When this workflow earns its keep

This workflow becomes important as soon as your business has more than a handful of open enquiries, active quotes and live jobs running at the same time. It works best when several people touch the same jobs across the week: an admin booking site visits, an estimator building quotes, a supervisor checking install dates, and someone in the office watching payments and workload.

Fencify supports that weekly operating view across several areas at once. The Dashboard gives the headline picture. The Calendar turns scheduled work into one visible plan. Leads show what still needs contact or a site visit. Quotes surface sales work that needs action. Projects show what has moved into delivery and, for permitted users, how much money is still due.

Used together, these areas help answer the weekly questions that matter most:

• Which site visits are booked and which ones still need dates?
• Which installs are about to start and which ones are drifting?
• Which quotes are still draft, and which sent quotes now need follow-up?
• Which active jobs deserve closer delivery or finance attention?
• Which lead sources are turning into won work and which ones are slowing the pipeline down?

Build the week from real lead and project dates

A useful weekly cycle starts with clean records. Fencify only shows what has been entered on the lead, quote and project records, so the first discipline is keeping the core dates and statuses current.

• Lead site visits come from the scheduled visit date on the lead. If the visit is still sitting in notes or text messages, it will not appear where the team expects it.
• Install blocks come from the project install start and end dates. If the accepted work has no install dates yet, the Calendar cannot help the field planning conversation.
• Quote queues depend on quote status. Draft, sent, viewed, accepted and declined tell very different stories about the next action.
• Lead pipeline review depends on status as well. New, Contacted, Site Visit Scheduled, Quoted and Follow Up are the active stages that keep the weekly sales queue readable.

The lead list defaults to active pipeline work, and the kanban board focuses on the stages that usually matter most during the week: New, Site Visit Scheduled, Quoted and Follow Up. That makes the weekly operating habit simple. If the real-world conversation changed, update the record so the list, board, dashboard and calendar all tell the same story.

Start Monday planning from the Dashboard

The Dashboard is the quickest place to open the week because it combines cash, field work and sales pressure on one page. For users with financial visibility, the top row shows total revenue, total expenses, net profit and outstanding debt. Those figures help you see whether the week is starting from a comfortable position or whether collections and invoicing need close attention.

Below that, the Upcoming Site Visits panel shows booked lead visits with the customer, date and suburb. The panel is best used as a planning checkpoint rather than a passive list. Open each lead that matters this week and confirm:

• the customer contact details are still right
• the visit timing still suits the estimator or supervisor
• the lead status reflects where the enquiry actually sits
• the lead is ready to move into quoting once the visit is complete

The Active Installs panel does the same for delivery work. It highlights projects that are already in progress and have install dates set. From there, the office or supervisor can open the project or jump to the job sheet if the week needs site-ready detail rather than a broad overview.

For Monday planning, a strong routine is:

1. Review the finance row if your access level allows it, especially outstanding debt and recent expense movement.
2. Review upcoming site visits and check whether any lead still needs a clearer date or status update.
3. Review active installs and confirm the jobs that are already underway have realistic timing.
4. Flag any project that needs a project-page review before the crew or office starts making fresh promises.

Delegated users without financial visibility may see a reduced money view. In that case, the weekly planning still works through the site visit, install and scheduling panels, while the finance review stays with the permitted admin staff.

Use mid-week to keep the sales queue moving

By the middle of the week, the sales side usually needs attention. Fencify splits that work neatly between Leads, Quotes and the pipeline panels on the Dashboard.

The lead list is useful for search, filters and a clean reading order. Search can narrow the list by name, address or keyword. Status filtering is useful when the office wants to focus on one stage, such as all Follow Up leads or all Site Visit Scheduled leads. The kanban board is better when the team wants to move active enquiries through the pipeline visually. If a user has update access, leads can be moved between the active stages on the board, which keeps the weekly queue current without opening every lead one by one.

On the Dashboard, the Stale Quotes panel shows sent or viewed quotes whose last activity is more than three days old. That is one of the most practical weekly panels in the system because it stops open revenue from sitting quietly in the background. Use it to decide which customers need a call, which ones need a follow-up email, and which quotes deserve a direct review before another nudge is sent.

The Draft Quotes panel serves a different purpose. It shows quotes that have been started but are still waiting to be finished or sent. That makes it ideal for a Wednesday checkpoint. A draft quote sitting there for days usually means one of three things: the measure is incomplete, the pricing still needs review, or nobody has formally picked up the next action.

When you open the Quotes list for a deeper review, keep the statuses clear in your mind:

• Draft means the quote still needs internal work before it goes to the customer.
• Sent means the proposal has gone out and now needs monitoring.
• Viewed means the customer has engaged with it and timing matters.
• Accepted means the sales conversation is finished and the next operational handoff should happen.
• Declined means the opportunity can be closed cleanly and learned from.

