| Term | Description | Relevant Help Guide links | Relevant Academy links |
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Accounting Package |
A cloud-based application suite for managing accounting or payroll. |
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Ad hoc |
Usually refers to a material item that is added to a quote, task or purchase order and which is not recorded in the inventory list. Can also refer to a Calendar entry, e.g. a meeting. Ad-hoc means ‘one-off’ so adding an ad-hoc item onto a quote would be adding something that’s not in your inventory. Perhaps it’s an item that's not regularly used, or perhaps the item can't be found in the inventory so you decide to manually add it as an ad-hoc. Ad-hoc calendar entries means it’s a one-off event and not recurring. |
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| AroConnect | AroConnect lets you send and receive work orders between other businesses also using AroFlo. Manage all of your contractor relationships seamlessly inside your AroFlo site using AroConnect. | AroConnect - Overview | |
AroFlo Academy |
Our interactive learning space for clients and new AroFlo staff alike. |
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AroFlo Field |
Generally, this is where you do the work on a task on your mobile device including adding labour, material costs and taking photos. |
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AroFlo Office |
Generally, this is where you do administrative work like check on Tasks you've been working on, invoicing, or auditing your inventory. This is done on a computer or laptop. |
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AroFlo Update |
A message to clients about a change to the system or to our services. AroFlo Updates can be accessed from the Help menu within AroFlo by clicking the question mark icon in the top right of the screen and selecting AroFlo Updates. Each update has an expiry date. Expired Updates can be viewed via the AroFlo Blog. |
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AroPoint |
AroFlo's integrated GPS feature that allows for real-time tracking of vehicles, monitoring of asset locations, and completion of GPS timesheet entries. |
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Assembly |
A grouping of inventory items that can be treated as a single item when being added to a quote or task. For example, an assembly called 'Kitchen sink' might include the sink itself, as well as the pipes, seals and fittings required to install it. With assemblies, you can set quantities, as well as set custom costs and sell pricing for each item. |
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Asset |
An item that is owned by either the business or its clients. Examples include vehicles, plant and equipment. |
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Asset Type |
Asset Types let you specify which custom fields should appear on which asset cards. Useful for when you need some custom fields to appear on all your assets, and other custom fields to only appear on specific assets. |
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Back Order |
A purchase order that can be created if some of the items on a purchase order are not delivered, e.g. are out of stock. A back order remains linked to the original purchase order. |
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Barcode |
A scannable, printed label for the purposes of searching for an item. AroFlo allows for barcode numbers to be entered against inventory items for the purpose of stock control or assets for the purpose of asset identification in the field. |
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Bill |
A representation of the physical invoice attached to a Purchase or Work Order containing the actual quantities and cost of items you have received. |
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Bulk Data Import |
A process that allows clients to upload information from other systems into AroFlo by way of an Excel spreadsheet. |
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Business Unit |
A business that has multiple operating entities, e.g. location-based branches or function-based divisions, may choose to split the business into 'business units' within AroFlo. Each business unit can be treated as a separate entity, with its own staff, charge rates, inventory, mark-ups, working hours, and more. |
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Calendar |
The heart of AroFlo's job management capabilities, the Calendar is an interactive scheduling tool that allows Users to see at a glance what work they have on for the day, week or month. |
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Category |
A category is a grouping of items. In AroFlo, you have the option to group items by category in areas such as inventory, assets, the document directory, document folders, and compliance. |
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Certification |
A Certification in AroFlo is a record of a document that a user holds and which may be required on the job, e.g. Electrician's Licence, Asbestos Removal Licence, First Aid Certificate. Certification expiry dates can be set that will trigger reminder messages when certifications are due for renewal. |
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Checklist |
Checklists are a series of items that can be added automatically or manually to quotes or tasks and which require a response like Y/N or NA. A checklist could show the steps your field staff should follow to properly complete a specific task such as "Arrived on Site" or "Site Left in a Clean State". |
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Client |
A Client is a customer that is connected to your organisation. In AroFlo, you create or import a Client Card for each client. This includes the client's address and contact details, and can include client-specific rates, trading terms, priority settings, and more. |
