Alerts
⌘K
Dominic Flood
DF
🔍
Viewing as …
Good morning
Welcome back
Loading today's snapshot…
Loading CMO brief…
Quick Actions
Awaiting Signatures
View all →Loading…
Open Alerts
View all →Loading…
Receivables
View all →Loading…
Portal Messages
Threads from customers via the customer portal.
Loading…
Pick a thread
Select a conversation on the left to read or reply.
🔔 Tech Alerts
—
🔔
Pick an alert to review
Techs flag issues from the field — you review, contact the customer, or spin up a repair WO.
Customer Scores
Customer behaviour and the risk of losing their business.
All customers
| Name | Lifecycle | Score | Billing Address | Phones | Emails | Action |
|---|
🔍
All staff
| Name | Role | Department · Level | Phone | Status |
|---|
Hiring
LIVE
New Hire — Send Employment Contract
Used to auto-create their tech profile + field-app login when the contract is signed.
How It Works
1
Fill in the new hire's name, email, start date, and position
2
The right employment agreement auto-selects based on the position
3
New hire receives email to review and e-sign the contract
4
Ryan counter-signs, then Dominic gets an SMS notification
5
Everything is logged here in the dashboard for tracking
Subcontractor — Send Subcontractor Agreement
The subcontractor signs first; the agreement then routes to Dominic Flood for counter-signature. Insurance minimums (Exhibit A) are part of the document. Sending also creates their record on Vendors & COI — add their certificates there.
Before First Dispatch — Office Checklist
Internal (Exhibit B). Keep every document in the subcontractor's file for the insurance premium audit. Nobody is dispatched without a current certificate on file.
Open Roles & Careers Page
Loading…
Applicants
Loading…
Recent Hires
Loading…
Vendors & COI
Subcontractors
Required for dispatch: General Liability · Commercial Auto · Workers' Comp (or signed sole-proprietor waiver). Expired or missing = cannot be assigned to a job.
Loading…
Waivers & Agreements
Send waivers before risky jobs and lock in service agreements at onboarding
WAIVER Customer Waiver
Send before risky jobs — acid wash, drain & clean, chlorine wash, or any work requiring liability acknowledgement.
AGREEMENT Service Agreement
Send the annual or monthly service agreement at customer onboarding to lock in terms, pricing, and liability.
Required service setup
Recent Waivers & Agreements Sent
Last 10 sent
Loading…
Template Preview
Contract Templates
Edit the documents that get sent to new hires & clients for e-signature
Loading…
📜
Select a template on the left
Or click "+ New Template" to create one.
Photo Library
Tartan's own pool photos. Tag them so the SEO agent picks them over stock.
Loading job photos…
Loading photos…
Contracts
Every contract sent through Tartan OS — drill in for the full audit trail
Loading…
🗂️
Pick a contract on the left
You'll see signers, the audit trail, and a download link.
—
Order, guided mode and safer routes apply to every tech's app on the next route pull.
Select a technician
—
🔍
Select a tech to see their route.
📍
🧭 Route Setup
—
🔍
0 selected
Assign to Route
💡 Pick customers on the left, then set tech + day + frequency here and click Assign. Monthly rate is optional.
Map — all unassigned customers
Work Orders
Priority queue + the job ledger — scheduling, routes, billing, and customer history, one page.
▾ 🎯 Priority Queue — schedule new customers, jobs, and lead visits
📅 Schedule
Route new customers · schedule jobs · book lead visits
Loading schedule…
📅
Select an item on the left to get started.
Map
✅ Approved · Needs Scheduling
—
quote approved · slot it
All Unscheduled
—
loading…
Scheduled
—
loading…
Urgent Open
—
priority=urgent
Completed MTD
—
this month
Total Open
—
all statuses
Estimated
—
active projects
Invoiced
—
rolled-up bills
Paid
—
received
Balance
—
outstanding
🔍
All recurring
🧽 Filter cleans 0
🧂 Salt cell cleans 0
🔔 Other reminders 0
All 0
✅ Needs Scheduling 0
All Unscheduled 0
Stale >14d 0
Scheduled 0
Urgent 0
Completed 0
Deleted 0
0 selected
🔧
Loading work orders…
🔍
Product
Pool360
Pull catalog, pricing, and invoices from Pool Corp CIT API. Matches purchases to jobs and flags price changes.
—
⚡
Build Catalog from Invoices RECOMMENDED
Walk every Pool360 invoice, extract unique SKUs with description / unit / cost, then pull current list pricing from CIT.
Builds the real catalog from parts you've actually ordered.
📦
Lookup by Vendor
Pool360's
/Products?Vendor= returns a small subset per call — use only to search for specific items.💲
Sync Pricing
Refresh costs for every Pool360-linked product. Fires an alert on material changes.
—
📑
Sync Invoices
Pull Pool360 purchase invoices into Supplier Purchases for reconciliation.
🧰
Catalog Maintenance
Supplier cleanup tools live here so Products & Services stays focused on editing sellable items.