That mid-week review is where sales discipline usually pays off fastest. It gives the team one deliberate point where draft work is finished, quiet quotes are followed up, and accepted work is prepared for the next stage.

Use the Calendar as the live scheduling board

Once the weekly priorities are clear, move into the Calendar to see the actual shape of the week. Fencify combines lead site visits and project installations in one view, which helps the office and field team see whether the plan is realistic.

The Calendar supports several useful ways to read the week:

• Monthly View for workload spread and install clustering
• Weekly View for practical day-by-day scheduling
• Work List for a simple running agenda
• All Work, Site Visits, Installations and Completed filters to narrow the view
• a search field that can narrow the schedule by title, suburb, address or customer name

If your business uses strong visual scheduling habits, save the event colours that make sense for your team. Fencify stores separate colours for lead visits and project installations, so the calendar stays easy to scan in a busy week.

The Calendar also supports schedule updates. If the user has update access, dragging a lead visit to a new slot updates the visit timing on the lead record. Moving or stretching an install block updates the project install dates. That is helpful when weather, supplier timing, customer access or crew availability changes the plan after the week has already started.

Before moving an event on the calendar, pause on the operational consequence:

• a moved site visit changes what the estimator and customer expect
• a moved install changes the project timeline that the office and crew are working from
• a completed filter is only useful when project statuses are being kept current

In other words, treat the calendar as a live control board rather than a decorative planner. If the dates change, let Fencify hold the new truth.

Close Friday with delivery, cash and source review

Friday review is where the week becomes useful for the next one. Start with the Projects list, because it gives the clearest operations view across live work. You can filter by project status and search by name, address or suburb. For users with financial visibility, each row also shows the contract value, paid amount and amount still due.

That makes the Projects list a strong end-of-week review tool for questions such as:

• Which in-progress jobs are still carrying money to collect?
• Which completed jobs still need a final financial or operational tidy-up?
• Which addresses are carrying the most active work next week?
• Which quoted or cancelled jobs can be moved out of the weekly field conversation?

Then return to the Dashboard for the broader business picture. The cashflow area shows revenue and expenses over the last 30 days, which is useful for spotting whether a busy install week is still lining up with incoming money. The Lead Source Performance table helps with a different Friday question: where are the best enquiries actually coming from? It shows enquiries, won leads, win rate and pipeline revenue by source, so the office can see which channels deserve attention next week.

That source table is especially useful when the team feels busy but win quality is uneven. A weekly glance can show whether one source is bringing plenty of enquiries with weak conversion, while another is bringing fewer leads but stronger revenue.

What Fencify updates while you run the week

This weekly workflow changes real records as the team works. Keeping that in mind makes the review more deliberate.

• Lead records carry updated visit timings and active pipeline statuses such as New, Contacted, Site Visit Scheduled, Quoted and Follow Up.
• Quote records move through draft, sent, viewed, accepted and declined, which changes what appears in draft and stale quote review.
• Project records carry install start and end dates, along with delivery status such as in_progress or completed.
• Calendar display changes when lead visits or install dates are moved, filtered or searched.
• Dashboard work panels reflect those updated dates and statuses the next time the page is reviewed.
• Finance visibility continues to depend on the user role and delegated access settings, so different staff may see different parts of the weekly picture.

That shared record effect is one of the reasons this workflow works well. Fencify can carry the same operating story across the week when the records are kept current.

A simple weekly rhythm for a fencing contractor

Imagine a suburban fencing business with an owner, one office admin, one estimator and an install crew. Monday morning starts in the Dashboard. The office reviews upcoming site visits, checks which installs are already in progress, and flags one project that still needs install dates tightened before materials arrive. The estimator sees two draft quotes still waiting for final pricing and finishes those before lunch.

On Wednesday, the team moves into lead and quote control. The office uses the lead kanban board to move several enquiries into Site Visit Scheduled and Follow Up. The Dashboard then shows three stale quotes with no recent activity, so the estimator reviews them, follows up the strongest two, and leaves a weaker one for later once extra site detail comes back.

By Friday afternoon, the office opens Projects and the Dashboard again. One live job still shows a healthy amount due, so the accounts follow-up is scheduled for next week. Another completed job is ready to leave the weekly field conversation. The lead source table shows that referrals are converting better than paid ads this month, which helps shape where next week's sales attention should go.

If you want one habit to take from this guide, use the same rhythm every week:

1. Monday: plan visits, installs and immediate cash pressure.
2. Mid-week: finish draft quotes and follow up the open ones that have gone quiet.
3. Friday: review projects, collections and lead quality before the next week starts.

Once that rhythm is consistent, the Dashboard and Calendar stop being pages you glance at occasionally and become the operating centre for the week.