When you start off with AroFlo, there are certain items and settings already loaded in your AroFlo site to lessen the load of the setup process, and also for you to use as training data.
Some of these pre-loaded items are dependent on the industry you selected when you signed up to AroFlo.
If no specific industry applies to your business, Standard Site will be applied.
Feel free to keep this information as is, or customise it as necessary.
Industry-specific data
For each item in this section, click your industry to see exactly what will be automatically added to your AroFlo site. Remember that you can edit these and/or create your own as necessary.
Task Types
Task types define the different types of work your business performs, e.g. Installation, Service, and Maintenance. Task Types can greatly automate your workflow as you can have different settings depending on the task type chosen, e.g. different checklists for different types of job, different service fees, and different folder structures for task documents.
Select your industry to see the Task Types automatically applied to your site
- Installation
- Service
- Maintenance
- Inspection/Testing
- After Hours Call Out
- Installation
- Repair
- Blocked Drain
- Maintenance
- Emergency Call Out
- Gas Fitting
- Roofing
- Minor Works
- Major Works
- New Build
- Warranty
- Make Safe
- Variation
- Interior
- Exterior
- Interior and Exterior
- Residential
- Commercial
- Installation
- Service
- Maintenance
- After Hours Call Out
Substatuses
Substatuses are a way of providing extra information about a main status of a task, quote, or project. Substatuses can be linked to multiple main statuses and they are also colour-coded to make it easier to see your progress at a glance. You can also filter tasks, quotes, or projects by substatus.
Learn more about Substatus Settings
Learn More about Project Substatus Settings
Select your industry to see the Substatuses automatically applied to your site
Task Substatuses
- Could Not Access Site
- Ready to proceed
- Needs Follow Up
- Awaiting Parts
Quote Substatuses
- Waiting on Client
- Likely to Go Ahead
- Need Site Visit
- Quote too high
Task Substatuses
- Could Not Access Site
- Ready to proceed
- Needs Follow Up
- Awaiting Parts
Quote Substatuses
- Waiting on Client
- Likely to Go Ahead
- Need Site Visit
- Quote too high
Task Substatuses
- Works on hold
- Ready to proceed
- Raise deposit invoice
- Awaiting Materials
Quote Substatuses
- Design/Planning stage
- Site Measure scheduled
- Likely to Go Ahead
- Waiting on call back
- Quote too high
Project Substatuses
- Under budget
- Over budget
- On Hold
- Defects liability period
Task Substatuses
- Could Not Access Site
- Ready to proceed
- Needs Follow Up
- Awaiting Materials
Quote Substatuses
- Needs Site Visit
- Likely to Go Ahead
- Waiting on Client
- Quote too high
Project Substatuses
- In Progress
- On Hold
- Preparation Stage
Task Substatuses
- Could Not Access Site
- Ready for Install
- Needs Follow Up
- Awaiting Parts
Quote Substatuses
- Waiting on Client
- Likely to Go Ahead
- Need Site Visit
- Quote too high
Project Substatuses
- In Progress
- On Hold
- Preparation Stage
Priorities
Set Priorities for your tasks, including average response times.
Using Priorities, you can also track tasks that have a required response time (or KPI) to ensure that you meet on-time targets. You can also set a default priority for individual clients.
Select your industry to see the Priorities automatically applied to your site
| Priority Number | Short Description |
|---|---|
| 1 | Emergency |
| 2 | Urgent |
| 3 | Standard |
| 4 | After Hours |
| Priority Number | Short Description |
|---|---|
| 1 | Emergency |
| 2 | Urgent |
| 3 | Standard |
| 4 | After Hours |
| Priority Number | Short Description |
|---|---|
| 1 | Emergency Repair |
| 2 | Urgent |
| 3 | Standard |
| 4 | After Hours |
| Priority Number | Short Description |
|---|---|
| 1 | Emergency |
| 2 | Standard |
| Priority Number | Short Description |
|---|---|
| 1 | Emergency |
| 2 | Urgent |
| 3 | Standard |
| 4 | After Hours |
Checklist Templates
A checklist is a series of steps you might want users to follow in order to complete a specific task. Checklist items can include a response (Yes, No, N/A), which can be made mandatory if necessary. Checklist items can also be set to perform certain actions.
