Reliable Gaskets USA — App User Guide

1. Common Patterns Across All Apps

Signing in

All the apps share one login. Sign in once on any app (or on the hub) and you're signed in everywhere for that browser session. Each user signs in with the email address they were invited under.

Putting the app on your phone (field techs — do this first)

The Field Assessment app is designed to be installed on your phone, not used as a browser tab. Installed, it opens full-screen like a normal app, keeps you signed in, and handles lost signal properly. Do this once:

• iPhone (Safari): open apps.reliablegasketsusa.com, tap the Share button (the square with the arrow), scroll down, and tap Add to Home Screen.
• Android (Chrome): open the same address, tap the ⋮ menu, and tap Install app (or Add to Home Screen).

You'll get an RGUSA icon on your home screen. Use that from then on.

What works without a signal

The Field app keeps working in a walk-in cooler or a back room with no bars — but not for everything. Know the difference before you're standing in one:

• Needs a signal: signing in, picking the Jobber customer, and refreshing Jobber data. Because a Jobber customer is required to start any form, you must have a connection to begin a new assessment or inventory.
• Works offline: everything after that. Line items, measurements, photos, notes, signatures. Your draft saves to the phone as you type, and photos queue up on the device.
• Needs a signal again: submitting. When you get back to signal, the photos upload and the form goes through.

If you're a new employee, you'll receive an invitation email with a link. Click the link, set your password, and you're in.

The hub

The hub is the home screen at the main RGUSA web address. It shows tiles for each app you have permission to use. Tap or click a tile to open that app. Apps you don't have access to won't show as tiles.

To get back to the hub from any app, tap the RGUSA logo in the top-left corner. This works the same way in every app. (The Field Assessment app also has a ← arrow in the top-right that does the same thing.)

Roles

Every user has one or more roles. Roles control which apps show on your hub and what you can do inside each app. The main roles are:

• Corporate admin — full access everywhere, can act on behalf of any facility
• Location admin — full access to apps for their assigned facility only
• Office ordering — runs purchase orders, transfers, vendor management; can also approve restock requests
• Manager — manages production at their facility
• Production staff — uses the Production app to make gaskets
• Field tech — captures assessments and inventories at customer sites; manages their assigned vehicle's stock

You can have more than one role. Someone might be a manager and a field tech, for example. Having more roles means seeing more in the apps.

What each role can actually do

Switching facilities (corporate admins only)

If you're a corporate admin, the apps show a facility selector at the top. Pick the facility you want to view, and the app reloads with that facility's data. Everyone else is automatically locked to their assigned facility — no selector shown.

Signing out

Click your name or the menu in the top-right corner of any app and choose Sign Out. This signs you out of every app at once.

2. Admin Console

What you do here

The Admin Console is where you set up and maintain who can access the rest of the apps. You'll come here when:

• A new employee starts and needs login access
• An employee leaves and you need to disable their access
• You add a new facility location or update an existing one
• You need to change someone's role or app permissions

Inviting a new user

1. Open the Admin Console from the hub.
2. Click Users in the top nav, then click + Invite User.
3. Fill in their full name, email address, and job title.
4. Pick their primary facility (Paramount or Van Buren). For corporate admins, leave this blank.
5. Assign one or more roles. Check the boxes for the roles the person needs.
6. Choose which apps they can access. Most users need all four; field techs typically just need Field Assessment and Inventory.
7. Click Send Invitation. They'll receive an email with a setup link valid for several days.

Deactivating a user

When an employee leaves, deactivating them turns off their login but preserves all their submitted work (assessments, count sessions, etc.) intact for the record.

1. Go to Users and find the person in the list.
2. Click their row to open their detail page.
3. Click Deactivate User.
4. Confirm. Their login is disabled immediately. Past records remain.

You can reactivate a deactivated user any time by clicking Reactivate on their detail page. Their previous roles and permissions come back.

Updating locations

Locations include the two facilities (Paramount and Van Buren) and the service vehicles. You'll mostly touch this section when adding a new vehicle or correcting a facility address.

1. Click Locations in the top nav.
2. To edit, click the location in the list and update the fields.
3. To add, click + Add Location and fill in the short code (e.g., "PAR", "VAN", "VEH-05"), name, address, and type (facility or vehicle).
4. Save.

For facilities, you can also set two role assignments:

• Count Approver — the user who approves vehicle counts submitted for this facility.
• Stock Investigator — the user who receives email alerts when a production run causes negative inventory at this facility. If not set, alerts go to the default (nate@reliablegasketsusa.com).

Gasket Profiles

The Gasket Profiles tab is one place to see, create, and edit every gasket profile across all three apps at once — the inventory item and its carton pricing, the production cut and magnet settings, and the field catalog entry customers see. Before this screen, each of those lived in a different app and had to be updated separately; now a profile is set up or changed in one place. This tab is available to Corporate Admin only.

Finding a profile

The tab opens on a searchable list of every profile. Each row shows its material, its colors, and three health marks — Inventory, Catalog, and Production — with a green check if the profile exists in that app and a dash if it is missing. A profile marked Complete exists everywhere; one marked Gaps is missing from at least one app. Type in the search box to filter, and click any row to open its full detail.

Reading a profile

The detail view gathers everything about one profile: each color’s inventory item with its vendor, carton and pricing and where it is stocked; the field catalog entry with securement type, fixed prices, photo and the equipment manufacturers it fits; the production settings (minimum cut, stick length, magnet roll and offset); and which cutting machines run it. The “Stocked at” list under each item is read-only here — stock levels and locations are managed in the Inventory app. That same stock now drives availability: a color is offered in the assessment and order apps only at the facilities that carry it, so a location’s technicians and reps see only the profiles it stocks (corporate users with no home facility see everything). To change where a profile is offered, add or remove its stock at that facility in the Inventory app — there is no separate availability setting to keep in sync.

Creating a new profile

Click + New Profile and fill out the single form:

• Profile code, material, securement type. As you type the code, the screen shows the production key it will use (for example 449S becomes 449), and it suggests Santoprene for a code ending in S or H.
• Colors. Pick Black, Grey, or both. Each color becomes its own inventory item and its own catalog entry. When both are selected and share the same vendor, carton and pricing (the usual case), leave “Both colors use the same…” checked and fill the details once.
• Carton & pricing per color: vendor, sticks per carton, stick length, the manufacturer’s item code, carton cost, and the two fixed prices. The stick length entered here is what the production stick length follows.
• Production settings: minimum cut (your minimum viable remnant), magnet roll and offset, and notes.
• Field catalog: a photo (shared by both colors) and the manufacturers it fits — use Select all for a profile that fits everything.
• Cutters: machines that cut every profile are always on; check any machine-specific cutter that should also run it.

Click Preview to see exactly what will be created — nothing is saved yet. If the profile already exists in some apps, the preview shows those parts as “already exists” and only fills the gaps. Click Confirm & create to save.

Editing a profile

Open a profile and click Edit to change its production settings, catalog fields (securement, fixed prices, active status), the manufacturers and photo, whether each inventory item is active, and its vendor and carton pricing. Two things behave specifically:

• Carton cost is a price change. When you change a carton’s cost, the old price is kept in your pricing history and a new current price starts — the same way the Inventory app records price changes. Correcting the item number, sticks per carton, or stick length is a plain edit.
• Stick length lives on the carton. Change it on the carton and the production stick length follows automatically. A profile’s code, material and colors are its identity and cannot be renamed here.

Adding a color, or turning a profile off

If a profile has only one color, its detail view offers + Add Black or + Add Grey, which opens the New Profile form pre-filled from the existing color so you only need to enter the new color’s carton details. To take a profile out of service, use Deactivate profile — it turns off the catalog entries and inventory items together; Reactivate profile turns them back on. Nothing is ever deleted.

3. Field Assessment App

What you do here

The Field Assessment App is what techs use on a phone or tablet at a customer's location. It supports two form types:

• Assessment — measure the refrigerator/freezer door gaskets that need replacement. Gathers customer info, equipment details, gasket measurements, photos, and signatures. Becomes the source for what Production will build.
• Inventory — catalog every existing gasket the customer has. Used by the office to look up a customer's gasket spec when they call in.

