Workflow Tutorial
Training & reference guide for Northern Star Mobile RV Services
1 Tutorial Update
tutorial
Northern Star Mobile RV Services
Workflow Tutorial — Training & Reference Guide
🔄 Job Status Flow
Scheduled→Confirmed→En Route→Completed
Parts route:Parts Ordered→All Delivered→Pending→Completed
👤 1. Adding a New Customer
- 1Go to Customers → tap Add Customer
- 2Fill in: Name, Phone, Address, RV Park/Site, RV info (Year, Make, Model, VIN)
- 3Save — the customer is now available when booking appointments
📅 2. Scheduling an Appointment
- 1Go to Calendar or Dashboard → tap + New Appointment
- 2Search and select the customer
- 3Fill in: Service title, Date, Time, Duration, RV info, Notes
- 4A Job Number is auto-generated (e.g. 2612)
- 5Optionally assign a Service Vehicle
- 6Add Line Items (charges) — these become the QuickBooks invoice later
- 7Tap Create — appointment appears on the calendar
🔔 3. Sending Reminders
- 1Go to Reminders — upcoming appointments are listed
- 2Tap Send Reminder to text the customer automatically
- 3The system sends: "Reminder: your appointment is tomorrow..."
- 4You can also send a custom SMS anytime from the job detail or dashboard
🚗 4. Day of the Job
- 1Open Dashboard — today's jobs are listed at the top
- 2Tap a job to open Job Detail
- 3Tap En Route → enter your ETA in minutes → customer gets an automatic text
- 4When you arrive, tap Start Job to run the stopwatch
- 5Upload photos of the work if needed
🔩 5. Ordering Parts (if needed)
- 1From Job Detail, tap Add Part
- 2Select the Distributor, enter part description, SKU, quantity, wholesale & retail price
- 3Set Logistics Status: Pending → Ordered → In Transit → Delivered
- 4Parts are tracked on the Parts page
- 5✅ When ALL parts for a job are marked Delivered, the appointment automatically moves to "Pending" status — signaling it's ready to reschedule/complete
✅ 6. Completing a Job
- 1From Job Detail, tap Complete Job
- 2This triggers QuickBooks invoice generation using the line items
- 3The customer's invoice is sent via QuickBooks
- 4Parts linked to the job are automatically archived (hidden from active Parts list)
- 5Appointment status moves to Completed
📦 7. Parts Page Overview
- 1Shows all active, non-archived purchase orders by default
- 2Use filters to search by customer, part type, model, distributor, or status
- 3Toggle "Show Archived" to see parts from completed jobs
- 4You can manually edit or delete any part order
📊 8. Analytics & Reporting
- 1Go to Analytics for revenue trends, job counts, and mileage summaries
- 2Weekly mileage reports are sent automatically via SMS every week
- 3Go to Fleet to track service vehicles, maintenance logs, and odometer readings
⚙️ 9. Settings & Admin
- 1Settings — update your profile and phone number
- 2Distributors — manage vendors, view order history and spend
- 3Error Logs — review any QuickBooks or SMS errors
- 4QuickBooks Sync — sync customers between QB and the app
💡 Tips & Reminders
- • Always add line items before completing a job — they drive the QuickBooks invoice
- • Parts with status "Delivered" automatically trigger appointment status changes
- • Completed job parts are hidden by default on the Parts page — use "Show Archived" to view them
- • Customer phone numbers must be entered correctly for SMS reminders to work
- • Use the stopwatch on Job Detail to track time spent on each job
- • Mileage entered on each job feeds the weekly mileage SMS report automatically
