Pipeology Business Management System

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Pipeology Business Management System

LOCAL DEVELOPMENT — CHANGES HERE ARE NOT ONLINE

Estimates & Invoices

QuickBooks workspace

Checking the server-selected environment.

LIVE QUICKBOOKS — company connection

Production transactions require the verified company connection.

Connect LIVE QUICKBOOKS

Production uses separately configured server credentials: environment variables on Linux or Keychain on macOS. Register the production callback URI before connecting.

Controlled live test (separate history)

LIVE QUICKBOOKS — CONTROLLED TEST

REAL QUICKBOOKS DATA

This separate test reservation is retained for history. Normal Estimates & Invoices use the controls below and do not require test mode.

Locked unless explicitly enabled on the server.

Existing PBMS ContactLIVE QuickBooks Customer

Select an exact QuickBooks customer, or deliberately choose Create new. Email alone never links customers.

Estimate dateExpiration date (optional)Tax treatment

Product / ServiceDescriptionQuantityRateAmountTax

Customer messagePrivate memo

Subtotal

Tax

Total

Preview in company currency. QuickBooks determines the saved tax and total.

QuickBooks owns transaction totals, taxes and balances.

Credit Card Fee / Surcharge

Status Configured Rate (%) Customer explanation Effective date (UTC)

Applies only to credit-card payments. The base invoice is unchanged until successful card payment.

Invoices

Estimates

Review Invoices

No invoices waiting for review.

Project Folder

Project records selected by you — independent of who sent an email.

Direct Inquiries

Website Analytics

Private · approximate public website traffic · no cookies or customer linkage

Analytics is available on desktop

SUPPLY CATALOG

Catalog administrationImport review only

F280

Formal heat-loss report queue. Paid cases are ready to calculate, not automatically scheduled.

F280 work queue

Emails

info@pipeologysolutions.com · Microsoft 365 mailbox. Only Create Inquiry analyzes the selected email; review before confirming.

Search Microsoft 365

Mailbox search includes historical mail. Use to:address for recipients. Deleted Items may appear.

Microsoft classifications. Messages without a classification remain available in All Inbox.

Select an email to read it. Opening a message does not approve it.

No Project Folder selected

Attachments

Action

Notes

Note

Customer / Project (optional)

Existing customerProject

Choose an exact project to share this Note with its Inquiry, Job and Project Folder.

Reminders

Reminder DescriptionAlarm

QuantityUnit

Schedule

Inquiries

0

Inquiries

View and manage all customer inquiries.

Select a name to open its inquiry. Drag a card to plan another day, or use Move date for any date. This does not schedule a Job. Highlighted inquiries need follow-up.

Inquiry details

No inquiries found.

Contacts

QuickBooks Sync Results

Employee Automation

Immediate Job Email

Sent when a Job becomes Scheduled.

Day-Before Job ReminderTime

Sent the day before the employee’s first scheduled workday.

Daily Timesheet EmailTime

Sent on each scheduled workday.

Timezone: America/Vancouver

Server email safety switches remain authoritative. These settings do not disable manual Admin sends.

Shop AddressAutomatic Travel Time

Payment Settings

Stripe card authorization is Sandbox-only and requires an explicit opt-in on each invoice. Saving a card never charges it.

Stripe Card Authorizations

Enable card authorization for the configured Stripe environmentAdditional authorization terms (versioned; future authorizations only)

Customer authorization terms template

Future authorizations only. Edit the heading and surrounding wording. Required safeguard blocks expand to protected terms and must each remain once. Plain text only; customers cannot edit it. Do not type customer-specific amounts or dates.

Template

Optional system values: {{CUSTOMER_NAME}}, {{CURRENT_INVOICE_TOTAL}}, {{SERVICE_DESCRIPTION}}, {{PAYMENT_DEADLINE}}, {{BUSINESS_NAME}}. The exact deadline is set only by the final notice.

Canonical work/transactionCustomer authorization link (not emailed)

Maximum Credit Card Amount

CAD

Maximum base amount for future eligibility, before any fee. Does not change historical authorizations or split transactions.

Timesheets

Review technician timesheets by pay period.

Users / Employees

Employees

Employee records and their history are kept separately from optional login accounts.

Employee Email Messages

Notification history

Reminders use the configured business timezone. The server must be running. Sent means Microsoft accepted submission, not confirmed delivery.

Login Accounts

Loading approval status…

Select a date to view Schedule, or an employee to view their detailed timesheets.