Learn more about Checklist Templates
Select your industry to see the Checklist Templates automatically applied to your site
Job Checklist
- Arrived on Site
- Compliance forms completed
- Labour and Materials booked out
- Finish Work/Site left clean
Quote Checklist
- All job details confirmed with customer
- Site visit performed, if necessary
- Product options and pricing sourced
- Relevant Exclusions added to quote
- Quote sent to customer
Job Checklist
- Arrived on Site
- Compliance forms completed
- Labour and Materials booked out
- Finish Work/Site left clean
Quote Checklist
- All job details confirmed with customer
- Site visit performed, if necessary
- Product options and pricing sourced
- Relevant Exclusions added to quote
- Quote sent to customer
Job Checklist
- Arrived on Site
- Compliance forms completed
- Labour and Materials booked out
- Finish Work/Site left clean
Quote Checklist
- All job details confirmed with customer
- Site visit performed, if necessary
- Product options and pricing sourced
- Relevant Exclusions added to quote
- Quote sent to customer
Job Checklist
- Arrived on Site
- Compliance forms completed
- Labour and Materials booked out
- Photos Taken
- Finish Work/Site left clean
Quote Checklist
- All job details confirmed with customer
- Site visit performed, if necessary
- Product options and pricing sourced
- Relevant Exclusions added to quote
- Quote sent to customer
Job Checklist
- Arrived on Site
- Compliance forms completed
- Labour and Materials booked out
- Finish Work/Site left clean
Quote Checklist
- All job details confirmed with customer
- Site visit performed, if necessary
- Product options and pricing sourced
- Relevant Exclusions added to quote
- Quote sent to customer
Inventory Items
Use Inventory to record items frequently used on jobs, saving time from manually typing the information each time the items are used. Inventory can also be used to manage stock and automate markups when it comes to selling items.
Your AroFlo comes with a dummy inventory category called Training Data. The items found within this category depend on your industry.
Select your industry to see the Inventory Items automatically added to your site
You'll have two items: One using a unit type of ‘each’ and another using one of per roll.
More on Inventory Item Pricing, including Unit Type and Detailed Cost Pricing
You'll have two items: One using a unit type of ‘each’ and another using one of per lineal metre.
More on Inventory Item Pricing, including Unit Type and Detailed Cost Pricing
You'll have two items: One using a unit type of 'box’ and another using one of per lineal metre.
More on Inventory Item Pricing, including Unit Type and Detailed Cost Pricing
You'll have four items, with varying unit types, e.g. ‘each’, per tin, or per metre squared. In addition, certain items will use detailed sell pricing, which lets you set different unit types depending on how the item is purchased and sold, as well as set a cost per unit.
More on Inventory Item Pricing, including Unit Type and Detailed Cost Pricing
You'll have two items: One using a unit type of 'each’ and another using one of 'box’.
More on Inventory Item Pricing, including Unit Type and Detailed Cost Pricing
Project Types (Construction 🚧 Only)
Project Types are used to set common types of projects across your business and can also include predefined stages.
Project Types can help make creating Projects or Project Templates even easier.
Learn More about Project Types
Only applicable to Construction 🚧
Project Types are only added by default if Construction was selected when setting up AroFlo.
| Project Type | Project Type Stage |
|---|---|
| New Home Build | Site Prep |
| Base | |
| Frame | |
| Lock Up | |
| Fix | |
| Completion | |
| Variations | |
| Home Renovation - By Trade | Demolition |
| Framing | |
| HVAC | |
| Electrical | |
| Plumbing | |
| Plastering | |
| Tiling | |
| Painting |
General data
For each item in this section, all new AroFlo sites are given the same data. Again, remember that you can edit these and/or create your own as necessary.