Filling out an assessment

1. Open the Field Assessment App from the hub.
2. From the forms list, tap + New Form, then Assessment Form.
3. Pick the Jobber customer. This is required and it comes first. If the job is on your schedule for today, it appears under Today's Schedule — just tap it. If not, use Search Jobber customers. Picking the customer fills in the name and address automatically, which is why there's no "customer name" box to type into.
4. Facility. Pick which facility the assessment belongs to (Paramount or Van Buren). Most techs are locked to one and won't see this.
5. Customer & contact. Check the address that came from Jobber and correct it if the site is different. Fill in the contact person, phone, and email. If the customer won't give an email, tick Customer did not supply email address.
6. Line items. Add each gasket, part, or motor. For gaskets: location, sticker number, manufacturer, profile, securement, width and height, quantity. Prices come from the catalog automatically.
7. Photos. Take photos on each line item. They upload as you go. If you lose signal, they're held on the device and upload when you reconnect.
8. Notes & access. You must choose an earliest customer access time — the picker starts on "— Select —" and Continue won't work until you spin it to a real answer. "24 hrs" is a valid choice; it just has to be a choice you actually made, because the office schedules against it. Also set urgency, best days, and any general notes.
9. Review and sign-off. Scroll through everything, get the customer's signature, and submit.

What happens after you submit an assessment

Two things happen on their own:

1. The office gets an email with the assessment PDF and photos attached.
2. If automatic quoting is switched on, the system creates a draft quote in Jobber for that customer — with the parts, prices, tax, and labor already filled in, and the assessment PDF attached as a note. It is only a draft. Nothing is sent to the customer, and the office reviews it before it goes anywhere.

The quote badge on the forms list

Each submitted assessment shows a small badge telling you what happened with its Jobber quote:

• 🟢 Jobber #1234 — the quote exists. Tap it to open it in Jobber.
• ⏳ Quote queued — it's in line. The system builds quotes every few minutes.
• ⚠️ Quote needs attention — the system tried and failed. Somebody needs to look at it.
• No badge at all — this assessment isn't being quoted automatically. Normal for older assessments and for anything submitted while automatic quoting was switched off.

Tap a ⏳ or ⚠️ badge and a small window opens with two things you can do:

• Try again now — puts the assessment back in line. Use this on a ⚠️ once whatever went wrong has been fixed. It'll show you the reason it failed, so you know what you're dealing with.
• Enter a quote number — if the office already built this quote by hand in Jobber, type the quote number here. That records it and stops the system from creating a second, duplicate quote.

Filling out an inventory

Inventories work similarly to assessments but the goal is different — you're cataloging every existing gasket at a customer site, even ones that don't need replacement.

1. From the forms list, tap + New Form, then Inventory Form.
2. Pick the Jobber customer — required, same as an assessment.
3. For each piece of equipment, add the gaskets installed — profile, color, dimensions, how many are in the unit, and how many need replacing.
4. Submit. The office can look up this data later by customer or by sticker number.

What happens after you submit an inventory

The office gets an email with the inventory PDF. There's also a newer behavior worth knowing: any gaskets you marked as needing replacement automatically become an order. A few minutes after you submit, the system takes just the to-replace gaskets and builds an order from them — which becomes work Production can pick up, and, if the customer is linked to Jobber and automatic quoting is switched on, a draft quote in Jobber. You don't do anything extra for this; filling in the replace quantity is what drives it.

The gaskets you did not mark for replacement are just cataloged — they don't turn into an order. And an inventory that isn't linked to a Jobber customer still becomes production work; it just won't have a quote.

Special order gaskets (custom — not one of ours)

Sometimes a gasket isn't one we make. It's an odd profile, a shape you can't find in the picker, something we'd have to order from a vendor. There's a checkbox for exactly that, sitting just above the profile picker on the gasket screen:

"Special order — custom gasket, not one of ours"

Tick it and two things change:

• You don't have to pick a profile. You wouldn't know it — that's the whole point.
• Notes become required. Describe the gasket so the office can source it: what it looks like, how it attaches, any markings or numbers on it. Add photos. The notes and the photos are all the office has to go on.

The office gets a [SPECIAL ORDER] flag on the email, with your notes right in the message, so somebody knows to source it. And because it has no profile, the system will not let it be sent to Production by mistake — we can't cut a gasket we don't have a profile for.

Submitting a PDF to the office

The office is emailed a PDF automatically the moment you submit — you don't have to do anything. If they need another copy later, open the form from the list and choose Email Customer (assessments) or Email Office (inventories). Generate PDF downloads a copy to your device.

If the office says they never received an assessment's email — or the production team says they can't print it — open that assessment from the list and choose Rebuild & Resend to Office. It rebuilds the office's stored copy of the PDF and re-sends the submitted-forms email. It's safe to tap more than once.

Because of that, two kinds of email can show up in the office inbox:

• A "recovered submission" email (to the submitted-forms inbox) — a normal assessment that simply arrived a little late, with its PDF attached. Process it exactly like any other; nothing is wrong.
• A "needs a manual PDF rebuild" email (to the office alert list) — rare. It means the system tried to finish one and couldn't, so a person needs to. Open that assessment and tap Rebuild & Resend to Office. You'll see fewer of these than before, because the system now fixes most of them itself.

The job-completion signature line

Every assessment PDF now has a Job Completion box at the very bottom — a printed-name line, a signature line, and a date, above the words "I confirm this was completed to my satisfaction." When an assessment is printed to accompany the gaskets to a job, have the customer sign that box once the work is done. It's pen-and-paper — there's nothing to tap in the app. (An assessment whose PDF was made before this was added won't show the box on the old copy; regenerating the PDF adds it.)

Editing a submitted form

If a customer's information changes after you submitted (different gasket size, additional units, corrected dimensions), you can create an "edit" of the existing form. Edits are tracked separately from the original so the history is preserved.

1. From the forms list, tap the submitted form.
2. Choose Edit (creates -EDIT version) and confirm.
3. Update fields as needed. Submit again.
4. The list shows the newest version; the original is kept in the database. The office is emailed the revised PDF, and if automatic quoting is on, a fresh draft quote is created in Jobber for the revised version.

Filing an NFG (fixing our own error)

An NFG (Need-to-Fix Gaskets) is when we go back to a customer to fix our own mistake — the assessment had the wrong profile or size, the gasket couldn't be installed, and we remake it on a second visit at no charge. You now record it once, here, instead of on paper.

1. From the forms list, find the assessment (search by customer or number) and tap it.
2. Choose NFG — fix our error.
3. Tap each line that was wrong and correct it in the same gasket/part editor you already use.
4. Pick the error category (Mis-Measured, Mis-Spec'd, Mis-Fabbed, Mis-Install, Mis-Ordered, or Customer Call).
5. Add a note if useful, and optionally attach a photo. Submit — there is no approval step.

Submitting sends the corrected gasket to production (a red "NFG REMAKE — NO CHARGE" sheet, with no new quote), opens the return-trip visit in Jobber automatically, and logs the NFG for the office. Leave the Jobber job open; the return trip is scheduled from the Dispatch backlog.

When you return and complete the second (NFG) visit, the job closes and the NFG is marked resolved automatically. Administrators can review all NFGs in the NFG report (the button next to Report), filter by date, customer, category, inspector, installer, and status, and log NFGs collected on paper with + Manual NFG.

Viewing the forms list

The main screen lists all submitted forms. Use the filters at the top to narrow by customer, date range, status (assessment vs inventory), or facility. Each form row shows a small facility badge — 📍 PAR or 📍 VAN — to indicate which facility it belongs to.

Catalog Admin (corporate admin only)

Corporate administrators see a Catalog button in the header. This opens the Catalog Admin page, which lets you manage all the reference data that techs see in their pickers — without needing to ask for SQL changes.

The Catalog Admin page has six tabs — Gaskets, Prices, Parts, Jobber Mapping, Dropdowns, and Manufacturers:

Gaskets tab

Manage the gasket profile catalog — the list of profiles techs choose from when adding a gasket to an assessment or inventory.

• Search by profile ID or color.
• + Add Profile — fill in the profile ID (e.g. "449S", "Alto Screw"), color (Black or Grey), securement type (Snap-in or Screw-in), select which manufacturers carry it, optionally upload a photo, and optionally set a fixed price (overrides the standard door-type pricing).
• Edit — change any field except the profile ID (which is locked after creation).
• Deactivate — removes the profile from techs' pickers. Existing submitted assessments are not affected. You can reactivate it later by toggling "Show inactive" and clicking Reactivate.

Prices tab

Manage gasket pricing and the automatic-quote switch.

• Base Prices — a grid showing every door type and securement type combination with its current price. Edit any price inline and click Save Base Prices.
• Walk-in Surcharge — the extra dollar amount added to walk-in door types when the door width meets or exceeds the threshold. Change either value and click Save Surcharge Settings.
• Minimum Order Charge — the floor applied to an assessment's total.
• Automatic Jobber Quotes — the master on/off switch for creating draft quotes in Jobber from submitted assessments. See below.

Fixed-price profiles (like Bevles or Alto Screw) are managed on the Gaskets tab, not here — their price comes from the "Fixed Price" field on the profile, which overrides base pricing entirely.

