How to use SimpleFlow
Follow a job from the first estimate through completed work and final invoicing. Choose a task below for a step-by-step walkthrough.
Your first workflow
Most work follows these three stages. SimpleFlow carries the customer, pricing, and line-item details forward for you.
An accepted estimate can become either a job or an invoice. Jobs and invoices can also be created directly when you do not need an estimate or source record.
Use the dashboard and document lists
The dashboard keeps current work in view, while the Estimates, Jobs, and Invoices pages provide the complete history.
Focus on work needing attention
The dashboard shows open estimates, open jobs, and pending invoices. Use View All to open the full list for a document type.
Find and act on records
Search each list by its visible record details, move between result pages, and use the row Actions menu for the next available step. Select a document number to open it.
Set up your company profile
Your company details and colors are used throughout the app and on professional customer documents.
Open your user menu
Select your avatar in the upper-right corner of the app.
Choose Profile & Company
Review your personal information, company contact details, reply-to email, website, address, and default tax rate. The default tax rate becomes the starting rate on new estimates and jobs.
Apply your brand
Choose a primary and secondary color, check the preview, and save. SimpleFlow automatically keeps text readable in both light and dark mode.
SimpleFlow uses this address for customer replies. Company settings can only be changed by an owner or administrator.
Maintain customers and saved line items
Save repeat customers for reuse and reporting, or enter one-off customer details directly on an estimate, job, or invoice.
Customer directory
Open Customers to add or update contact, company, email, phone, and billing-address details. A customer linked to document history is retained so past records remain accurate. Select its document count to review up to ten recent estimates, jobs, and invoices; expand an invoice status to see recorded payments. Customers without document history can be deleted. Customer reports include saved customers only; one-off customer details entered directly on a document are not included in customer reporting.
Manage customers →Saved line items
Save frequently used services or products with a default description, quantity, unit price, and tax setting. Archive an item to remove it from document dropdowns without deleting it. Turn on Show archived to find and restore it later.
Manage saved items →Create an estimate
Use an estimate to describe the work and give the customer a clear price.
Start a new estimate
Open Estimates and select New Estimate.
Add the customer
Choose an existing saved customer, type one-off customer details directly, or select New Customer. When adding a new customer, choose Create Customer to save it for reuse and reporting, or Use Without Saving for this estimate only.
Add the work
Add line items with a name, description, quantity, price, and taxable setting. Use the item dropdown to reuse saved items.
Review pricing and save
Add tax, a discount, and customer-facing notes as needed. Confirm the total, then select Create Estimate.
Manage an estimate after saving
Open the Actions menu
Find the estimate in the table and use the menu at the right of its row.
Choose the next outcome
Preview, edit, send or resend, duplicate, accept, decline, void, or delete the estimate. Available actions depend on its current status. A draft can be accepted or declined without being emailed, which is useful when approval happens by phone or in person. Only eligible drafts can be deleted.
Choose the next stage
When an estimate is accepted, choose Convert to Job to track the work, or Convert to Invoice to bypass the job stage and bill immediately. Customer details, line items, pricing, tax, discounts, and notes are copied forward. An estimate can follow only one of these conversion paths. Immediately after acceptance, choose Create Invoice, Create Job, or Not Now in the prompt.
When you edit and save a sent, delivered, or delivery-failed estimate, SimpleFlow archives the previous version, increments the revision number, and returns the current estimate to Draft. Expand the revision number in the Estimates list—or use Revision History on the estimate—to open a PDF of an earlier version.
Track a job
Jobs keep active work separate from the sales and billing stages.
Create or open the job
Convert an accepted estimate, or open Jobs and select New Job to create one directly.
Confirm the scope
Choose a saved customer or enter one-off customer details, then review the job name, dates, line items, pricing, and notes. Save any changes while the job is editable.
Move the job forward
Use the table Actions menu to start, complete, reopen, close, or cancel the job.
Create the invoice
When you mark a job complete, SimpleFlow asks whether you want to create an invoice. You can also create or view its invoice from the job Actions menu.
