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Feature 15 | Last Updated: February 5, 2026

The Owner Dashboard provides a comprehensive overview of your business performance, including revenue metrics, active jobs, customer insights, and follow-up opportunities.

Overview

The dashboard displays real-time business metrics organized into intuitive cards that help you:

• Monitor revenue (collected, outstanding, and pipeline)
• Track active jobs and schedule
• Identify follow-up opportunities (overdue invoices, old customers)
• Manage unpaid invoices with smart reminders
• View today's schedule with technician assignments

Understanding Dashboard Metrics

Revenue Overview

The Revenue Overview card shows three key metrics:

1. Revenue Collected: Total revenue from paid invoices this month
2. Revenue Outstanding: Total amount from unpaid invoices (DRAFT + SENT)
3. Pipeline: Total value of accepted quotes not yet converted to jobs

Note: Pipeline only includes accepted quotes because invoices can only be created after job completion.

Unpaid Invoices Card

The Unpaid Invoices card displays all unpaid invoices from the moment they are created, aligned with the Revenue Outstanding metric.

Status Breakdown

Unpaid invoices are categorized into three visual sections:

1. 🔴 Overdue (Red) - URGENT

   • Invoices past their due date
   • Require immediate follow-up
   • Highest priority

2. ⏰ Sent (Amber) - Awaiting Payment

   • Invoices sent to customers
   • Not yet overdue
   • May need reminder

3. 📄 Draft (Blue) - Not Sent Yet

   • Invoices created but not sent
   • Need to be finalized and sent
   • No customer action required yet

Send Reminders Button

The "Send Reminders" button appears only when invoices are eligible for reminders.

Eligibility Criteria:

An invoice becomes eligible for reminders when it reaches the halfway point between creation and due date.

Example:

• Invoice created: January 1st
• Invoice due: January 31st (30 days)
• Halfway point: January 16th (15 days)
• Reminder eligible: Starting January 16th

Why Halfway Logic?

This prevents reminder spam for fresh invoices while ensuring timely follow-up:

• ✅ Fresh draft created today: Shows in card, button hidden (no spam)
• ✅ Invoice halfway to due date: Shows in card, button visible (ready)
• ✅ Invoice overdue: Shows in card, button visible with "Overdue" text (urgent)

Button Text:

• If overdue invoices exist: "Send Overdue Reminders"
• Otherwise: "Send Payment Reminders"

Confirmation Dialog:

When clicked, shows:

• Number of customers receiving reminders
• Whether overdue invoices are included
• Option to confirm or cancel

Reminder Throttling:

The system automatically prevents duplicate reminders:

• Won't send if reminder sent in last 24 hours
• Shows toast message: "X invoices already reminded in last 24h"

Example Scenarios

Scenario 1: Fresh Draft Invoice

Situation:

• Created today: $112 invoice
• Due in 30 days
• Status: DRAFT

Dashboard Display:

• Revenue Outstanding: $112
• Unpaid Invoices: $112 (1 invoice pending)
• Status Breakdown: 1 draft to send (Blue)
• Send Reminders button: Hidden (not halfway yet)

Why? Invoice just created, not yet eligible for reminders. Shows in card for visibility but button hidden to prevent spam.

Scenario 2: Invoice Past Halfway

Situation:

• Created 16 days ago: $112 invoice
• Due in 14 days (30 day total)
• Status: SENT
• Past halfway point (15 days)

Dashboard Display:

• Revenue Outstanding: $112
• Unpaid Invoices: $112 (1 invoice pending)
• Status Breakdown: 1 sent (Amber - Awaiting payment)
• Send Reminders button: Visible - "Send Payment Reminders"

Why? Invoice passed halfway point, eligible for reminder. Button available for proactive follow-up.

Scenario 3: Overdue Invoice

Situation:

• Created 31 days ago: $112 invoice
• Due yesterday
• Status: SENT
• Overdue

Dashboard Display:

• Revenue Outstanding: $112
• Unpaid Invoices: $112 (1 invoice pending)
• Status Breakdown: 1 overdue (Red - URGENT)
• Send Reminders button: Visible - "Send Overdue Reminders"

Why? Invoice overdue, highest priority. Red badge signals urgency, button text emphasizes "Overdue" for immediate action.

Scenario 4: Mixed Invoice Types

Situation:

• $500 overdue (SENT, past due)
• $300 sent 20 days ago (SENT, halfway+)
• $200 draft from today (DRAFT, fresh)

Dashboard Display:

• Revenue Outstanding: $1,000
• Unpaid Invoices: $1,000 (3 invoices pending)
• Status Breakdown:
  • 1 overdue (Red - URGENT)
  • 1 sent (Amber - Awaiting payment)
  • 1 draft to send (Blue - Not sent yet)
• Send Reminders button: Visible - "Send Overdue Reminders"
• Confirmation: "Send reminders to 2 customers? Includes 1 overdue invoice."

Why?

• All 3 invoices show in card (complete visibility)
• Only 2 eligible for reminders (overdue + halfway)
• Fresh draft excluded from reminder count
• Button text emphasizes most urgent (overdue)

Follow-Up Opportunities

The Follow-Up Opportunities widget helps you identify customers who are ready for re-engagement based on service history and template-based maintenance schedules.

