Workflow

Advanced setup – WORKFLOW

Overview
Every business runs a little differently—and that’s exactly why ContractQ letsyou customize your workflow stages. Whether you manage projects from“Inspection” to “Job Complete,” or you prefer a more streamlined process,you’re in control.

This guide walks you through how to add, rename, reorder,and delete workflow stages—plus how to trigger automated customer notifications at each step.

What Is a Workflow?

Your workflow is the step-by-step process your jobs movethrough—from the first lead to final payment. Think of it as your digital jobboard, keeping your team aligned and work moving forward.

Contract-Q includes four fixed stages by default:

• New Lead (start of every job – cannot be renamed or deleted)
• Job Awarded (customer has signed a contract or accepted an estimate)
• Paid (final payment has been received)
• Hold (job is paused – used for internal tracking)

In addition to these four, you can create up to 10 customstages to match your business process—like:

• Needs Inspection
• Estimation
• In Progress
• Final Walkthrough

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You can place custom stages between any of the fixed ones toreflect how your team works.

Editing Your Workflow

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From the Settings Menu, click on Workflow toview and edit your job pipeline.

Add a Stage

• Click     the "+" icon between any two stages to add a new one.

A   Stage Configuration panel will appear. Enter a name for your new stage     (e.g., “Inspection Complete”).

• Optionally,     turn on Email or Text notifications to alert your customer     when their job reaches this stage.

• Click Save.

Rename or Delete a Stage

• Click     directly on any custom stage to open the configuration panel
• Edit     the name or toggle notifications as needed.
• To delete a stage, click the trash can icon.

🛑 You cannot delete orrename the four fixed stages: New Lead, Job Awarded, Paid,or Hold.

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Reorder Your Stages

• Use drag  and drop to rearrange your custom stages.
• Fixed     stages remain locked in position, but all custom stages can be placed     above, between, or below them.

Customer Notifications

Want to keep clients in the loop as their job progresses?For each stage, you can enable automated:

• Email     Notifications – Sends a message when the job enters this stage.
• Text     Notifications – Sends an SMS update with job status.

These updates build trust and help prevent customerconfusion—without extra work for your team.

Pro Tips

• Keep stage names short and action-oriented—they’ll show up in filters and     reports.
• Be selective with customer notifications—great for moments like “Inspection     Scheduled” or “Work Completed.”
• Job Awarded is a key milestone. It signals a signed agreement and unlocks     features like invoicing and QuickBooks syncing.

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