WeavrCRMName each stage by its purpose
Terminology can carry contractual implications depending on your terms and jurisdiction. Use clear customer language and get professional advice where needed rather than relying on a software label alone.
| Record | Question it answers |
|---|---|
| Estimate or quote | What work and price are being proposed? |
| Approval | What did the customer agree to? |
| Appointment | When and by whom will it be delivered? |
| Invoice | What payment is being requested? |
| Payment record | What money was actually received? |
Related resource: Detailing Quote Template: Scope, Price, and Approval
Record changes at the correct stage
If inspection changes a proposed package, update the scope and seek approval. If the date changes, update the appointment. If a paid amount changes or money is returned, preserve the payment history rather than deleting the old record.
A good workflow allows these events to connect without pretending they are the same thing.
Related resource: Detailing Invoice Checklist Before You Send a Link
Keep operational reports distinct from collections
A sold job can contribute to a sales report while its invoice remains unpaid. Collected cash may include a deposit for work that has not happened yet. Those are different views of the business.
Ask your accountant how revenue recognition, deposits, tax, and refunds should be treated in your actual books. CRM projections and operational totals are not a replacement for accounting.
Related resource: Follow Up on Outstanding Detailing Payments
Turn invoicing on intentionally
In WeavrCRM, invoicing is opt-in for an appointment or recurring series. Use that control when you intend to collect through the platform; jobs handled elsewhere should not accidentally create platform collection obligations.
Customer invoicing also requires your business-owned Stripe connection. An available payment link does not mean a customer has received it or paid it. Send and verify those steps explicitly.
Use a daily exception check
Give each exception an owner and a next action. A report is useful when it leads to a decision, not simply a larger total.
- Approved but unscheduled work.
- Scheduled work with unclear sold services.
- Completed work without a payment decision.
- Invoices due but not collected.
- Payments that need reconciliation or customer clarification.
The practical takeaway
Keep proposed work, scheduling, payment requests, and collected cash connected but distinct.
Explore the relevant WeavrCRM workflow · Review integrations and requirements