Understanding Badge Colors

Follow-up opportunities are prioritized with color-coded badges:

1. 🟠 Follow-Up Due (Amber) - HIGH PRIORITY

   • Scheduled maintenance is due based on job template settings
   • Template-based follow-up interval reached (e.g., "HVAC Tune-Up every 6 months")
   • Customer likely expecting contact
   • Action: Create new job with pre-filled template

2. ⚪ No Recent Activity (Slate) - MEDIUM PRIORITY

   • Customer hasn't been contacted in 90+ days
   • General outreach opportunity
   • May be ready for additional services
   • Action: Create new job or send reminder

Note: Overdue invoice follow-ups are handled separately in the Unpaid Invoices widget for focused revenue collection.

Quick Actions

Each follow-up opportunity card provides three main actions:

1. Create Job (Primary Action)

• Button: Blue "Create Job" button (primary action)
• Purpose: Schedule new job with this customer
• Pre-filling:
  • Customer information automatically filled
  • If "Follow-Up Due": Original job template auto-selected
  • Original job notes copied to new job description
  • Customer preferences included (e.g., preferred weekdays)
• Example: Customer had "HVAC Tune-Up" 6 months ago → New job pre-fills "HVAC Tune-Up" template

2. Send Reminder (Overflow Menu)

• Location: Three-dot menu (⋮)
• Purpose: Email customer about due service (one-click)
• Availability: Only if customer has email address
• Use Case: Quick touchpoint before scheduling full job

3. Snooze (Overflow Menu)

• Location: Three-dot menu (⋮) → Snooze submenu
• Options: Hide opportunity for 7, 14, or 30 days
• Use Case: Customer not ready yet, follow up later
• Example: Customer says "call me next month" → Snooze 30 days

Contact Customers Directly

Email and phone numbers are clickable for instant communication:

• Email icon: Click to compose email in your email client
• Phone icon: Click to call on mobile devices (tel: link)
• Color coding:
  • Email links: Blue on hover
  • Phone links: Green on hover

Card Information

Each follow-up opportunity displays:

• Customer avatar: Visual identifier with color-coded initials
• Customer name: Bold heading
• Job history: "🔨 [Job Name] • Completed [time] ago"
• Contact info: Clickable email and phone
• Priority badge: Color-coded reason for follow-up

Best Practices

1. Prioritize Follow-Up Due

   • Amber badges indicate template-based maintenance windows
   • Customers likely expecting contact (better conversion)
   • Template pre-fill speeds up scheduling

2. Use Send Reminder for Quick Touchpoints

   • Low-friction customer engagement
   • Test customer interest before full scheduling
   • Keeps your business top-of-mind

3. Review No Recent Activity Weekly

   • Check slate-badged opportunities once per week
   • General outreach to maintain relationships
   • Potential for upselling additional services

4. Snooze Strategically

   • Use for customers who deferred (not rejected)
   • Match snooze duration to customer's timeframe
   • Review snoozed opportunities when they re-appear

Best Practices

Invoice Management

1. Review Draft Invoices Daily

   • Finalize and send drafts promptly
   • Blue badge indicates action needed

2. Monitor Halfway Point

   • Button appears when reminders eligible
   • Proactive follow-up prevents overdue

3. Prioritize Overdue

   • Red badges = highest priority
   • Address overdue invoices first

4. Use Reminders Strategically

   • Button only shown when eligible
   • 24-hour throttle prevents spam
   • Confirm count before sending

Dashboard Navigation

• Click any metric card to navigate to detailed view
• Click "View All" links for full lists
• Use date range selector to adjust revenue trend period

Metric Alignment

Key Design Principle:

The Unpaid Invoices card always matches Revenue Outstanding total. Both show all unpaid invoices (DRAFT + SENT) from creation.

Why This Matters:

• Consistency: No confusing discrepancies between cards
• Visibility: See full outstanding amount immediately
• Control: Button logic handles reminder timing separately

Previous Behavior (Fixed):

• ❌ Revenue Outstanding: $112 (all unpaid)
• ❌ Unpaid Invoices: $0 (filtered by halfway)
• ❌ Confusing discrepancy

Current Behavior:

• ✅ Revenue Outstanding: $112 (all unpaid)
• ✅ Unpaid Invoices: $112 (all unpaid)
• ✅ Send Reminders: Button hidden (not eligible yet)
• ✅ Consistent metrics, smart reminder control

A: The invoice hasn't reached the halfway point yet. It shows in the card for visibility, but reminders are only enabled after the halfway point to prevent spam.

Q: What is the halfway point?

A: Halfway between creation date and due date. Example: Created Jan 1st, due Jan 31st = halfway on Jan 16th.

Q: Why does Revenue Outstanding match Unpaid Invoices now?

A: Both cards show all unpaid invoices for consistency. The Send Reminders button uses separate logic for timing.

Q: Can I send reminders manually before the halfway point?

A: Navigate to the Invoices page to send individual reminders anytime. Dashboard button follows halfway logic for bulk reminders.

Q: What happens if I click Send Reminders twice?

A: System prevents duplicate reminders within 24 hours. You'll see a toast message indicating which invoices were already reminded.

Q: Do draft invoices show in the card?

A: Yes! All unpaid invoices (DRAFT + SENT) show for complete visibility. Draft count appears in blue badge.

Q: Why is the overdue count different from sent count?

A: Overdue = SENT invoices past due date. Sent = all SENT invoices (includes overdue + not-yet-due).

Related Features

• Feature 14: Invoicing - Create and manage invoices
• Feature 10: Email System - Automatic invoice reminders and notifications
• Feature 51: Team Workload - Technician capacity planning

Need Help?

Contact support at [email protected] or visit our Help Center.