Start with the work that needs a decision

Choose a regular moment each week to look through the jobs you have already started or quoted. The goal is to identify the next action, not to recreate every conversation.

For each open estimate, note whether the customer needs an answer from you, you are waiting for their decision or the work is no longer going ahead. Follow up with useful context: the project name, the version of the price and the question you need answered.

Check changes before they become forgotten extras

Review the current jobs for work that has grown beyond the original scope. Match your site notes and photographs to each project. If a change still needs the customer's review, prepare the description and price while the details are fresh.

Do not mark a change approved because you sent it. Check the actual record or follow up with the customer. If they asked for a revision, keep the earlier version and make the difference clear.

Reconcile invoices against money received

Look at invoices due and compare them with the payment records from your bank or provider. Record part payments as part payments, and investigate an unclear transfer before marking a balance paid.

Keep the language of follow-ups straightforward. Identify the invoice number and remaining amount, include the agreed payment instructions and invite the customer to point out any discrepancy. Software can help organize a record; it cannot confirm an outside transfer unless you check it.

Leave next week a clean starting point

Update the next action for each active job and remove duplicate drafts carefully. Download important documents and keep a recent workspace backup in a location suitable for the customer information it contains.

You can begin with four headings on a page: quotes to follow up, changes awaiting review, invoices to reconcile and next actions. If the list grows, use your project records to keep each detail with the right client rather than maintaining a second set of conflicting numbers.

• Follow up open estimates with a specific question.
• Record new extras and check approval status.
• Match payments to invoices and remaining balances.
• Keep copies of important documents and a recent backup.