The Automatic Jobber Quotes switch

This decides whether submitting a field assessment creates a draft quote in Jobber.

• ON — every assessment submitted with a Jobber customer attached automatically gets a draft quote in Jobber.
• OFF — assessments still submit normally and the office still gets the email, but nothing goes to Jobber and no quote badge appears on the form.

Parts tab

Manage the parts catalog — the list of parts and labor items techs choose from when adding a part to an assessment.

• Search by part number or description.
• + Add Part — fill in a part number (optional), description (required), select which door types the part applies to (you can check multiple), set a price, choose a unit of measure from the dropdown (or select "Other…" to type a custom one), and indicate whether labor is included in the price.
• Linked stock item — search for and pick the inventory stock item this part is pulled from. This is what lets Pull by job on the Inventory app subtract from the right item. Optional — leave it unlinked for parts you don't stock. Each part card shows what it's linked to.
• Edit and Deactivate / Reactivate work the same as on the Gaskets tab.

Dropdowns tab

Manage the dropdown options that appear on assessment forms — Location, Door Type, and Unit Type. Each section shows its current values.

• + Add — type a new value for the category.
• Edit — change the text of an existing value.
• Remove — deactivates the value so techs no longer see it. Existing assessments keep the value they had. You can restore it later by toggling "Show inactive."

Jobber Mapping tab

This is what connects our catalog to Jobber's product list. Every gasket combination, every part, and the trip charge is matched to a product in Jobber. When a field assessment turns into a draft quote, this mapping is what decides which Jobber product each line uses.

• Map an item — find the gasket combo or part, search the Jobber product list, and pick the match.
• Sync Jobber products / customers now — pulls the latest product and customer lists from Jobber. Do this after you add a new product or customer in Jobber and want it available here immediately.

Manufacturers tab

Manage the manufacturer brands that appear as checkboxes when editing a gasket profile.

• + Add Manufacturer — type the brand name exactly as you want techs to see it (e.g. "Samsung", "Hussmann").
• Rename — fix a misspelling or update a brand name. Existing profile assignments update automatically.
• Remove — deactivates the manufacturer. It will no longer appear as a checkbox option on the Gaskets tab. Existing profile-manufacturer links are preserved. Restore via "Show inactive."

4. Production App

What you do here

The Production App is the "make stuff" app. It takes submitted assessments from the Field App and turns them into a production run — a coordinated batch of cutting, stuffing, welding, and kitting that ends with finished gaskets staged at racks ready for delivery.

How a run works

A run goes through several phases:

1. Build a draft — pick which assessments you want to produce together. Up to about 50 line items per run is typical.
2. Cutting — the app calculates how to cut your raw gasket sticks (and magnet rolls) to produce all the segments needed. Print the cutting list and execute on the shop floor.
3. Stuffing — for gaskets that need bindings/staples/inserts, the app shows which BOM components go with which gaskets.
4. Welding — group cut segments by profile + color + material, and join them into finished gasket loops.
5. Kitting — assign each finished gasket batch to a rack with employee initials and produced quantity.
6. Mark as Produced — commits the run to inventory in a single atomic action. After this, the run is locked and stock counts update.

Starting a new run

1. Open the Production App from the hub.
2. Click + New Run on the runs list page.
3. You'll see all submitted assessments for the current facility that haven't already been included in another run. Check the boxes for the assessments you want.
4. Click Build Run Draft. The app generates the cutting math and shows you the run draft.

Why a quoted assessment isn't in the pick list yet

When you start a run you'll see the submitted assessments for your facility that haven't already been used in another run — except any that have a Jobber quote but haven't been converted to a job yet. Those are held back on purpose: until the quote becomes a job, the app doesn't know which lines the customer approved, so it waits rather than building the wrong thing.

Once the office converts that quote to a job in Jobber, the assessment appears in the pick list on its own within about 15 minutes — you don't have to do anything to make it show up. An assessment that was never quoted (older jobs, or anything submitted while automatic quoting was off) shows up right away.

Seeing what other people are building

The runs list page has a Runs others are building section that shows every open run other people at your facility have going right now — the run name, who's on it, how many jobs it's holding, and when it was last touched. This is read-only: it lets you see who's working what so you don't step on each other, but you can't open someone else's run because their draft lives on their own device. Your own in-progress runs stay in the In Progress section above it, not here.

If a run here looks stale (last touched days ago and nobody's actually working it), the jobs it's holding stay reserved and out of everyone else's pick list. Ask that person to finish it or release those jobs, or have an admin release them from the assessment list.

The cutting list

The cutting list shows every stick of raw gasket material that needs to be cut, and how to cut it. Each stick is broken into segments, with a small note about what each segment will become.

1. Open the cutting list page.
2. Click Generate PDF — Gasket Cutting. A printable working sheet downloads.
3. Click Generate PDF — Magnet Cutting for the magnet cuts (these are usually done by a different employee).
4. Take the printout to the cutting machine and execute.

If you make a cutting mistake (mis-cuts)

Set the fence wrong and cut a piece too short? Log it so inventory stays honest. The ⚠ Log a mis-cut button is on the Cutting, Stuffing, and Kitting pages — use whichever you're on when the mistake turns up (they often surface later, at stuffing or kitting).

1. Profile — tap the profile you ruined, from the run's own list.
2. Ruined length — type the inches the piece actually came out at (e.g. 23).
3. How many pieces — if one fence error ruined two pieces of the same size, enter 2. Defaults to 1.
4. The ruined piece(s) — if it's long enough to keep, choose Set aside for inventory (it goes back into stock as a reusable remnant) or Reuse in this run (if it'll cover a shorter piece you still need). If it's under the profile's minimum length, it's recorded as scrap automatically — no choice needed.
5. New sticks pulled from stock — how many fresh sticks you took off the shelf to re-cut the good piece. None → 0. This is the number that keeps your stock count right, so give it straight.

Everything you log appears in a short list under the button, and you can remove any entry before the run is marked produced. When you mark the run produced, the mis-cuts are reconciled the same way normal cutting is: kept pieces become remnants, scrap goes on the waste report, and any new sticks come off stock. Every mis-cut is saved on the run and shown on its detail page later.

The stuffing list

For each gasket that includes binding, staples, magnets, or other BOM components, the stuffing list shows what to grab and assemble. Click Generate PDF to print a working copy.

The welding list

Once everything is cut, the welding list groups segments by profile + color + material so the same welder settings can be used for a whole batch. PVC groups come first; Santoprene groups last (because the temperature change happens at the end of the day).

Each row shows the gasket dimensions and how many segments to weld together to form each finished gasket loop. Gaskets with special requirements show a badge on the row: WALK-IN for 3-sided walk-in gaskets (one stretch piece instead of two), REVERSE for reverse-weld profiles, and NO-MAGNET HINGE when applicable. Click Generate PDF to print.

The kitting list

Kitting is the final stage. For each assessment in the run, you'll record:

• Rack location — a free-text label for where the finished gaskets are staged (e.g., "Rack 12B")
• Staged by — initials of the employee who staged them (auto-fills from your login)
• Produced today — how many of each line item you actually made today. This defaults to "all" but can be reduced for partial production. Reducing the number visually highlights the row.

Marking as produced

1. Make sure every non-skipped assessment in the kitting list has a rack location and staged-by initials filled in. The Mark as Produced button stays disabled until they all are.
2. Click Mark as Produced.
3. A confirmation modal will appear summarizing what's about to happen. Confirm.
4. The run is committed. Stock counts update for the materials consumed. You're shown a success page with the run number and any anomalies (e.g., a stock item that went negative).

Completed runs and PDFs

On the runs list page, the bottom shows completed runs. Click View on a run to see its details, or Print to download any of its PDFs:

• Gasket Cutting
• Magnet Cutting
• Stuffing
• Welding
• Kitting
• Print All Combined — one big PDF with everything

Analytics (admin only)

The Analytics link in the top nav opens a page with five reports: Production Volume Detail, Waste Analytics, Profile Mix, Facility Mix, and Failure Rate. Each can be filtered by facility (corporate admins) or is auto-locked to your facility (location admins). Each report has a Download CSV button.

The runs list page also shows a small summary card at the top with this week's gasket count and linear feet for each facility, with a 52-week trend chart you can expand.

Failures dashboard (admin only)

If a Mark as Produced has ever failed, the failure record shows here. Click a failure to see what went wrong, then click Mark Resolved once the root cause has been addressed (the original transaction rolled back atomically — this is just bookkeeping for tracking).

When a customer approves only part of a quote (partial approvals)

Sometimes a customer approves only part of a quote — they decline some gaskets, or ask for a different quantity. When that happens, you do the same thing in Jobber you already do, and Production follows along on its own. You never have to touch the Production app to make this work.