Create an invoice
Create one from an accepted estimate, a completed job, or prepare it manually.
Start the invoice
Open Invoices and select New Invoice. A source job is optional. You can also choose Convert to Invoice from an accepted estimate to copy its customer, pricing, and line items directly into a draft invoice.
Copy a completed job—or build it manually
Select a completed job to copy its customer and items. For a manual invoice, leave Source Job empty, choose a saved customer or enter one-off billing details, and add the items yourself.
Set billing details
Review the due date, prices, tax, discount, balance due, and customer-facing notes.
Create and review
Select Create Invoice, then preview the PDF. Draft invoices remain editable until they are sent. If you deliver the invoice outside SimpleFlow, choose Mark as Sent instead of emailing it. You can later choose Mark as Delivered when appropriate.
Record customer payments
On a sent, partially paid, or overdue invoice, choose Record Payment from the invoice or its table Actions menu. Enter the amount, date, method, and optional reference. Partial payments update the remaining balance; the final payment marks the invoice paid.
Review payment history
Recorded payments appear on the invoice and can also be expanded from the invoice status in the Invoices list. Each entry includes its date, method, reference, notes, and amount.
Finish or correct billing
Sent, delivered, or delivery-failed invoices can be resent. Available actions also let you void an unpaid invoice or mark an eligible paid invoice as refunded. Financial documents are only editable while they are drafts.
Preview PDFs and send documents
Preview a PDF
Save the document first, then select Preview PDF from its page or table Actions menu. The preview opens in a new browser tab using your company branding.
Send to the customer
Confirm that the customer email is correct and all changes are saved, and make sure a company reply-to email is configured. Select Send, review the confirmation, and SimpleFlow attaches the PDF to the email. Use Resend when another copy is needed.
Sending changes the document status. Invoices can only be edited while they are drafts; editing a sent estimate creates a new draft revision. Preview the PDF and verify the recipient first.
Understand how the business is performing
Reports turn your existing estimates, jobs, invoices, and payments into useful summaries.
Open Reports
Select Reports from the main navigation.
Choose a period
Use a preset such as This Month or enter a custom date range, then select Run Report.
Review or export
Switch between overview, receivables, payments, pipeline, and customer activity. Select Export CSV to download the report currently on screen. Pipeline conversion includes accepted estimates converted to either jobs or invoices; accepted estimates following neither path remain listed for attention.
The selected period controls activity reports. Outstanding balances and aging always reflect what is collectible now.
Documents with one-off customer details still appear in document and financial reports, but their activity is not attributed in the customer report unless a saved customer was selected.
Manage sign-in, account, and subscription
Account security
You can sign in with a six-digit code sent to your email or with a passkey you previously created. Open the avatar menu and choose Account Management to change the account email or manage passkeys. An email change verifies the current address first and the new address second, then signs you out so you can continue with the new address. Add passkeys for passwordless sign-in and remove ones you no longer use.
Subscription access
Review the plan, renewal date, and status here. Select Manage Billing to open Stripe, where you can update the payment method, download receipts, change plans, or cancel renewal. After cancellation, paid features remain available through the displayed subscription end date.
If a subscription is missing or its paid period has ended, you can still review existing records, but document creation, email delivery, reporting, and other paid actions are unavailable.
What the statuses mean
Draft Still being prepared
Sent Accepted by the email provider
Delivered Accepted by the customer's mail server
Delivery Failed The email could not be delivered
Accepted Approved and ready for a job or invoice
Declined / Void No longer moving forward
Open Setup is in progress
In Progress Work is underway
Completed Work is done and can be invoiced
Closed / Canceled Work is finalized
Draft Editable and not yet delivered
Sent Accepted by the email provider
Delivered Accepted by the customer's mail server
Delivery Failed The email could not be delivered
Overdue Payment is past due
Partially Paid A balance remains
Paid / Refunded / Void Billing is finalized
Continue from your dashboard
Your recent estimates, jobs, and invoices are all in one place.