Admin how-to
Turn findings into follow-on work without leaving the product.
Deucalion does more than record inspections. The CRM, quote, work-order, and finance desks help office teams move from identified risk to approved work and receivables.
Availability note
Quotes, work orders, finance, and some AI-assisted actions can be feature-gated. If your workspace does not expose a referenced desk, ask your Deucalion admin or support contact to confirm plan access and enabled features.
Start with the customer record
- Use Customers to view the account, estate context, open opportunities, tasks, and site linkage in one place.
- Make sure the relevant sites are attached to the correct customer record before creating quotes or finance follow-up.
- Use tasks and activity history to keep commercial work visible to the wider office team, not trapped in personal inboxes.
Build the quote from operational context
- Create the quote from the inspection or defect context whenever possible so the commercial narrative stays connected to the original finding.
- Check scope, quantity, pricing, and customer linkage before sending the quote externally.
- Use the quote desk to monitor whether a quote is draft, sent, accepted, or rejected, rather than relying on message history alone.
- If your team uses the AI assistant for desk work, use it to summarize the route context or prepare a next-action check, then verify the draft before sending it on.
Convert approved work into delivery
- Once commercial approval is in place, create or update the Work Order so the remedial task enters the live operational flow.
- Track work-order status as pending, in progress, completed, or cancelled instead of leaving approved work in quote status only.
- Use the work-order detail view to keep task notes, completion state, and related account context together.
- Feed work orders back into Scheduling when engineer assignment and date coordination are required.
Keep finance linked to the work
- Use Finance to review receivables in the same operational context as the originating quote or work order.
- Open invoice detail directly from finance records when you need to see whether a receivable ties back to a quote, work order, or customer account.
- Use the customer workspace and finance workspace together when the office team needs both operational and receivables context in one conversation.
Recommended commercial loop
- Customer record explains the account and estate.
- Quote translates a finding into a commercial proposal.
- Work order turns approval into scheduled delivery.
- Finance confirms the commercial outcome has been paid or is still outstanding.
Troubleshooting
| Problem | What to check |
|---|---|
| A quote feels disconnected from the inspection | Check whether it was created from the inspection/workspace context or as a manual record with weak linkage. |
| Approved work never reached operations | Confirm a work order was created after approval and not left only as an accepted quote. |
| Finance users cannot trace the invoice history | Follow the invoice link back to the account, quote, or work order and confirm the customer/site linkage is intact. |
Next steps
When the commercial and operational loop is established, make sure the external outputs and integrations are equally clean.
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