In Jobber, on the quote:

1. Delete the lines the customer declined.
2. Change the quantity on any line where they wanted a different number (for example, change a 5 to a 3).
3. Leave everything they approved as-is.
4. Convert the quote to a job, the normal way you always have.

Within about 15 minutes, the Production app reads the approved job and updates everything automatically: the declined gaskets disappear from the cutting, welding, and kitting lists, changed quantities show the new number, and the printed job paperwork is rebuilt to match. You don't need to tell anyone or open the app.

The "⚠ Needs review" flag

Once in a while, Production will show a job with a red ⚠ Needs review flag, and it can't be selected to build. This is the safety net working, not a bug — it means the app converted the job but couldn't confirm on its own exactly what was approved, so instead of guessing it stops and asks a person to look.

Open that job's quote in Jobber and confirm the approved lines and quantities. Then an admin can click the ↻ Re-check button on the flagged row to have the app look again. If everything is in order, the flag clears and the job becomes buildable. If it still can't be confirmed, handle that one job the manual way (work from the Jobber quote directly). This is rare — most partial approvals go through with no flag at all.

5. Inventory App

What you do here

The Inventory App is the biggest of the four. It covers everything related to physical stock: what's on hand, what's coming in, what's going out, what's being made, where things are, and how much it all costs. The features visible to you depend on your role — field techs see a focused subset; admins see everything.

Key concepts

A few terms you'll see throughout:

• Items — anything tracked. Prefixed: GP (gasket profiles), MG (magnets), SC (strip curtains), PT (parts/resale).
• Locations — facilities (Paramount, Van Buren) and vehicles (service vans). Each item has separate stock per location.
• Transactions — every change to stock leaves a paper trail. Receipts, pulls, transfers, count adjustments, production consumption — all logged with who did it and when.
• Anomalies — when something looks wrong (negative stock, count variance over 20%), an anomaly record is created so someone investigates and resolves.

Stock List (everyone)

The main landing page. Shows current stock for every item at the current facility.

• Tabs at the top filter by item type: GP / MG / SC / PT / All.
• Search bar finds items by item number or description.
• "Below min" toggle filters to items that need reordering.
• Click any item to open the detail modal with full info, all-locations stock breakdown, and (for admins/office) min/max threshold editing.
• If any items are negative, a red banner at the top alerts you to open the Anomalies page.

QR codes and label printing (admin + office ordering)

Items can have QR codes assigned for fast scanning during Receiving and Parts Pulls.

1. Enable QR on an item: open the item detail, click Edit, check "QR code enabled", and save. The system automatically assigns the item number (e.g. "GP-0001") as the QR code data.
2. Print labels: on the Stock List, click the Print QR Labels button. A PDF downloads with all QR-enabled items laid out 9 per page (3×3 grid) with dashed cut lines. Print on regular paper, cut apart, and laminate for durability.
3. Attach to shelves: zip-tie or use shelf-edge holders to mount the laminated QR cards at each inventory location.
4. Scan to use: on the Receiving or Parts Pulls page, tap "Scan QR" and point your phone camera at the label. The item auto-selects.

Receiving (most roles)

Use this for receipts that aren't tied to a purchase order — direct deliveries, walk-in receipts, vendor samples. Receiving against a PO is done from the PO detail page instead.

1. Open the Receiving page.
2. Pick the item (or scan its QR code).
3. Enter the quantity received.
4. Optionally enter vendor (pre-fills from item's primary), invoice number, cost paid, pallet count, and notes.
5. Click Record Receipt. Stock updates immediately.

Parts Pulls (most roles)

Record taking parts out of stock. A toggle at the top of the page switches between two ways to do it.

Pull by item

The one-at-a-time pull.

1. Pick the item (or scan QR).
2. Enter quantity to pull. If the item is a roll/reel part that has a Feet per roll set (like a door sweep), a small in / ft / roll selector appears next to the box — enter the length you used (e.g. 36 in) and it pulls the matching fraction of a roll automatically, and records the length in the notes.
3. Choose a reason:
   • Customer Job — requires job number
   • Internal Use
   • Damaged/Discarded — requires notes explaining
   • Sample
4. Click Record Pull.

Pull by job

Pull everything a job needs in one pass, instead of item by item.

1. Switch to Pull by job and start typing a job number, customer name, or assessment number. Only approved jobs appear — a pending quote won't show up.
2. Pick the job from the list. Its parts appear as a checklist, each showing what's on hand at your facility.
3. Check off the parts you're pulling, adjusting quantities if needed. A roll part asks for the length used, same as above.
4. If a part shows "Not linked to a stock item," tap Pick stock item to choose one for that pull. To make it stick for next time, link the part in Catalog Admin (Parts tab).
5. Click Pull checked parts.

Both modes go through the same stock path: if a pull would take stock negative, you'll get a warning. You can still proceed, but an anomaly is created automatically for admin follow-up.

To undo a pull, find it in the history below the form and click Void. A reversal transaction is recorded — the original is preserved for audit.

Physical Counts (most roles)

Periodic counts to reconcile real stock against system stock.

1. Open the Counts page, click + New Session.
2. Pick a scope: gaskets only, parts only, all, or a subcategory.
3. The session opens in draft mode. Walk through the items, scanning or picking each one, entering what you counted.
4. For each item, you can also check off existing remnants you found, or add new remnants you discovered.
5. When done, click Submit. The session locks.
6. An admin then approves or rejects. On approve, adjustments are written for any items where counted ≠ system, and anomalies are flagged where variance exceeds 20%.

Purchase Orders (admin + office ordering)

The Purchase Orders page tracks the full lifecycle of ordering materials from vendors.

1. Click + New PO. Pick the vendor and add line items (item + quantity + cost per package).
2. Save as draft. Walk through review with whoever needs to approve.
3. Click Approve. The PO gets a PO number.
4. Click Generate PDF to email or send to the vendor.
5. When the vendor confirms, click Mark as Ordered.
6. When materials arrive, click Receive on the PO detail page. You can do partial receipts — receive what arrived now, the rest later.
7. When the invoice arrives, click Confirm Invoice. This finalizes the cost-side accounting.

Transfers (admin + office ordering)

Move stock from one location to another — facility to facility, or facility to vehicle.

1. Open the Transfers page, click + New Transfer.
2. Pick the source (where stock is coming from) and destination (where it's going).
3. Add line items with quantities to transfer.
4. Save and click Send. Stock leaves the source immediately.
5. When the destination receives it, the receiver clicks Receive, marking quantities actually received (may differ from quantities sent).
6. Generate the packing list PDF to ship with the materials.

Vehicles (most roles)

Service vehicles have their own stock and their own management workflow.

• Vehicle list page — admins see all vehicles; field techs see only their assigned vehicle.
• Vehicle detail — four tabs:
  • Stock — what's currently on the vehicle
  • Kit — the standard quantity of each item this vehicle should carry
  • Restocks — restock requests in flight
  • Counts — count sessions on this vehicle
• Restock requests — field techs request items for their vehicle. Admins/office approve them, which auto-creates a transfer.
• Vehicle counts — techs count their own vehicle stock weekly (or on schedule). Submit for admin approval. Overdue counts trigger automatic email reminders.

Anomalies (admin + office ordering)

When something looks wrong, an anomaly record is automatically created. The Anomalies page is your queue of things to investigate and resolve.

1. Open the Anomalies page.
2. Tabs filter by status: Open / Investigating / All. The "Assigned to me" toggle shows just the ones you've claimed.
3. Click an anomaly to see the details — what type, what item, when it happened, what the source event was.
4. Click Claim to start investigating. The anomaly is now assigned to you.
5. Add investigation notes as you work.
6. When you've figured it out, click Resolve. Optionally include a stock correction — the system writes the adjustment transaction and closes the anomaly together.
7. If there's nothing to do (false alarm or expected behavior), click Dismiss instead, with a reason.

Vendors (admin + office ordering)

Manage your supplier list and what each vendor sells.

• Vendor list — every vendor with contact info.
• Vendor detail — two tabs:
  • Info — name, address, contact, notes (edit in place).
  • Catalog — every item this vendor sells, with pricing and pack size. Mark one vendor as "primary" per item. When pricing changes, use Save as price change rather than Save edit — this preserves history.

BOM Cost Viewer (admin + office ordering)

Shows the cost-to-produce calculation for finished gaskets and strip curtains. Useful when quoting jobs.

1. Open the BOM page. You'll see four template cards: Finished Gasket and three strip curtain sizes.
2. Click into one. On the detail page, pick a scenario (e.g., for a finished gasket: which gasket type and which GP item).
3. The components table fills in with materials + labor + overhead, using current vendor pricing.
4. The total at the bottom is the cost to make one unit.
5. Admins can edit quantities-per-unit for individual components if needed.