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Compliance |
A broad system in AroFlo that allows you to complete safety documentation attached to Tasks or completed as part of regular procedure. |
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Contact |
A Contact in AroFlo is someone outside of your company. For example, when creating either a Client or Supplier, you can include a Contact person. |
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Contractor |
Contractors are used in AroFlo for the purpose of sending contracted work via Work Orders and assigning work to them using Contractor Access. |
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Credit Note |
A function of accounts in your AroFlo that reduces the amount owed by you to a supplier, or by your client to you. |
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Crew |
A group of Users who operate as a team and can be scheduled in the AroFlo calendar as a single resource. A crew can contain assets, e.g. the equipment the crew members would normally use. |
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Custom Field |
Custom fields allow you to create extra fields for recording information in certain areas, e.g. Tasks. As this is an advanced feature, please contact us if you need help. |
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Custom Form |
A user-created or imported form that can represent anything from a safety form to an inspection form. Highly flexible. |
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Dashboard |
Your AroFlo's home screen, containing a series of graphs and visual representations of work in and out of your business to help you monitor your workload at a glance. |
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Description Template |
Description templates are used to record snippets of information that you regularly use in quotes, tasks, invoices, bills, work orders, credit notes or timesheets. |
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Detailed Quote |
A more complex quote, broken down into takeoff sheets which can be translated into Project stages and referenced later for invoicing or analysis purposes. |
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Documents & Photos |
Allows you to upload documents, photos and videos to AroFlo in a range of formats, e.g. PDF, PNG, JPG, MP4. Files can be accessed from both AroFlo Office and Field. |
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Importable Bill Supplier |
A Supplier who we have mapped and therefore can send invoices for goods requested using a Purchase Order to create a Bill. |
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Inventory |
The material items you purchase for use on your clients' jobs. |
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Inventory List |
A grouping of inventory items. There are three types of inventory lists you can create: Task-specific lists, Assemblies, and SOR (Schedule of Rates) lists. |
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Invoice |
The document you send to your client to claim payment for completed or partially completed work. AroFlo lets you raise part invoices, sales invoices, project invoices, and more. A supplier's invoice is known in AroFlo as a bill. |
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Invoice Style |
Changes the appearance of line items on an invoice. |
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Job Number |
A unique identifier assigned to each AroFlo Task. Within a Quote or Task, the Job Number is abbreviated to JN. When you create a Task from a Quote in AroFlo, the Task has the same JN as the Quote. By default, the first JN is 1000. Only AroFlo staff can reset JNs, and only for future Tasks. Please submit a support request if you need your company's JNs changed. |
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Layout |
A template that allows you to print and email documents from AroFlo to your clients or suppliers using a consistent format. AroFlo allows for both default and custom layouts. |
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Location |
Locations are used for recording the address and contact details of a client's work site (if it differs from the client's own address), as well as your suppliers' premises. |
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Map |
A key part of AroPoint GPS, the AroFlo Map lets you see where your vehicles are in real time. Assets or equipment fitted with GPS tracking devices will show on the map in their most recent position, which is updated twice daily or when movement is detected. The Map menu item only appears if you have AroPoint set up. |
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Markup |
The amount you add to your cost price to come up with a sell price that allows for overheads and profit. In AroFlo, your markups can be expressed either as a percentage or a dollar value. |
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Note |
Many areas of AroFlo allow you to include a note to provide additional information specific to the situation. Notes can be formatted in plain text or in rich text (HTML), and you can place restrictions on who can view them. |
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Object |
In relation to AroPoint GPS, an object is any asset with a GPS tracking device (vehicle or equipment). |
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OHS Checklist |
A very simple checklist of safety-related considerations on a Task that, depending on the answers provided, may trigger a mandatory compliance form to be completed or an alert. |
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Overhead |