Weekly totals use Monday–Sunday and include only dates in this pay period. All totals are in hours.

Reminders

Reminder DescriptionAlarm

QuantityUnit

Notes

Note

Customer / Project (optional)

Existing customerProject

Choose an exact project to share this Note with its Inquiry, Job and Project Folder.

Saved Notes

Payroll Settings

Accountant recipient details only. No email credentials are stored here.

Accountant name Accountant email

Microsoft authentication is checked when opening a send preview. Saving these settings does not send email.

Send to Accountant

Accountant:

Email:

Pay period:

PDF attachment:

Subject:

I confirm sending this payroll PDF to the accountant shown above.

New Job

Employees Assigned to Job

Customer Information

Customer Name Company Phone Number Phone Number 2 Email

Address Street Address City Province Postal Code

Job title *

Job TypeServiceRepairInstall

Job Description

Supplies / Materials

Notes

Job Status

Reminder

Appears in Schedule → Reminders and the shared Reminder library.

Reminder Alarm

Remind me inUnit

Job Date / Time

Start Date End Date Start time End time

Employee automation / Time Sheets

Timesheets

Technician Date

Description Supplies

Travel Time (hours) Hours Worked

Uploads

Save the job first, then upload photos.

New Timesheet

Work type Existing Job

Select Employee

Actual StartActual EndBreak (minutes)

Save records actual work. Email to Employee prepares this same Time Sheet for the employee to fill out.

Start Date End Date

Work Days Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Standalone Work Description Supplies

Travel Time (hours) Hours Worked

New Inquiry

Status

Customer Information

Customer Name * Company Phone Number Phone Number 2 Email

Address Street Address City Province Postal Code

Job TypeServiceRepairInstall

Job Description

Supplies / Materials

Notes

Project Folder (optional)

No Project Folder selected

Reminder

ReminderAlarm

Remind me / remind again inUnit

Schedule Inquiry

Scheduling saves the inquiry and creates a calendar job.

Schedule date Start time

New Email

To

Cc / Bcc

CcBcc

Subject Body Add attachments

Up to 2.5 MB per new file. Larger attachments and cloud links can be handled in Outlook.

Project Folder

Find Existing Folder

Create New Project

Customer / Folder NameAddressProject / Job description

Save Conversation

Snapshots preserve this message. Conversation links retrieve current replies when opened. Attachments are saved separately.

Project Folder

No Project Folder selected

Project Email

Attachment Preview

Delete Project Files

Only the selected Pipeology copies will be deleted. Microsoft 365 attachments remain unchanged.

Create Inquiry

Inquiry Review

Suggestions only. Review every field. Blank fields were not identified confidently.

Customer Name * Company Phone Number Phone Number 2 Email

Address Street Address City Province Postal Code

Job Type Service Repair Install

Job Description Supplies / Materials

Delete Project?

This permanently deletes the listed Pipeology records. Original Microsoft 365 emails and attachments will NOT be deleted.

Move Inquiry date

Move this inquiry in the mini-calendar. Received history, reminders, and Job schedules stay unchanged.

Planning date

Edit Employee

Employee NameEmployee stateEmailPhone Number Job RemindersSend Reminder Timesheet RemindersSend Reminder At

Employee Message

Add New Contact

Customer NameCompanyPhone NumberPhone Number 2EmailStreet AddressCityProvincePostal Code

Share Contact

Share with Employee

Name (optional)Phone NumberEmail Address

Opens an editable email or your device’s Messages app. Nothing sends automatically.

New Reminder

Reminder Description

AlarmRemind me inUnit

QuickBooks transaction

Customer / Contact Linked Project Folder Linked Inquiry / Job

QuickBooks customer mapping

QuickBooks Customer

Use an existing QuickBooks customer when available. Otherwise PBMS creates one from this Contact. Existing mappings are retained.

Transaction date Expiration date (optional) Due date (optional) Tax treatment

Product / ServiceDescriptionQuantityRateAmountTax

Message to customer (optional)

Require Credit Card Authorization

Request credit card authorization from customer

Save Invoice sends nothing. SEND INVOICE & REQUEST AUTHORIZATION creates the invoice and sends its secure setup request. Saving a card does not charge it.

Private note (optional)

ESTIMATE TOTALS

Subtotal

Tax total

Grand total

Preview in the QuickBooks company currency. QuickBooks confirms final tax and totals on save.

Do you want to schedule this job?

Optional Date