Notifications (everyone)

Choose which automatic emails you want to receive.

1. Open Notifications from the top nav.
2. The first section shows your own subscriptions. Toggle on/off for each notification type (restock requests, vehicle count overdue, low stock digest, anomaly summary).
3. Admins also see a second section to manage other users' subscriptions and a third section to add external email recipients (vendors, accountant, etc.) who aren't users in the system.

Reports (admin only)

The Reports page has eight cards, each with a summary, expandable detail, and CSV download:

• Inventory Value Snapshot — what's all your stock worth right now
• Below-Min Items — what needs to be reordered
• Stock Movement — receipts, pulls, transfers, production over a date range
• Production Volume Detail — what got produced over a date range
• Vendor Pricing Changes — price changes by vendor in the period
• PO Velocity — how fast POs are getting from creation to receipt
• Restock Request Fulfillment — how long restock requests are taking
• Margin Analysis — revenue vs cost-to-produce, grouped by gasket profile

Settings (admin only)

System-wide configuration values. You won't touch this often. Includes:

• Inventory thresholds (default reorder days, safety stock, etc.)
• RAC order defaults (markup percentages, etc.)
• System email addresses
• Field App defaults
• Labor & cost rates (used by the BOM calculator)
• Gasket type assumptions (perimeter, joint count by gasket type)

6. Customer Inventories

What you do here

Customer Inventories is where the office team manages the master list of gaskets each customer has on site. When a customer calls in to reorder, you find their inventory, pick the items they need, and submit an order — which becomes an assessment in the Production app and flows through the normal production process. You can also edit a gasket's spec if the customer corrects you on dimensions or profile, add a new gasket the field tech missed, or remove one that no longer applies.

Key concepts

• Inventory — one customer-location. A multi-store chain like a Wendy's franchise group has one inventory per store. A single restaurant has one inventory total.
• Items — the individual gaskets within an inventory. Each has a sticker number (RG#), profile, color, dimensions, door type, manufacturer, and notes.
• Order — a subset of items selected from one inventory and submitted to Production. Each order becomes an assessment in the Production app so the existing cutting/welding/kitting workflow handles it.

Finding an inventory

1. Open Customer Inventories from the hub.
2. The list page shows every customer inventory in the system, newest activity first.
3. Use the search box at the top to filter by customer name, store identifier, or sticker number. Results narrow as you type.
4. Click any row to open that inventory's detail page.

Editing an item

1. On the inventory detail page, find the gasket you want to change.
2. Click the row to open the item editor.
3. Update any fields — sticker number, profile, color, dimensions, manufacturer, door type, notes.
4. Dimensions use a two-part picker: whole inches on the left, eighths on the right. Pick both and you're done.
5. Click Save. Changes apply immediately.

Adding a gasket

1. On the inventory detail page, click + Add Gasket.
2. Fill in the required fields (sticker, profile, color, dimensions). Door type, manufacturer, and notes are optional but recommended.
3. Click Save. The new item appears at the bottom of the list.

Deleting an item

On the item editor, click the Delete button at the bottom. You'll be asked to confirm. Once confirmed, the item is permanently removed from the inventory.

Deleting an entire inventory

If a customer location closes, the whole inventory can be removed. From the inventory detail page, click Delete Inventory at the top. This soft-deletes the inventory — it disappears from the list but isn't permanently gone, so it can be restored by an admin if needed.

Exporting to CSV

On the inventory detail page, click Export CSV to download a spreadsheet of every item in that inventory. Useful for bulk-edit workflows or sending a copy to the customer.

Linking an inventory to Jobber

For an order — or an auto-generated quote or job — to reach Jobber, the inventory has to be linked to the right Jobber customer and the specific store. Inventories captured in the field are usually linked already; older imported ones often aren't. You can link one at any time, and a good moment is while you're auditing it. You can also do it right inside the order builder (see below), so you don't have to leave what you're doing.

Two things get connected:

• Linked to the customer — the Jobber account (for example, "Cotti Foods – Taco Bell").
• Pinned to the store — the exact location for this order. A big chain has many stores under one account, so this tells Jobber which one. You'll see it read "Linked · store pinned ✓" when both are done.

1. Open the inventory (or start building an order). The card shows a Jobber line — "Linked · store pinned ✓", "Linked, no store pinned", or "Not linked."
2. Click Link to Jobber (it reads Change Jobber link if it's already linked, or Pin a store if the customer is linked but the store isn't).
3. Search for the customer by name, city, or store number — you can type a few words in any order, e.g. "cotti santa." Pick the customer from the list.
4. If the customer is a multi-store chain, you'll then search for the specific store by address or city and pick the exact location — this pins the store. (Single-location customers skip this step; their one location is captured automatically.)

Link Cleanup — connecting old records in bulk

Some older customer records were imported without a Jobber link. The Link Cleanup tab finds every unlinked inventory and, for each one, suggests the matching Jobber store based on its address — so the team can connect a large backlog quickly instead of searching one at a time.

1. Open the Link Cleanup tab. Each unlinked record shows its best suggested match with a badge: Strong match (address and ZIP both line up — trust these) or Possible match (only partly lines up — glance before confirming).
2. Confirm & Link connects the record to the suggested customer and store in one click.
3. If the suggestion is wrong or missing, use Search manually to pick the right store yourself, or Skip to move on.

As you link records, they drop off the list and the counter ticks down, so it doubles as a progress tracker.

Submitting an order to Production

1. On the inventory detail page, check the boxes next to each item the customer wants to reorder.
2. For each checked item, set the quantity in the Qty column (defaults to the total at the customer's site).
3. Click Build Order at the bottom.
4. Review the order summary. The order generates an order number in the format ORD-YYYYMMDD-NNN. Each gasket is priced automatically from the customer's price list — you don't enter prices.
5. On the submit step, set the production facility, and optionally enter the customer's PO number (it flows into Jobber's PO/WO No. field and carries through to the invoice).
6. Choose how it should go to Jobber — Create Quote or Create Job (see the next section). This choice only appears when the Job option is turned on.
7. Click Submit Order. The order appears in the Production app as an assessment ready for the next run — and, within a few minutes, it creates the matching quote or job in Jobber, correctly priced, with a PDF and the PO already attached.

The prices on the order (and the Jobber quote/job) are the current price-list prices at the moment you build the order — so an order built months after the inventory was taken uses today's prices, not the prices from back then. These orders ship to the customer, so no trip charge is added (shipping is handled at invoicing).

Quote or Job — which to choose

When the Job option is on, every order is submitted as one of two things:

• Create Quote — makes a draft quote in Jobber for review before it's sent. Use this when the customer still needs to approve pricing.
• Create Job — makes a job directly and puts it on the Jobber Unscheduled board for the dispatcher. Use this when the order is already approved. A job never auto-invoices; the office invoices it after the work is done.

Following an order into Jobber

The Orders list shows a Jobber badge on each order so you can see status at a glance: Quote created or Job created (click the badge to open that record in Jobber), Quote pending (in line, appears shortly), or a failed badge (let an admin know — nothing is lost, it just needs a look). If an order isn't in Jobber yet, give it a few minutes; orders sync on a short timer.

What happens to the order — and when it reaches Production

Besides going to Jobber, every order also feeds the Production app so the gaskets can actually be made. When it reaches Production depends on the choice you made:

• Create Job — the order is ready for Production right away, because you've already said it's approved.
• Create Quote — the order is held out of Production until the quote is approved and converted to a job in Jobber. This is the same way a field assessment behaves: nothing gets built off an unapproved quote.

Either way, the gaskets are physically cut and made when Production runs the job — not the moment you submit. Submitting puts the order in line; Production decides when it's built.

Editing or canceling an order

If the order hasn't yet been pulled into a production run, you can edit it (change quantities, add or remove items) or cancel it entirely. From the inventory detail page, look in the Orders section for orders related to that inventory. Each order shows status (Submitted / In Production / Produced / Canceled) and has Edit and Cancel buttons where applicable.

Order chain navigation

When you edit an order, the original is preserved and a new version is created. The new order shows a link to its predecessor, and the predecessor shows a link to its successor. This way the full history of an order is traceable. Click any predecessor/successor link to jump between versions.

7. Automated Follow-Up App

What it does

The Automated Follow-Up app (AFU) sends additional reminder emails to customers about quotes they haven't approved and invoices they haven't paid. It works alongside Jobber's built-in quote follow-ups and past-due reminders, not as a replacement. Every morning the app builds a queue of follow-ups due that day; office staff reviews and approves the list; the approved emails go out automatically on a 15-minute schedule. Customers receive the email along with a PDF of the quote or invoice attached, and a one-click link to view or pay in their Jobber client hub.