A way to record non-productive time and timesheet expenses so your payroll, billing and profit and loss calculations are accurate. Overheads can be either time-based, such as annual leave or meetings, or expense-based, such as fuel allowance or living away allowance. |
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Owner |
This field on a Quote, Task or Project indicates which business unit this record belongs to. If you only have the one business unit, this field will show your company name. |
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Payment |
An amount you receive from a client in payment of your invoice, or an amount you pay to a supplier in payment of their invoice. |
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Payment Gateway |
An electronic system used to facilitate online processing of debit and credit card payments via a third-party e-commerce service provider. Using a Payment Gateway, your Field users can accept payments on site. |
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Periodic |
Can relate to the automated creation of either regularly recurring tasks, e.g. quarterly asset servicing, annual compliance checks, or invoices, e.g. a monthly invoice for security services. You can also create periodic reports. |
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Periodic Task |
An automatically generated Task. This is often related to an on-going contractual agreement you may have with a client to provide a regular service. |
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Permission Group |
Permission groups allow you to control what users can see and do in AroFlo. You can create permission groups based on staff roles or responsibilities. |
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Project |
A container for a series of Tasks that relates to a broader project umbrella. This allows you to project manage using familiar AroFlo features like Tasks and Quotes. Project tasks can be scheduled and invoiced from within the project. All project-related purchase orders, bills, documents and photos can be kept together in one location. |
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Project Type |
Project Types allow you to set the type of projects which are common across your business. For example New Builds and Existing Builds. |
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Purchase Contains (Unit of Measure) |
Indicates the unit of measure in which you purchased an inventory item. For example, for a 6-metre length of pipe, the Purchase Contains would be 6. Combined with the Unit Type field, the Purchase Contains field allows you to sell an inventory item using a different Unit of Measure to the one you purchased it in. |
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Purchase Order |
A purchase order is used to order materials for a particular task or for stock replenishment. |
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Quote |
A written estimate of the material and labour costs, plus any expenses, involved in completing work for a client. In AroFlo, a Quote can be the starting point for a Task or Project. |
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Request for Quote (RFQ) |
A request to multiple Suppliers to provide you with a quote for the purchase of goods so you can choose the best price. |
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Resource |
An AroFlo User, Asset or Crew. |
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Risk Template |
Sometimes called a JSA. A checklist that allows a user to calculate risk using a predefined formula generated by a matrix in your AroFlo. |
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Schedule |
Refers to a marker (known as a schedule tile) on the AroFlo Calendar that indicates when a Task or Quote is to be done. Also refers to the process of creating the schedule tile, and to the information accessible within the schedule tile, such as the date, time, client and location of the job. |
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Site Administration |
The area of AroFlo in which those with access can alter the settings of their AroFlo site. |
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SOR |
Schedule of Rates (SOR) items are designed for invoicing goods or services at a specific price. They may be a combination of materials and labour packaged into one scheduled rate, or a special discounted price. For example, you may charge a special rate of $1499 for a time for installing a hot water service. |
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SOR List |
Schedule of Rates lists are also designed for invoicing goods or services at a specific price. SOR lists typically include an SOR item together with the labour and materials involved, and then when invoicing for the job, you only need to include the SOR item. Schedule of Rates lists also allow you to have different price points for goods or services. |
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Stage |
In AroFlo, Projects can be broken down into stages. Examples of stages include Site Work or Slab. Stages can contain project tasks, or tasks can sit within 'No Stage'. Stages can be set up when you create a Detailed Quote, or when you create a Project from scratch. Projects can be invoiced by stage, if required. |
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Stock holder |
The User or Business Unit to which inventory items (i.e. stock) have been allocated for use. A stock holder can also be a Custom Holder, which can be a location, e.g. Warehouse, Showroom, rather than a person or Business Unit. |
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Subcategory |
In any area of AroFlo that has Categories, you can create Subcategories to further refine your groupings of items. |
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Substatus |