Transaction Terms
Transaction Terms are payment due dates which generally match those in your accounting package.
Transaction terms can be applied to Clients, Suppliers, and Contractors, and autopopulate the Due Date displayed on invoices (for Clients), and for Purchase Orders and Bills (for Suppliers).
Learn More about Transaction Terms
| Label | Days | Terms |
|---|---|---|
| 14 Days | 14 | day(s) after Date Invoiced/Purchased |
| 30 Days | 30 | day(s) after Date Invoiced/Purchased |
| 7 Days | 7 | day(s) after Date Invoiced/Purchased |
| 30 Days EOM | 30 | day(s) after EOM |
| C.O.D. | ||
| Do Not Trade | ||
| Prepaid |
Priorities
Priorities in AroFlo are used to flag your urgent work and also add required timeframes to help determine when a task is due to be completed. You can also sort your lists of jobs by priority to help you figure out what jobs are more urgent than others.
| Priority No | Short Description | Description | Response Time |
|---|---|---|---|
| 1 | Emergency | Emergency | 3 Hours |
| 2 | Urgent | Urgent | 1 Day |
| 3 | Standard | Standard | 5 Days |
| 4 | After Hours | After Hours |
Overheads
Overheads are used to define various non-productive time (annual leave, admin work, travel time) and timesheet expenses (fuel allowance, meals) which users can book against when adding timesheet entries.
| Overhead Allocation | Type | Unit | Cost Rate |
|---|---|---|---|
| Annual Leave | Time | ||
| Fuel Allowance | Expense | kms | $1 |
| Public Holiday | Time | ||
| Personal Leave | Time | ||
| Trade School | Time | ||
| Lunch | Time | ||
| Travel | Time | ||
| Non-Billable | Time |
Clients
Record your clients in AroFlo so you can store contact information, payment details, and your history with that client.
Your AroFlo comes with a dummy client so you can play around with the client card to see how it behaves and separate all of your training data.
| Company Name | Terms | Address |
|---|---|---|
| Training Client | 14 Days | 12 Maroondah Highway, Ringwood, VIC 3134 |
Contractors
Contractors are similar to Suppliers, but are used in AroFlo for the purpose of sending contracted work via Work Orders and/or assigning work to them using Contractor Access.
AroConnect 
Contractors are used in conjunction with AroConnect, giving you the power to send and receive work orders between other businesses using AroFlo.
Your AroFlo comes with a dummy contractor so you can play around with the contractor card to see how it behaves and separate all of your training data.
| Company Name | Terms | Address |
|---|---|---|
| Training Contractor | 30 Days | 12 Maroondah Highway, Ringwood, VIC 3134 |
Tasks
In AroFlo, a job is known as a task. Working with tasks is one of the fundamental processes in AroFlo. In one way or another, everything else interacts with a task at some point.
Your AroFlo comes with a quoted task (a task that originated from a quote that got approved and became a task), so you can play around with it in order to explore more about how tasks work in AroFlo, e.g. editing important details like the status, substatus, and task type, and exploring checklists.
| Task Name | Task Type | Client | Priority |
|---|---|---|---|
| Welcome to AroFlo | Installation | Training Client | Standard |
Custom Fields
Custom fields are extra fields that you can create to record additional information for things that are not already in AroFlo. There are several different types of fields available, e.g. text boxes, select fields, and Documents and Photos fields.
Learn More about Custom Fields
| Area of system | Field name | Type |
|---|---|---|
| Tasks | Lead/referral source | Select Box |
| Clients | Lead/referral source | Select Box |
Asset Categories
The following categories will be available to start adding assets to. Feel free to add subcategories to these main categories before adding assets.
| Category name | Ideal for… |
|---|---|
| Client assets | Storing assets belonging to your clients |
| Internal assets | Storing assets belonging to your company |