One System. One Knowledge Base.

To fully integrate your emails into the Office Hub:

1. Navigate to Finance App > Settings > Email Configuration.
2. Enter your SMTP details to send emails (e.g., invoices/quotes).
3. Enter your IMAP details to receive and sync emails into the Hub.
4. For most providers (like Fasthosts), IMAP is imap.livemail.co.uk (Port 993) and SMTP is smtp.livemail.co.uk (Port 587).
5. If you are using Gmail, you must generate an "App Password" within your Google Account security settings.

Once configured, the system securely encrypts your credentials and automatically links incoming emails to matching client records in the database.

In the Office Hub's Client Inbox, every email has AI tools built right in:

• AI Summarize: Click this to instantly read long email threads. The AI is specifically trained to detect "quote accepted" intent, letting you know immediately if a client wants to proceed with a job.
• Draft Reply: Click this and the AI will analyze the client's email and generate a professional draft response ready for you to copy, edit, and send.

Business Better uses a Unified Pipeline, meaning data seamlessly flows from quote to final invoice without double-entry:

1. Create Quote: Use the estimator to add materials, vehicle fleet costs, and labor.
2. Book Job: Once accepted, click "Convert to Job". This pushes all estimated materials to the worker's Site App.
3. Site Adjustments: If workers buy extra parts on-site, they log them in the Site App. If they work longer hours, their timesheet captures it.
4. Final Invoice: When the office or site worker clicks "Complete & Invoice", the system ignores the original estimate and builds the final invoice using the actual logged timesheet hours and actual materials used, automatically applying your profit markup percentages configured in Settings.

You can instantly order materials for a job directly from the dashboard:

1. Open the specific Job Dashboard in the Office Hub.
2. Click the Email Supplier button located in the timeline header.
3. Enter the merchant's email address (e.g. Travis Perkins, Screwfix).
4. The system generates a branded PDF of all required materials and explicitly includes the client's property as the Delivery Address.
5. The PDF is securely emailed via your SMTP settings.

For estate agencies and remote properties, managing access is crucial.

When you create a property profile in the Client Directory, you can add an Access/Key Code. When a site worker opens that job on their mobile Site App, the access instructions will be highlighted in red beneath the property address.

• Daily Van Safety Checks: Log morning vehicle defect checks directly to the fleet database.
• Log Fuel: Upload fuel receipts, input mileage, and log liters purchased.
• Add Materials: Log extra materials purchased on the fly, ensuring they are billed to the final invoice.
• Site Diary & Evidence: Take live photos of the site and send immediate text notes back to the Office Dashboard.
• Certificates: Workers can draft and issue CP12 (Gas) and EICR (Electric) certificates live on site, capturing client signatures digitally.

The system constantly monitors property safety certificates for you.

• Go to the Compliance tab in the Office Hub sidebar.
• Any property with a Gas (CP12), Electric (EICR), Energy (EPC), or PAT certificate expiring within the next 30 days (or already expired) will automatically flag up here in red or yellow.
• Click the Create Quote button next to the property to instantly propose a renewal job to the landlord or estate agent.

From any Job Dashboard, click the "Certs" dropdown to generate professional, styled PDFs:

• RAMS: Risk Assessment & Method Statement (Includes Auto-Hazard detection).
• CP12: Landlord Gas Safety Record.
• EICR: Electrical Installation Condition Report.
• EPC: Energy Performance Certificate.
• Legionella: Domestic Legionella Risk Assessment.

All certificates capture digital signatures, save safely to the job's evidence vault, and update the property's expiration records automatically.

To save your office staff time, landlords and estate agents can manage their properties themselves via the Client Portal.

1. Provide your client with their login credentials (configured in the Client Directory).
2. The client logs in and selects a property.
3. The portal displays a smart dashboard showing the compliance status of their Gas, Electric, and EPC certificates.
4. If a valid certificate exists, the client can click the download button to retrieve the actual signed PDF file instantly, without calling your office.

Clients can also use the portal to accept pending quotes, view live job progress, and report new issues/maintenance requests.

Our fleet management system comes with integrated telematics compatibility (Samsara, Geotab, Verizon Connect, TomTom).

1. Navigate to Finance App > Settings > Integrations.
2. Enter your provider's API key securely.
3. Go to the Live Operations tab in the Office Hub to view real-time locations mapped against job addresses.