An option you can choose on some Statuses that allows you to provide more information about the Status. For example, if your Status is 'Pending', your Substatus could be 'Weather delay' or 'Waiting on parts'. AroFlo Statuses are fixed, but authorised users can add Substatuses via Site Administration. |
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Supplier |
A Supplier is a company from which you buy goods or services to run your business. In AroFlo, you create or import a Supplier Card for each supplier. This includes the supplier's address and contact details, print and email default settings, and the option to set up Supplier Connect. |
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Supplier Connect |
A link from within AroFlo that allows users to send purchase orders directly to the supplier's ordering system for priority processing. Currently, this facility is only available for Reece Group clients. |
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Supplier Online Catalogues |
A link from within AroFlo that allows users to browse on the websites of selected trade suppliers and have their shopping cart items imported into their AroFlo quote, purchase order, supplier quote or invoice. For some suppliers, this feature can be combined with Supplier Connect for a seamless ordering experience. However, for others, this is a great way to get the latest pricing straight into your worksheet. |
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Support Request |
An emailed request to AroFlo Customer Service, made via the AroFlo Help menu, for either technical support or additional product training. |
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Task |
In AroFlo, a 'Task' refers to the work your clients need done, otherwise known as a 'job'. Each task has a unique job number or JN. |
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Task Asset Fields |
Custom Fields which appear besides assets added to a task, to provide additional information about assets based on that particular visit (e.g. a series of checks) |
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Task List |
List of open tasks/jobs |
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Task-Specific Lists |
A list of inventory items required for a task, where you can either select all or some when adding them to a quote or task. |
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Task Types |
A Task Type is like a template of settings specific to each of the different types of work your business performs. Each time you create a Task using a particular Task Type, the settings are automatically applied, saving time. Individual Task Types can have specific Work Types, Checklists, Priorities, Custom Forms, and more. |
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Timesheet |
A record of each user's hours worked, including any overheads such as sick leave, annual leave, or travel time; and any overtime calculations. Timesheets are used in payroll processing. Recurring timesheet entries can be automated, as can overtime calculations. |
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Tracking Centre |
A label that can be applied to line items in various areas of AroFlo, such as Quotes, Tasks and Purchase Orders. This Tracking Centre label can be used for categorising or grouping labour, materials, freight and/or expense items for reporting purposes. You can also sort your Project Progress tab by Tracking Centre. |
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Transaction Terms |
Transaction terms autopopulate the Due Date displayed on invoices (for Clients), and for Purchase Orders and Bills (for Suppliers). |
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Unique Email Address |
A unique email address generated from a Quote or Task Worksheet that is used to communicate directly with that quote/task in your AroFlo through email. |
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Unit Type |
The type of packaging in which an inventory item is purchased, e.g. box, packet, roll, pallet, each, kilogram. |
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User |
A User is an internal resource (person) who has access to AroFlo or has labour recorded against their name in the system. |
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User Cost |
The raw amount that user costs you per hour to work for your business. Can be used in conjunction with Overhead Rate in order to reflect the true cost of that user including things like allowances/super, etc they might receive. |
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Workflow |
A main-menu item that provides access to all of your service-based activities within AroFlo. |
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Work Order |
A work order is used to order subcontractor services for a particular task. |
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Work Order Import |
A client provides you with a request for work to be completed in your AroFlo via email. This is then translated automatically into a Task for you to complete and invoice. |
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Worksheet |
The part of a screen in AroFlo relating to the actual content of the process you're trying to complete, such as a Task worksheet or a Quote worksheet. |
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Work Type |
Work Types are the various labour charges for your business. They assist you with charging your clients, quote calculations, and payroll. Common examples of Work Types are Normal Time, Time and a half, or Apprentice Rate. Each Work Type can have different rates for quoted work versus do and charge work. You can set up block billing, e.g. $X per 15 minutes or part thereof, and add loading, such as annual leave loading. |
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