Recurring work, start to finish

A recurring job is a series. OneTool creates a separate project for each visit, so every visit has its own tasks, crew, history and invoice, and each one shows up in Today, Calendar and Routes like any other project. One quote becomes the recurring agreement: your client approves it once, every future visit inherits that approval, and completed visits are billed under it, either one invoice per visit or one combined invoice drafted after the month closes.

The series page is where you see the whole thing. Its Setup card shows four steps, Schedule, Quote, Agreement and Billing. Collapsed, it is a progress strip that marks each step complete, next, or needing attention; expanded, each step shows what is done and a button for what to do next. Reach the series page from View series on any visit's project page, or from the same link wherever a recurring project appears in a quote, invoice, task or calendar panel and in the project drawer on the Projects list.

1. Choose Create, then New Project. Set Project Type to Recurring, pick the client and property, and give the first visit a start date.
2. Fill in Recurring schedule: choose how often it Repeats, then set Ends to Never, On a date or After a number of visits. Check the preview of upcoming dates and save.
3. For a project that already exists, set its type to Recurring and choose Set up recurrence in the right sidebar.

OneTool creates the next 90 days of visits straight away and keeps adding them as time passes. The Schedule row on the series page is complete at this point.

1. Open the first visit. On its Tasks tab, add the tasks a crew does each time, then choose Copy on a task row to add it to future visits.
2. Choose Add Quote and price one visit: the line items, discount and tax for a single occurrence.

The Quote row on the series page is complete once a quote exists on any visit. Tasks are optional; visits without tasks still reach Today, Calendar and Routes.

1. On the draft quote, choose Use for this series, then Set up a recurring agreement.
2. Confirm the service scope, choose Per visit or Monthly billing, and set the payment schedule. The default is the full amount 30 days after each invoice is issued. A client's later monthly agreements share the payment arrangement of the first.
3. Leave Change schedule closed unless this agreement should change how often visits happen. If you open it, the series page shows the change before your client sees it.
4. Choose Set up agreement.

The other option, Copy drafts only, gives every future visit its own draft quote to send and approve separately. Use it only when each visit really needs a fresh decision; it never drafts invoices on its own.

1. Choose Generate PDF. The agreement PDF records the scope, schedule, price per visit, billing rhythm and payment terms.
2. Choose Send to Client. Portal template or Custom email sends the portal link, where your client reviews the agreement and approves it with a signature. Send for e-signature sends the locked agreement PDF for an emailed signature instead.
3. Watch the steps in the quote header: Set up, PDF, Sent, Approved. The series page shows the same state under Agreement.

When the client approves, the agreement becomes active. Every unchanged future visit shows Approved under recurring agreement and asks the client for nothing more. The Agreement and Billing rows on the series page are now complete.

Crew see each visit in Today and on their route, complete its tasks, and mark the project Completed from web or mobile. Nothing about the series needs attention here. Use Skip visit on the series page for a visit you do not need, and Pause series or End series for longer breaks; see Change or pause recurring work.

With Per visit billing, completing a visit drafts one invoice for it. With Monthly billing, OneTool waits for the month to close in your business timezone, then drafts one invoice per client that combines every completed visit from that client's monthly series, listing each property, project and service date.

Each visit's sidebar shows a Recurring visit billing card. Ready to bill means the draft is due and you can create it now with Draft invoice instead of waiting for the hourly run. Invoice created links to the draft. Drafts stay out of the client portal until you review and send them, and nothing is charged automatically.

Two states need you. Needs decision appears when a drafted invoice was cancelled, or when a billed visit or its pricing changed after invoicing; choose Rebill or Defer, or choose Do not bill. Awaiting approval appears when a visit has its own price change that the client has not approved yet.

• A new price or schedule for every future visit. On the series page choose Revise agreement. OneTool opens a new revision of the quote; edit it, then repeat steps 3 and 4. The current agreement keeps applying until the client approves the revision, and visits already billed are untouched.
• A change to one visit only. Open that visit's quote, choose Reopen, make the change and send it. The visit waits for its own approval and is held from billing until then. Use agreement pricing puts it back on the standing terms.
• A different payment split. Open an invoice's Configure payments and choose This and future invoices. Monthly clients share one payment arrangement, so the change takes effect the month after every affected agreement approves it.