Use these after imports or legacy cleanup. Each action keeps existing product editing intact and reloads the catalog when done.
🚨 Pending Price Alerts
0Recent Pool360 Purchases
—
Reconcile Center
—
⚠️ Pre-migration mode — auto-match is disabled. Existing reconcile data is pre-migration and will be wiped after the Tartan OS migration. Manual reconcile + tech assignment continue to work normally.
🧾
Pick a purchase on the left to reconcile it.
Match suggestions + variance will appear here.
Sales Pipeline
Every quote → work order → invoice → payment chain, at a glance.
🎯
Loading pipeline…
🔍
| Quote # | Customer | Title | Total | Approval | Deposit | Valid Until | Rep | |
|---|---|---|---|---|---|---|---|---|
| Loading quotes… | ||||||||
📸 Customer reports needing a look
A report only sends once every photo the tech captured has uploaded. These did not.
Job Review
Jobs waiting to be invoiced. Once you generate the invoice, the job clears out of here and moves to the pipeline. Rows with a billable total show Generate Invoice; comp / warranty / $0 jobs show Close (no charge). Hit Edit to adjust line items before billing.
Pipeline
Every job from estimate to close, in one line.
Loading…
Weekly Service
Recurring service billing — who's upcoming, due, and ready to run.
Loading…
0 selected
| Invoice # | Customer | Date | Due | Total | Balance | Status | Actions | |
|---|---|---|---|---|---|---|---|---|
| Loading invoices… | ||||||||
🔍
| Date | Customer | Invoice | Method | Amount | Status | Reference | Actions |
|---|---|---|---|---|---|---|---|
| Loading payments… | |||||||
🔍
| When | To | Subject / Preview | Type | Status | Campaign |
|---|---|---|---|---|---|
| Loading… | |||||
🔍
| When | To | Preview | Type | Status | Campaign |
|---|---|---|---|---|---|
| Loading… | |||||
Retention & Churn
The real churn rate off service history, and why customers leave.
Invoice Reports
Examine the status of invoices, what you're billing, and the breakdown of sales.
Invoice DetailsSales by CategoryVoided Invoice SummaryPayment Reports
Review all your income, including online payouts and manual payments.
Payments CollectedIncome by CategoryPayment Methods on FileCustomer Reports
Assess your customer accounts, balances, and aged receivables.
AR Aging SummaryCustomer Balance SummarySales by Customer SummarySales Tax Reports
Report on the taxes you owe, based on sales tax you collect.
Sales Tax Summary - AccrualSales Tax Summary - CashOperations Reports
Review profit, labor, materials, installed items, and customer communication activity.
Full-Company Margin (service + repair)Gross Profit (real COGS)LaborProfitChemical DosagesInstalled Items🧊Pool Equipment
Filter & salt-cell cleaning status, equipment breakdown, and cards on file.
Filters & Cells Due for CleaningFilter & Cell TypesUnits Likely Under WarrantyWarranty Ending Within 90 DaysCard on File🚗Fleet & Safety
Team driving-safety ranking + coaching from Samsara + AI dashcams.
🏆 Team Safety Leaderboard🎓 Coaching QueueActivity & Audit
Every system event in one place — who changed what, when, and why. Driven by the audit log.
All ChangesChanges by UserDeletionsRefunds & VoidsSettings ChangesPayroll RunsBookkeeper
Owner onlyCategorize the purchases QuickBooks left uncoded. Sign off and it's coded directly in your QuickBooks books — no separate import step.
Step 1 · you are here
Categorize purchases
Loading…
Step 2
Review what it learned
Trust vendors to auto-apply
Step 3
Export & sign off
Send the coded list to your bookkeeper
0 / 0 done
Loading…
$0
uncategorized
▶ Needs your review …
⏳ Loading your uncategorized purchases… this pulls live from QuickBooks and can take up to 30 seconds.
▶ Learned vendors 0
Loading…
▶ Clearing account (handled automatically)
Expand to load your repair/equipment clearing-account summary.
0 of 0 coded · $0 categorized
📷 Stop Audit
Every completed stop's photos are graded by the auditor at 12:45 and 7:30pm. Needs attention = the water or pool is visibly wrong (the tech is asked to report back in the app). Watch = worth a look. Missing evidence and thumbs-down come from the stop record and the customer. Mark an item Reviewed when it is handled.
Fergus
Settings
One calm control room for how Tartan OS prices work, pays the team, bills customers, talks to customers, and connects outside systems.
Company
Operations
Pricing & Pay
Billing
Messaging
Documents
Tartan AI ✦
Integrations
Developer
Service Levels
Chemistry
Tech Pay
Tags
Lead Sources
Job Templates
Reviews
Customer Portal
Alert Routing Rules
Nurture
Equipment · Catalog
Equipment · Workflows
Equipment · Warranty terms
Dose Calculator
Pay Configuration
Feature Flags
Pilot Mode
Loading settings…
Profile
History
Photos
Body of Water
Billing
Engagement
Score
Audit