Who uses it

Office staff (office ordering role) and admins (corporate admin or location admin). Field techs, production staff, and sales reps don't see this app on the hub.

The daily flow

1. 6 AM Pacific (weekdays): the app builds a fresh queue of follow-ups due today.
2. Morning review: office staff opens the app, reviews the Pending tab, and approves each row (or Approves All).
3. Throughout the day: approved rows are sent on the next 15-minute pipeline tick. The app shows what's been sent on the Recently sent tab.
4. 8:15 AM next weekday: a daily summary email arrives in the office inbox with the previous day's activity.

The queue page

This is the default screen when you open the app. Four tabs along the top:

• Pending — rows waiting for someone to approve them. This is the working queue. Every row shows the customer, the quote/invoice number, the cadence stage (e.g. "Quote stage 2, day 22"), the recipient email, and a preview of the email body. Per-row buttons: Approve (queue it for sending), Skip (with a required reason), Mark replied (customer responded outside the app, so the whole cadence stops). Click anywhere on a row to expand and read the full email content.
• Approved — rows queued for the next send tick. You can still Skip or Mark replied from here if you change your mind before the email goes out.
• Recently sent — the last 7 days of sends with their delivery status badges (delivered, bounced, complained).
• Failed — rows where Resend or Jobber returned an error after the configured retry attempts. Each has a Retry button.

Two buttons in the queue page header:

• Run builder now — manually re-builds the queue. Useful if you've made a settings change (e.g. added an AR exception) and want to see it reflected immediately. The button shows a spinner while building.
• Approve all pending (visible only on the Pending tab) — approves every row in one click. For large batches (more than 50 rows), the confirmation dialog requires you to type APPROVE before the button activates. This is a deliberate guard against accidental bulk approvals.
• Send now (visible only on the Approved tab) — triggers the send pipeline immediately instead of waiting for the next 15-minute cron tick.

Quiet Mode

A persistent yellow banner appears at the top of every page when Quiet Mode is ON. While Quiet Mode is on, the queue still builds and you can still approve rows, but no emails are sent. This is the master kill switch — turn it on whenever you need to stop sends without losing the queue. Toggle it in Settings under General Settings. The send pipeline checks Quiet Mode at the start of every run, so changes take effect within 15 minutes.

Test Mode

Diverts every send to a test email address instead of the real customer. The subject line is prefixed with [AFU TEST] and the body shows the original recipient and subject so you can see what would have gone out. Jobber notes are not written in Test Mode. Set the test address in Settings under General Settings; clear the field to turn Test Mode off. Useful for verifying template changes or new cadence stages without risking real customer sends.

Jobber Disconnect banner

If Jobber's connection to the app is ever revoked (someone uninstalls the integration in Jobber's app marketplace, or Jobber forces a re-authorization), a red banner appears at the top of every AFU page. Click it to go to Settings and reauthorize. In normal operation this banner should never appear — Jobber's authorization stays valid as long as the integration remains installed.

The Settings page

The Jobber Connection card stays pinned at the top so the connection status is always visible. Every other card is collapsible (click the header to expand). The cards are:

• Jobber Connection — current connection status, account name, and Authorize / Disconnect / Test Connection buttons. Always visible.
• Sync from Jobber — manually pulls fresh quote, invoice, and client data from Jobber. The hourly background sync handles this automatically; this card is for when you've just made a change in Jobber and want to see it reflected immediately. The "Start Initial Sync" button runs a full historical backfill (used once during initial setup).
• Cadence stages — configures the timing of each follow-up: which days after quote send, which days past invoice due date, which template each stage uses. Each row has an Enabled checkbox so individual stages can be paused.
• Templates — the email content. Each template has a subject line and body with {{variable}} placeholders (customer name, quote number, total amount, due date, signature, hub link, etc.) substituted at queue-build time.
• AR exceptions — clients to skip for invoice follow-ups. Use this for accounts on payment plans or in collections. Free-text reason field. One entry per client.
• Customer overrides — per-client or per-document overrides. Snooze a specific quote until a date, exclude a customer from quote follow-ups but keep invoice follow-ups, etc.
• General settings — Quiet Mode toggle, Test Mode address, from-address strategies (per doc type), reply-to address, sender display name, send-rate caps, retry counts, and the like.
• Daily summary recipients — email addresses that receive the daily activity summary and the bounce/complaint digest. One per line. Lowercase. Edit and click Save.

The daily summary email

Sent every weekday morning at 8:15 AM Pacific to the addresses in the Daily Summary Recipients card. It includes:

• A status line: Quiet Mode on/off, Test Mode setting, Jobber connection state. If anything is in an unexpected state (Quiet Mode left on, Test Mode left active, Jobber disconnected), it shows up here.
• A breakdown of how many follow-ups went out yesterday, by cadence stage.
• Delivery outcomes: delivered, bounced, complained, failed.
• A list of new failures needing attention (with customer name, recipient address, and the error reason).
• Jobber webhook activity: how many real-time events were processed, how many follow-ups were prevented from sending because the customer paid or approved before the email went out.
• A queue snapshot: how many rows are pending approval and how many are approved-and-ready-to-send right now.

Monday's email covers the entire weekend (Friday through Sunday). The email always sends, even on zero-activity days, so its arrival is itself proof the system is running — if it stops coming, something has broken.

What stops a cadence?

Any of these will halt further follow-ups on a given quote or invoice:

• Customer approves or archives the quote (or it's converted to a job) — detected within ~5 minutes via Jobber webhooks.
• Invoice is fully paid or marked as bad debt — also via Jobber webhooks.
• The customer replies via email — must be marked manually using the "Mark replied" button on the relevant queue row.
• Office staff Skips the row.
• An AR exception is added for that client (invoices only).
• A customer or document override is added.
• The email hard-bounces (after the configured retry attempts).

Note: "Changes requested" on a quote does not stop the cadence — it's treated as engagement, not a closed door. Follow-ups continue until the customer actually approves, archives, or the quote gets converted to a job.

What if I make a mistake?

Accidentally approved the wrong row(s): open the Approved tab, click Skip on each row before the next 15-minute send tick. If the send already happened, treat it like any other email — the customer received it and may respond.

Accidentally clicked Approve All: immediately turn on Quiet Mode in Settings to pause sends. Then either Skip each row individually, or contact an admin to revert the batch via the database. The big-batch typing guard (you have to type APPROVE for batches over 50) is designed to prevent this from happening accidentally.

Wrong template was sent: fix the template in Settings → Templates. Existing already-approved queue rows have their email body baked in at the time of queue build, so they won't pick up your change — you'd need to Skip and rebuild. New rows will use the updated template.

8. Collections

What it does

The Collections app is the daily tool for chasing past-due invoices by phone. It replaces the old accounts-receivable spreadsheet. Every time it loads, it pulls the live past-due list straight from Jobber, works out who needs a call today based on your rules, and puts them in priority order — so the caller never has to sort a list, log into Jobber to check whether something was paid, or decide who's next. After each call the caller logs what happened once, and the app schedules the next follow-up automatically.

Who uses it

The person making collection calls uses the call queue. Managers and admins (corporate admin or location admin) also get the Rules and Reports screens. Access is granted per user in the Admin Console, the same as every other app.

The call queue (the main screen)

This is what opens when you launch the app: today's calls, grouped by how overdue they are, largest balance first within each group. Anyone on the do-not-call list is filtered out, and anything that's been paid has already dropped off (the list is live from Jobber). Each row shows the customer, invoice number, balance, days past due, phone number (or "no phone on file"), and the last thing that happened. You can search by customer or invoice number and re-sort by most days past due or largest balance.

Two people can work the same list at once: when someone opens a record it shows everyone else "on a call — [name]" so nobody double-dials. That hold clears when they finish, or after 15 minutes.

Making and logging a call

Click Open on a record and a panel shows everything already on file for that customer — past calls and the automatic reminder emails together — plus a cheat-sheet of common reasons and what to say. Make the call, then log it:

• Pick Call, Portal (for uploading a note into a customer's payment portal, like Service Channel), or Note (just jotting something down — a plain note reschedules nothing).
• Choose the outcome — promised to pay (with a date), left a voicemail, disputes it, needs the invoice resent, wrong number, do not contact, paid — and add any details.
• Click Save & schedule next. The app records the note, automatically sets the next follow-up date from your rules, and drops the invoice off today's list.

Whatever you type is also copied onto the invoice in Jobber automatically, so you never write it twice (see "What happens automatically" below).

