The problem
Large jobs need a deposit before materials are ordered. The office has to notice the approval, create the deposit invoice, and explain it. When that takes a few days, the job start slips or materials get bought on the shop's credit.
What Cowork does
- A task twice a day reads quotes that changed to 'approved' in Jobber.
- For quotes above the owner's deposit threshold, it calculates the deposit from the shop's policy (for example, 30 percent).
- It creates a draft deposit invoice in QuickBooks with a payment link, through Intuit's official connector.
- It writes a Gmail draft to the customer explaining the deposit, what it covers, and the next step.
Where the draft lands
A draft invoice in QuickBooks and a Gmail draft.
What stays with you
Approving and sending the invoice. Deposit rules can be regulated in some states; the owner sets the policy.
Quote Q-602 approved: heat pump replacement, $11,400. Deposit policy 30%.
Draft invoice: deposit $3,420, payment link attached.
Email: Hi Jen, thanks for choosing Northfield. The deposit covers equipment, which we order once it's paid. Install is penciled in for the week of Nov 3. Kim
Watch-outs
- Some states limit deposits for home improvement contracts. Check your state's rules before setting the percentage.
- Make sure the QuickBooks action creates a draft rather than sending. Test in a sandbox company first.
Questions owners ask
Can Jobber do deposits itself?
Jobber can request deposits on quotes. If that covers you, use it. This idea fits shops that invoice from QuickBooks.
What if the customer pays by check?
The email can say so. The invoice still records what's owed.