriting the original contract amount.
- 02
Itemise the changes
Enter quantities and rates, explain the scope and any extra days, and save a draft. Check the total and schedule impact.
- 03
Record client confirmation
Move to pending approval. Once agreement is obtained, record the person, date and same-project evidence, then confirm. Confirmed variations are locked.
- 04
Request payment separately
Create a payment request from the confirmed variation and check the amount and due date. The original contract and variation remain separate.
Check your work
Keep the original contract amount intact and the variation evidence traceable.
Can I record reductions or refunds here?
This variation workflow currently supports additions only. Reductions, refunds and transaction reversals are not available.
Does Pending mean the client accepted?
No. Actual agreement and its record are still required.
Request staged payments and issue receipts
Use a signed contract or confirmed variation and actual transaction details. Recording payments requires financial permission.
- 01
Create a payment request
Select a contract stage or confirmed variation, enter its due date and description, and verify the source and amount.
- 02
Record money received
Link each actual payment to the request. If HK$30,000 has arrived, record that amount rather than marking the whole request as paid.
- 03
Check the balance
Record another transaction when the remaining HK$60,000 arrives. The system checks overcollection; only the combined actual payments settle the request.
- 04
Print a receipt
Print from the actual receipt transaction and verify the date, payer, amount and reference. Reconciled transactions are locked.
Check your work
Match linked receipts and the outstanding amount against bank records or payment evidence.
Does recording a payment charge the client?
No. It records a transaction and does not debit a bank account or payment gateway.
Can I collect the balance after completion?
Yes. Project completion does not mean that all payments have been received.
Reconcile project cash flow and outstanding costs
Prepare dates, amounts, payment methods and evidence. Only authorised staff can create transactions.
- 01
Select the source
Use the correct project and link contract receipts, purchases or subcontractor payments to their source to avoid duplicate entries.
- 02
Record actual transactions
Enter the actual date, income or expense, amount, method and reference. Expected costs are not paid expenses.
- 03
Compare balances
Review received and paid amounts alongside unpaid purchases and labour. Cash movement excludes some unpaid costs and should not be treated as project profit.
- 04
Export and reconcile
Filter the period or project, export CSV and compare with external evidence. Reconcile only after checking; reconciled records cannot be freely edited.
Check your work
Record each payment once and match source-document balances to project finances.
Are banking, statutory accounts or payroll included?
No bank integration, statutory accounting reports, payroll or MPF calculation is currently provided.
Can I delete a reconciled mistake?
Reconciled transactions are locked. A complete reversal or refund workflow is not available; have the company administrator review it first.