What each outcome does

• Promised to pay → comes back on the promised date (and a couple of days after).
• Voicemail / no answer / no commitment → comes back on the normal call schedule for how overdue it is.
• Needs invoice resent → comes back in a couple of days.
• Wrong number / bad contact → comes off the list and returns after a few days for someone to chase down a good number.
• Disputes it / unhappy → escalated: off the call list and onto the Reports screen for a supervisor. Once it's resolved but still unpaid, the supervisor puts it back on the list with one button.
• Do not contact → added to the do-not-call list and stays off.
• Paid → drops off on its own the moment Jobber shows it paid.

The Reports screen (managers/admins)

Reached from the Reports button in the header. Three tabs:

• Daily activity — each caller's touches for the day against the daily target (48 by default), plus their calls, portal notes, and notes. Click a caller to see exactly what they logged. This is the daily productivity view, and it replaces the hand-written summary.
• Escalated / on hold — every disputed account that's still owed, with the escalation note. Click one to see its full history; use Return to call list to put it back in the queue once it's resolved.
• Customer lookup — search any customer to see all their invoices and their complete communication history (calls and emails together).

The Rules screen (admins only)

Reached from the Rules button in the header. Everything the app uses to decide who to call and when is editable here, with no developer needed — and changes take effect the next time the queue loads:

• General settings — the daily target, how many days past due before the first call, the promised-payment follow-up timing, how long the "on a call" hold lasts, and the two Jobber-automation switches (below).
• Aging buckets & cadence — the day ranges and how often to call within each.
• Call outcomes — the outcome choices and what each one does, in plain English.
• Cheat sheet — the reference notes callers see; add, edit, or remove them.

What happens automatically

• Note mirroring — every call note is copied onto the matching invoice in Jobber within a few minutes, so the record is complete in both places. Controlled by the "Mirror call notes to the Jobber invoice" switch on the Rules page.
• Auto-Request at 60 days — when an invoice ages past 60 days (90 for Net-60 customers), the app can automatically create a "PAST DUE – [Customer]" Request in Jobber for the sales rep, invoice link attached (California customers are left unassigned). Controlled by the "Auto-issue Jobber Requests" switch, and it issues only a few at a time so it never floods the reps.

Both of these stay off until an admin turns them on from the Rules page.

9. Forms App

The Forms app is where the team fills out the company’s forms on a phone or computer — the monthly vehicle checklist, expense reports, and any other form your managers build. It replaces the old Connecteam forms. Everyone with access sees the forms meant for them; managers and admins can also build new forms, send them out, and review what comes back. Admins have one extra area here — Expenses — for reconciling company‑card charges against submitted expenses.

Filling out a form

Open the Forms app and you’ll see the forms available to you. Some are open to everyone (like the expense form); others are assigned to specific people. Tap a form, answer the questions, and submit. A few things to know:

• Required questions show a red asterisk — you can’t submit until they’re answered.
• Photos and receipts. Some questions ask for a photo (for example, a receipt). Tap to take or attach one; it uploads when you submit.
• Questions that appear as you go. Some forms reveal extra questions based on your answers — for example, choosing “Vehicle Maintenance” on the expense form opens the vehicle and maintenance fields.
• Once submitted, a form goes to a manager or admin for approval or review where applicable.

The Monthly Vehicle Checklist

Drivers get the vehicle checklist once a month to record the condition of their assigned vehicle. Fill it out and submit. If you haven’t done it by the send day each month, the system emails a reminder with a link (see Auto‑send below).

The Expense form

Use the expense form to record a company‑card charge with its receipt. Pick the type (fuel, vehicle maintenance, or other), enter the date, amount, and a short reason, attach the receipt photo, and submit. For vehicle maintenance, the form also asks which vehicle, the odometer, and what was serviced — this feeds the vehicle maintenance records. Entering the right details here is what lets the monthly card reconciliation match your charges automatically.

Building forms Manager Admin

Managers and admins see a Build button in the header. It lists your forms and lets you create new ones.

Creating a form

Tap + New, name the form, then add questions. For each question you choose a type and set its label, help text, and whether it’s required:

• Question types include short text, long text, number, currency, date, yes/no, a dropdown (single choice), checkboxes (multiple choice), a star/number rating, and a photo.
• “Only show this if…” makes a question appear only when an earlier yes/no or dropdown has a certain answer.
• Graded quiz. Turn this on to score the form as a percentage when it’s reviewed — useful for training checks.
• Reorder questions with the up/down arrows; remove one with the minus.

Who can fill it out

Set the form to Everyone or Only specific people. When it’s for specific people, tick the ones who should see it in their list. Set Published to make it live, or leave it a Draft while you work on it.

Sending a form Manager Admin

Making a form available to someone is different from sending it. A send is a nudge — it emails the person a link to fill the form out now. There are two ways:

Send now (manual)

In the form’s Build screen, tap Send now, pick the specific people, and send. Each person gets an email with a link. It’s repeatable — you can send the same form to the same person as many times as you need (for example, the trainee evaluation each time a new trainee starts). Sending doesn’t change who can access the form; it’s only the nudge.

Auto‑send (monthly)

In the form’s settings, set Auto‑send monthly on a day of the month and choose who it goes to — everyone with an assigned vehicle (drivers), or the people the form is assigned to. On that day each month the system emails the group a link, skipping anyone who already submitted it that month. The monthly vehicle checklist uses this.

Reviewing submissions Manager Admin

The Review area lists submitted forms. Open one to see the answers and any photos, then approve or reject it (or mark it reviewed, depending on how the form is set up). For a graded quiz, mark each answer right or wrong and the score is calculated for you.

Expense reconciliation Admin

Admins get an Expenses button in the Forms header. This is where you confirm, each cycle, that every charge on the company cards has a matching submitted expense — and chase the ones that don’t.

Set up card assignments (once)

Tap Cards and enter the last four digits of each person’s company card. This is how a statement charge is tied to the right employee. You only need to do this once, and update it when a card changes.

Upload a statement and reconcile

Set the From and To dates to your billing cycle (statements rarely run first‑to‑last of the month), then tap Upload and choose the card‑statement CSV exported from the bank. The system reads every charge and matches it to a submitted expense the way a person would: the same employee’s card, the exact amount, and a date within three days. Then it shows:

• A summary line — how many charges, how many matched, how many unaccounted, and how many submitted expenses had no matching charge.
• Every charge, grouped by employee, each with a status badge — Matched (green), Cleared, or Ambiguous (two same‑amount charges it couldn’t tell apart). Filter tabs let you view All, Matched, or Unmatched.
• A separate list of expenses that were submitted but had no matching charge — worth a quick look.

Uploading again replaces that cycle’s statement; Delete statement clears it so you can start over.

Working the exceptions

• Clear a charge to mark it handled outside the system — it drops off the chase list (Undo brings it back).
• Email next to a person queues them a chase email listing only their unaccounted charges, with a link to submit them. It emails only that person — each employee has their own button.
• Mark reconciled closes the statement with a check when you’re done (Reopen if you need to).

The email switch

At the top of the Expenses screen is a global switch, Email employees about their unaccounted charges. While it’s off, the Email buttons are disabled and no chase emails go out — a safety so nothing is sent by accident. Turn it on when you’re ready for employees to start receiving these.

10. Distributor & Wholesale Ordering

What this is

This is a separate ordering channel from customer assessments. A distributor is a wholesale account that buys gaskets by the foot at their own negotiated pricing. There are two ways an order gets placed:

• The Distributor Order Portal — a customer-facing site where the distributor logs in and places their own orders. It has its own Reliable Gaskets branding and works on a phone.
• The Wholesale Orders app (a hub tile for staff) — where the office places a call-in order on a distributor's behalf, and reviews order history across every distributor.

Both use the same order builder and the same pricing, so an order looks the same no matter who entered it. A call-in order the office places also shows up in that distributor's own portal history.

Setting up a distributor (admin only)

New distributor accounts are created in the Admin Console → Distributors tab. This is admin-only — the office can place orders for existing distributors but can't create new distributor accounts.

1. Open Admin Console from the hub and go to the Distributors tab.
2. Add the distributor: company name, short code, address, and their pricing (price per foot, Santoprene upcharge, minimum feet, and any quantity tiers).
3. Link them to their Jobber client so their orders can create a Jobber quote. (Without a Jobber link, orders still save but won't create a quote or reach Production.)
4. Add one or more login contacts (name + email). Adding a contact does not email them yet.

Inviting a distributor to log in

1. In the distributor's Contacts list, click Send invite on the contact's row.
2. They get a branded Reliable Gaskets email with a link to set their password.
3. They click it, choose a password, and land in the ordering portal. Their status changes No login → Invited → Active so you can see who has finished setting up.
4. If they lose the email, click Re-send invite. If a contact was added by mistake, Delete removes them (you can't delete a contact who has already placed orders — deactivate them instead).

One email can belong to only one distributor. If you need to move an email to a different distributor, delete it from the first one to free it up.

