Start an existing or new job in Keystone

Before you start

Step-by-step

1. 1

   Choose the job you are starting with

   Open an existing live job if the customer and site are already in Keystone. If not, create the customer and job in the next two steps. You are choosing one destination for the record: One Job. One Timeline.

   Starting with existing work is often the fastest trial. You do not need to wait for a new enquiry or create a duplicate job just to test Keystone.

2. 2

   Create the customer

   Sign in and open Customers → New customer. Enter the name, address, phone and email. Save.

   If you already have the customer's details in Stripe, Xero or another connected business system, they'll appear as a suggestion once you connect those integrations — but you can always add manually first.

3. 3

   Create the job

   From the customer record, click Add job. Give it a short name (e.g. "Rear extension — Smith"), set the site address and a rough start date.

   Don't worry about getting everything perfect. Keystone fills in the gaps as photos, notes and messages come in from site.

4. 4

   Start in the right job stage

   If this is a new lead, create the job as New Enquiry. Keep it separate from quoted or live work until the next decision is clear. When the customer accepts, move it through the existing quote, planning and job workflow.

   This keeps the pipeline useful: new enquiries do not look like jobs that are already on site.

5. 5

   Invite an installer to the job

   Open the job and click Assign installer. Enter their mobile or email — they get an email invite with a one-tap link to the Keystone installer view. You can assign more than one crew member when the job needs it.

   Installers only see the jobs they're assigned to. They can't accidentally see your commercials, other customers or admin screens.

6. 6

   Set up site tracking & capture evidence

   Ask the installer to open the job on their phone. If the site address has coordinates, Keystone can offer optional auto check-in/out for that job. The installer must opt in; no raw background route is stored. Manual check-in/out remains available:

   1. Turn on Auto-track on this job, or tap Check in manually when they arrive.
   2. Tap Photos and snap 2-3 of the work in progress.
   3. Optionally add a short note ("cavity closed, ready for board").

   That's it. Each photo is tagged to the job with a timestamp and, where available, location evidence. Auto tracking stores only the resulting check-in/out events; if GPS is denied, the manual button still works.

7. 7

   Send a customer update from the office

   Back in the office, open the job's Timeline. You'll see the check-in and photos already there.

   Click Update customer — Keystone drafts a friendly message summarising today's progress with the best photo attached. Tweak if you want, then send by the workspace email route. SMS is available only when the workspace has activated the paid SMS add-on and the customer has not opted out. The customer can also receive a private portal link.

8. 8

   Use a proposal when the customer needs the full picture

   Once the quotation is ready, open Commercial journey → Proposal. Start from the linked quotation, then add approved previous-work proof and the company wording that is relevant to this customer.

   Issue only the frozen version you are happy for the customer to act on. Their views, questions, acceptance or decline stay on the job and create an office follow-up rather than disappearing into an email thread.

9. 9

   Bring across the useful WhatsApp history

   In the job, choose Import from WhatsApp. Export the relevant chat with media on iPhone or Android, then upload the ZIP, TXT, photos or documents. This is a controlled file import; Keystone never connects to a personal WhatsApp account.

   Review the prepared items in date order. Keep only business-relevant records that belong on this job. You can change the date, category and description, reject duplicates or unrelated content, and nothing reaches the permanent timeline until you approve it.

10. 10

    Close the job out

    When the job's done, open Complete job. Check the final photos, notes, reports, variations and customer questions first. The closeout workflow then helps you check the completion report, customer sign-off, review follow-up, marketing proof and archive readiness.

Common questions