Placing an order (distributor, in the portal)

1. Sign in at the distributor portal and choose New order.
2. For each gasket: pick the material (PVC or Santoprene), pick the profile — the color comes from the profile you pick — enter width, height, and quantity, and set any build options (sidedness, no magnet on the hinge side, weld in reverse).
3. Add any hardware items (these are quoted by the office later).
4. Optionally enter a PO Number and any special notes. (More on the PO below.)
5. Review the live per-foot total and submit. You'll get a confirmation email with a PDF, and the order appears in your Past orders.

Placing a call-in order (office, in the Wholesale Orders app)

1. Open Wholesale Orders from the hub and start a new order.
2. Pick the distributor, then build the order with the same builder the distributors use.
3. Enter a PO number and notes if you have them, and choose whether to email a confirmation to the distributor's contact.
4. Submit. The order is stamped "entered by [your name]" and shows in that distributor's portal history too.

The PO Number field

Every order — from the portal or a call-in — has an optional PO Number field. When a distributor (or the office) enters one, it:

• Prints on the order confirmation PDF and appears in the office notification email.
• Writes into the Jobber quote's PO/WO No. field, so it carries all the way through from the quote to the job to the invoice.

It's optional — leave it blank and nothing changes. If a distributor forgets it, the office can add it by editing the order.

Editing or deleting an order

• Distributors can edit their own orders (which creates a new version and retires the old one) but can't delete them.
• The office can edit and delete. Editing sends an alert to the office inbox so the old Jobber draft quote can be cleaned up.
• Once an order's quote has been converted to a job, it's locked — it can't be edited anymore, because the shop may already be building it. Changes from that point go through the office directly.

What happens after an order is placed

1. The order creates a draft quote in Jobber on the distributor's account. Hardware lines come through as "needs pricing" for the office to fill in.
2. The office prices any hardware and converts the quote to a job in Jobber — the same job-approval step every order goes through.
3. On conversion, the gaskets become a production order at Paramount automatically (Production can reroute to Van Buren), and flow through the normal cutting/welding/kitting process. Raw materials are deducted when the run is marked produced, exactly like any other job.

If a gasket on the order can't be matched to a stockable material (for example a profile that isn't set up in inventory yet), that order is held rather than produced, so nothing is built from bad data — the office is alerted to fix it.

11. Admin Quick Reference — "How do I…?"

Administration is spread across several apps, and where a task lives isn't always where you'd guess. The biggest surprise for most people: gasket prices, parts, manufacturers and the Jobber settings are not in the Admin Console — they're in the Field Assessment app, under Catalog Admin. Here's the whole list.

People and access

Pricing, parts and the catalog (all in the Field App)

Inventory, production and follow-ups

Things no admin can do — ask for help

These aren't hidden behind a permission; there's simply no button, on purpose or because it hasn't been built. Don't hunt for one:

• Change a facility's short code (PAR / VAN) once it's been used. Short codes are printed on PDFs and stored in audit records — changing one breaks old references.
• Delete a submitted assessment, inventory, production run, or approved count. Records are kept for audit. The fix is always an edit, a correction, or an adjustment — never a delete.
• Delete a quote in Jobber from our apps. Jobber doesn't allow it through the connection. If an edit leaves an old draft quote behind, someone has to delete it inside Jobber by hand.
• Make the system go back and quote an old assessment automatically. Turning the auto-quote switch on only affects assessments submitted after that moment. Use Enter a quote number on the form's badge instead.
• Add a customer who isn't in Jobber. Jobber is the source of truth for customers. Add them there first.
• Change a customer's name on an assessment. It comes from Jobber. Fix it in Jobber.

12. Glossary

Words that mean something specific here, and often get used loosely.

• Assessment — a field visit that measures the gaskets a customer needs replaced. Produces a price, a signature, and (if switched on) a draft quote in Jobber.
• Inventory (the form) — a survey of every gasket a customer has, whether or not it needs replacing. Reference data for the office. Never creates a quote.
• Inventory (the app) — our own stock: what's on the shelf and in the vans. Unrelated to the form above, confusingly.
• Sticker number — the number on the label the tech puts on a unit, so we can find the same door again next visit.
• Profile — the shape of the gasket's rubber cross-section (e.g. 449S). Determines what we cut and how it seals.
• Securement — how the gasket attaches: snap-in or screw-in.
• Special order — a gasket that isn't one of ours. The tech ticks a box, describes it, and photographs it; the office decides whether we buy it from a vendor (usually) or cut it ourselves (occasionally). It has no profile, and a gasket with no profile can never be sent to Production — because we can't cut what we don't have a profile for.
• TBD — a line item whose price isn't known yet. An assessment with any TBD line skips the minimum-order-charge floor, because you can't apply a floor to an unknown total.
• Draft quote — a quote sitting in Jobber that has not been sent to the customer. Everything our system creates is a draft. A person always sends it.
• EDIT version — a revised copy of a submitted form. The original is kept; the edit supersedes it. Assessment numbers gain an -EDIT suffix.
• Anomaly — inventory that's gone impossible, usually negative stock. Has to be investigated and resolved, not just typed over.
• BOM — bill of materials. What a finished gasket is made of, used to work out what a run costs.
• Cadence — the schedule of follow-up emails for a quote or invoice (e.g. day 3, day 7, day 14).
• Soft close — a follow-up cadence has run out of stages and we've stopped chasing, but nothing was formally closed in Jobber.
• Quiet Mode — the master pause on all customer follow-up emails.
• Facility — Paramount (PAR) or Van Buren (VAN). Nearly everything in the system belongs to one.

13. Getting Help

I forgot my password

From any app's login screen, click Forgot password? and follow the email reset link.

I don't see an app on the hub that I should have access to

Ask a corporate admin to check your app permissions in the Admin Console. New permissions take effect the next time you sign in.

I made a mistake on a submitted form

In the Field App, find the form and create an Edit. The original is preserved; the edit becomes the latest version.

I made a mistake on a production run

If you haven't yet clicked Mark as Produced, you can adjust the kitting numbers freely. If the run is already marked as produced, contact an admin — depending on what's wrong, the fix is either a stock adjustment (recorded as an anomaly resolution) or a manual transaction.

I made a mistake on a count session

If the session is still in draft, edit it directly. If it's been submitted but not approved, an admin can reject it back so you can fix and resubmit. Once approved, the only fix is a future correction count or a manual adjustment via the Anomalies workflow.

My customer isn't in the Jobber search

You can't start an assessment or an inventory without a Jobber customer, and you can't type one in. If they're not in the list:

1. Add the customer in the Jobber app first.
2. Come back to the Field app and tap Refresh Jobber data.
3. Search again. They should appear.

If they still don't appear after a refresh, tell your supervisor — the connection to Jobber may be down, and that affects everyone.

The address is wrong, or this customer has several locations

The address comes from Jobber. If the customer has more than one site, you'll see a badge showing how many — but the app currently fills in the first one, which may not be the site you're standing in. Correct the address on the form. The customer link stays intact; only the address changes. This is a known limitation and it's being looked at.

I can't start a form — the customer search is empty

You almost certainly have no signal. Picking a Jobber customer is a live lookup. Step outside, get a bar or two, pick the customer, and then go back in — everything after that point works offline.

A submitted assessment shows ⚠️ Quote needs attention

It means no quote exists in Jobber for that assessment. Tap the badge. The window tells you what went wrong and gives you two ways out:

• Try again now — if whatever broke has since been fixed (a missing part mapping, a Jobber outage).
• Enter a quote number — if the office already built the quote by hand in Jobber. Type the number in and the badge closes out.

Don't leave it sitting. A ⚠️ that nobody touches is a job that never got quoted.

The office already quoted this by hand, but the badge still says ⏳

Tap the badge and enter the quote number before the system gets to it. That pulls the assessment out of the line and stops a second, duplicate quote being created in Jobber. If the badge has already turned 🟢, you were too slow — go into Jobber and delete whichever draft you don't want.

An assessment I submitted has no quote badge at all

That's normal in two cases: it was submitted before automatic quoting was switched on, or automatic quoting is currently off. Those assessments are never quoted automatically, even after the switch is turned back on — so if it needs a quote, the office builds it in Jobber by hand.

The app is slow or behaving strangely

Sign out and sign back in. If still misbehaving, hard-refresh your browser (Ctrl+F5 on Windows, Cmd+Shift+R on Mac). On a phone, close the app fully and reopen it.

Something is broken

Note exactly what you did, what you expected to see, and what actually happened. Take a screenshot if you can — a screenshot is worth ten sentences.

Then tell your immediate supervisor. They'll pass it on. Don't sit on it and don't work around it quietly — if it happened to you, it's happening to someone else too.